Fibreshed Scotland Expenses Policy

This expense policy is a living document which will be revised and updated as required

Why do we need an expenses policy?

We need an expenses policy so that volunteers can feel comfortable in spending their own money on items knowing that they can be reimbursed. Also so that suppliers can receive payments for goods and services they provide.

We encourage you to read this policy before you submit any expense claim via our Open Collective account which is hosted by The Social Change Nest.

What kinds of expenses can we approve?

We can consider any expenses or invoices that are for:

communications and marketing - leaflets, website, printing, photocopying, electronic communication
costs associated with running a project, workshop or demonstration - service fees, contribution to travel time, venue hire, materials, supplies, travel costs

We cannot approve any expense claims/invoices lacking appropriate documentation or prior approval.

Approval of prospective claims can be obtained through email to fibreshedscotland@gmail.com.

Expenses will not be considered if they exceed the balance of the fund.

Who will approve the claim?

The nominated Admins will approve the claim. Currently, the nominated Admins are:

Veronica Collins
Kate Dyer
Cheryl Stewart

Any two of these Admins may approve a claim. If an Admin submits a claim, it must be approved by the other two Admins.

How often do we approve expense claims?

We meet weekly or as required, usually on a Thursday.

What does Fibreshed Scotland need to approve an expense claim/invoice?

Receipts that contain date of purchase, amount, goods or services provided, and method of payment.
Invoices containing a unique number, the supplier’s name and contact details, our billing information, a clear description of the goods or services provided, dates of service, an itemised breakdown of costs, the total amount due, and supporting receipts (if applicable).

When will my claim be processed?

Claims must be submitted within 30 days of the expense date.Payments approved on The Fibreshed Scotland Social Change Nest (SCN) Site will be processed on the next Tuesday or Friday by (SCN)

Please contact us by email using fibreshedscotland@gmail.com if you need any assistance with your expense claim or invoice.

Contribution to Fibreshed Scotland

Wild Times Facilitation Stipend

Collective balance