Receipt #62436 to Exmouth Mutual Aid Group

 

EXMOUTH MUTUAL AID GROUP Expenses Policy
  

Open Collective (OC) allows Exmouth Mutual Aid Group (eMAG) to manage all their expenditure transparently.
 
All expenses are open and public for anyone to see.
 
There are currently 2 Admins maintaining this Account - Dawn Andrews and Michelle Woolf.
 
 Expenses for eMAG OC only cover costs that support and progress eMAG's aims and objectives.
 
All expenses should be for a specific activity pre-agreed by the Exmouth Mutual Aid Hub Group.
 

eMAG's expected expenses, as at 17.08.21, relate to:
 
• The cost of a monthly SIM card - £5 a month - to keep the eMAG telephone running for Errands, and the potential future cost of advertising - flyers, leaflets, posters etc. 
 
 eMAG's expected expenses, up until 14.08.20, related to:
 
• The cost of setting up and maintaining two phone-lines (1. for Errands and 2. for a Listening Ear service). • DBS checks for Listening Ear Volunteers. • The potential future cost of advertising - flyers, leaflets, posters etc.
  

SUBMITTING EXPENSES
 
Only eMAG OC Admins can submit an expense. 
 
Expenses submitted by any other will be declined.
 
Expenses must be documented with a receipt, a PDF document, or an invoice - clearly showing what the payment is for, the total amount, the date, and (where appropriate) the legal address. 
 
When an expense is submitted, its status is PENDING. 
 
APPROVING EXPENSES

Every expense must be approved by all eMAG OC Admins.
 

eMAG OC Admins' expenses must be approved by the other eMAG OC Admin.
 

An email is automatically sent to all eMAG OC Admins to invite them to approve, or comment on it.
 

Once the expense is approved, the expense will show on the dashboard in the list of expenses READY TO PAY. 
 

Note: if an expense is edited, its status will go back to PENDING for review again. 
 

PAYING EXPENSES
 
Expenses are only paid if there is enough income in the eMAG OC to cover it.
 

As long as the receipt/invoice is legal and approved by all eMAG OC Admins, it will be paid.
 

Pay outs are made weekly by Bank Transfer only.
 

Once the payment is made, the status of the expense goes to PAID, and the balance of the Collective is automatically updated.
 
QUESTIONS
 
Can reimbursement be for less than the amount of the expense? Yes. When the expense is filed, any amount lower or equal to the amount visible on the actual receipt can be entered. 
 
What about any money left over after the crisis point has passed?   eMAG will ask all their Volunteers to collectively decide who to donate any remaining funds to.  If eMAG OC has had no activity in 6 months, Open Collective will make every effort to contact the eMAG OC Admins first.  In the event of no response within 12 weeks, OC will redistribute any funds left over equally amongst all other Open Collectives at that given time. 
 

What about VAT? Invoices need to include the VAT.
 
Open Collectives Frequently Asked Questions https://docs.google.com/document/d/1zHArRkjHIstk8b_rMDhHGFnKLfWYCeVhLYLWHEEunlY/edit