No upper limit on expenses - Some households may need more than others.

Image of receipt which matches a request for aid must be supplied and matched to request for reimbursement.

When uploading expenses please include:

The name of Group from which you received the request
The name of the road to which you delivered shopping
The date you delivered the shopping

Please DO NOT include any details which could breach the privacy of the person who has requested support. This includes their house number or name.

The name of your expense should look something like this: SubGroup Name- Fairlop Road- 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.

Background Funds and Communication

There is a need for a facility to allow vulnerable or self-isolating residents within the Forest Hill Mutual Aid group to pay for their shopping or other errands in a cashless way, particularly if they don’t have access to paypal or online banking. In addition to this, there is a need to be able to receive donations to help support those in our community who are less able to pay for these items themselves.

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 collect the cash (perhaps several weeks later).

## Expenses Policy

If the recipient of the shopping is willing and able to pay for their shopping, an amount equivalent to the value of the receipted items should be uploaded to the same platform (via internet transfer or phone) once they know the value of the shopping. We will then reimburse expenses for shopping or prescriptions to volunteers (limit of £100). Claimants must upload a photograph of a receipt and a screenshot of the request to the open collective platform. Try to include the full receipt (not just the credit card receipt).

If shopping is bought for an individual who is unable to pay for any reason, the volunteer will be reimbursed by donations, if funds are sufficient to cover costs.

One of the three administrators will approve the expense claim. If the expense is over £50, two administrators will need to approve the expense claim. Claims will be paid out by The Social Change Agency 3 times a week.

The balance of the account will be reviewed every fortnight. Once donations exceed £300, we will split the extra funds (anything over £400) between organisations supporting frontline workers and the vulnerable in response to the coronavirus.

Lewisham Food Bank Eliot Bank & Kelvin Grove Children’s Centre Food Bank Apoyo Comunitario - COVID19 Fund 4 migrants without access to public funds Help Lewisham Hospital Refugee Solidarity SE

If at some point the Forest Hill Mutual Aid group disbands, any remaining funds will also be split between these organisations.

Donations

We will accept donations to our Open Collective account and use these donations to pay the expenses of members of our community less able to pay themselves.

Administrators

Tom Walker, Alexandra McMillan and Laura Harvey will act as administrators. This role will rotate every month 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 the WhatsApp group every month. This will show how much has been received and spent per area, including a breakdown of costs (e.g. shopping, printing, prescriptions etc.)..

If a member has a concern about spending, they can raise this with the group. A call will be organised to discuss it further. In order for decisions to be made, a minimum of 5 people from the Forest Hill mutual aid community will need to attend this meeting. These 5 people will need to be from different households.

Contribution to Forest Hill Mutual Aid

Financial contribution to Forest Hill Mutual Aid

Collective balance