Invoice #286144 to The Friday Night Supper Club
Collective balance
Expense policies
Expense policies
Please make sure you type your full name and not just an initial. For example ‘John Smith’ instead of ‘J Smith’.
Friday Night Supper Club Expense Policy
The document outlines guidelines for employees regarding reimbursable expenses, reporting procedures, and compliance.
Purpose and Scope of Policy
This section outlines the intent and applicability of the Expense Policy.
- The policy aims to provide clear guidelines for employees, volunteers of the FNSC
- It ensures expenses are controlled, reasonable, and reimbursable.
- Applicable to all employees, volunteers incurring FNSC expenses.
Expense Categories and Reimbursement
This section specifies reimbursable expenses and sets spending limits.
- Supplies for events – arts & crafts, paper products, activity supplies, equipment to run the FNSC.
- Local transportation costs, including taxis and public transport, are reimbursable if car unavailable to bring equipment, supplies to the event.
- Food supplies for the event, including any catering costs.
- Incidental expenses like tips are reimbursable, while personal expenses are not.
Non-Reimbursable Expenses
This section lists expenses that are not covered by the policy.
- Costs for non-employees and unauthorized upgrades are not reimbursable.
- Expenses from unapproved trips or personal activities are excluded.
- Personal items, lost belongings, damages, and fines are also non-reimbursable.
Expense Reporting and Documentation
This section provides instructions for reporting expenses.
- Employees must submit expense reports (see attached) in a timely manner after the event.
- Required documentation includes receipts with specific details like description of expense, date and amount.
- Expense reports need approval from an admin who is listed with the FNSC and approved by the Social Change Nest.
Budget Advances Process
This section explains how to request and settle budget advances.
- Employees, volunteers can request advances for significant out-of-pocket expenses, submitted a month before the event. This includes costs, supplies for the Holiday Party which has higher attendance of participants as it includes the FNSC and the Camden Day Services.
- Advances will be deducted from final reimbursements, and any unused amount must be returned within [30] days.
Compliance Monitoring and Consequences
This section describes compliance expectations and consequences for non-compliance.
- Employees, volunteers are expected to comply with the policy, with regular reviews for adherence.
- Non-compliance may result in disciplinary action.
Policy Review and Updates Frequency
This section states how often the policy will be reviewed and updated.
- The policy will be reviewed annually and updated as necessary to reflect changes in procedures and legal requirements.
- Employees, volunteers affected will be informed of any updates in writing.
Employee Acknowledgement Requirement
This section requires employees to acknowledge their understanding of the policy.
- By submitting expenses, employees, volunteers confirm they have read and understood the policy and agree to comply.
FAQ
How do I get paid from a Collective?
Submit an expense and provide your payment information.
How are expenses approved?
Collective admins are notified when an expense is submitted, and they can approve or reject it.
Is my private data made public?
No. Only the expense amount and description are public. Attachments, payment info, emails and addresses are only visible to you and the admins.
When will I get paid?
Payments are processed by the Collective's Fiscal Host, the organization that hold funds on their behalf. Many Fiscal Hosts pay expenses weekly, but each one is different.
Why do you need my legal name?
The display name is public and the legal name is private, appearing on receipts, invoices, and other official documentation used for tax and accounting purposes.
Collective balance
£3,056.35 GBPFiscal Host:
The Social Change Nest