Last Reviewed: 15/05/2020 Reviewed by: Philipp Grunewald

Note: Reimbursements and invoices that relate to the running of a particular hub need to be submitted to the Collective that has been set up for that particular hub.

Doing work with a collective

Before you spend money on behalf of a collective and/or provide services/products to a collective ensure that an appropriate agreement between yourselves and the administrators of the relevant collective is in place. This will usually be the hub coordinators of the respective Food Hub you are working with or the Directors of Kent Food Hubs CIC. It is on the basis of this agreement that you will be able to claim back any expenses you have incurred or be paid for an invoice you submit (for products or services provided).

How to submit an expense

Expenses will only be paid if there is enough income to cover the expenses within the collective. Expenses must be documented with a receipt or an invoice and approved by the collective admin.

Valid expenses are:

Provider receipt (expenses you have incurred and paid in relation to an activity you carried out for a collective / you pay those and then claim them back),
Provider invoice (products or services you provide to a collective - you submit an invoice and get paid for whatever it contains, if approved)

Both the receipt and invoice must include the provider name, address, amount etc. Information about the kind of information an invoice needs to contain can be found here: https://beta.companieshouse.gov.uk/company/12337428

Process:

A member of the collective pays & submits the expense (with the receipt) through Open Collective, this has to be approved by the admin of the collective. On the back end, KFHs CIC will review the expense to ensure it is linked to the purpose stated, then reimburse the submitter.

If you are submitting an invoice for your work to a collective hosted by Kent Food Hubs CIC, you can submit your invoice using Kent Food Hubs CIC as the organisation you are invoicing, but also mentioning the collective you performed the work for (in your invoice). Expenses pay back As long as the expense is deemed valid in regards to the definition in the preceding point, it will be approved and paid.

Expense processing occurs weekly and cover the expenses raised during the past 7 days. If there is any question, you will be notified either on email or via public comment on Open Collective. Preferred method of reimbursement is paypal; please provide your paypal address.

When your expense is above £200 we will transfer the funds via bank transfer. Please add your bank details by setting a 'Custom Payout Method'. Processing these will take longer than 1 week.

Our relationships

Individuals and legal bodies submitting expenses and invoices, as well as collective administrators and Kent Food Hubs CIC (the Open Collective Host) understand and agree that the submitter is acting as an independent contractor in the performance of their activities. Nothing within this policy will be deemed to create an employment relationship or an agency relationship between the parties.

Managing taxes

Any submitter (of an expense to any of the collectives hosted by Kent Food Hubs CIC) is solely responsible for the payment of all income taxes, social security taxes, unemployment insurance and similar taxes, and all other assessments, taxes, contributions or sums payable with respect to it as a result of or in connection with the services and products offered to any collectives hosted by Kent Food Hubs CIC. VAT Kent Food Hubs CIC is not subject to the VAT, therefore it means that no VAT can be claimed on any expenses.

Corporate tax Kent Food Hubs CIC is a non profit organisation, known as a C.I.C, standing for Community of Interest. Following the regulation on C.I.C, the host is subject to the corporate tax, currently standing at 20% of any profit. It concerns the income earned on the fee paid by the collectives.

Kent Food Hubs CIC also receives grants, this is not subject to corporate tax, as the purpose of the grant is to be fully spent on the object specified.

Other collective incomes are treated as deferred income, so that it can be fully utilised by the collective.

Acknowledgements:

Thank you to Open Collective Europe and Open Collective UK for providing us with templates and contents to use in the design of KFHs’ expense policy.