Receipt #94338 to Extinction Rebellion Lewisham

Extinction Rebellion Lewisham - Expense Policy Background Extinction Rebellion is a non violent direct action organisation whose purpose is to encourage those in power to act on the climate and ecological crisis. We do this through direct action and civil disobedience and by organising events and activities to educate politicians and the general public. We need resources and equipment during actions and also to support any members during arrest. This funding platform has been set up to help support the group to do this, both through collaboratively working on fundraisers, and providing clear and transparent information about how to submit expenses against any existing core funds. In order to make effective decisions about use of surplus money, the group will set a mandate against which funding decisions can be prioritised. Current mandate: • Support group actions. • Printing and materials costs • Securing necessary movement support functions that are not available for free. Expenses Limit

Legal defences are not covered in this policy. We have a separate fund to cover some of the costs of court and solicitors. This is kept in an XRL Tridos account. All request for funds must be referred and approved by a member of the fundraising teams and an admin. Image of receipt which matches a request for funds must be supplied and matched to request for reimbursement. When uploading expenses please include: ● The name of action group from which you received the request ● A description of the materials purchased ● The date you purchased the materials The name of your expense should look something like this: Group Name Barclays bank action – Description - poster printing - Date (30/03/20). This will help us to track expenses if something goes wrong and ensure expenses are legitimate. You must upload a valid receipt or invoice clearly showing the total amount, date, legal address, and what the payment is for. One of the administrators will then approve the expense claim. Expenses over £50 must be approved by two administrators. Claims will be paid out by Open Collective 3 times a week. At the moment these days are Monday, Wednesday and Thursday. Donations We will accept donations to our Open Collective account and use these donations to pay the expenses for materials and equipment stated above. FUNDRAISING Any Working/ project Group deeming finances to be necessary to support an action are invited to contact a member of the finance team.

They will then collaborate to undertake the following steps:

• Define a fundraising target • Create a fundraising page on Open Collective UK • Work with Media and Messaging to create copy and resources to promoting the fundraiser • Promote campaign with the Media and Messaging Working Group

Any funds raised directly via this fundraise will be made visible to the group, and these funds will be considered the budget for the action. It is suggested that members only spend against the total amount raised,

Ad-Hoc expenses

For any small costs (under £50), or costs that are deemed to be needed immediately, members can claim expenses against any available funds in the XRLewisham Open Collective account.

Anyone intending to incur an expense should check with a member of the Finance teamto ensure that the funds are available.

It is not the place of the finance team to define whether a specific expenditure is approved based on merit, and this is the responsibility of the associated Working Group for which the expense is to be incurred. Communication Flyers and online materials will include a means to donate. For those who cannot donate online or by phone but wish to make a financial contribution, an administrator will arrange to donate on their behalf and subsequently collect the cash. Balance on account The balance of the account will be reviewed every fortnight by the administrators. Administrators Kate Shipp, Jamie Thurlton, Ellen Rose and Ella Milburn are the administrators. This role will rotate every two months if possible, and no one should be an administrator for more than 3 months. While someone is in the administrator role, they cannot access funds for reimbursement, which means they will be unable to carry out requests that involve incurring an expense. Transparency A summary of our income and outgoings will be posted in our monthly newsletter. This will show how much has been received and spent. If a member has a concern about spending, they can raise this with the finance and this will be discussed within the group.