Receipt #292035 to Living Water Gaming
Partial Internet Bill Reimbursement
Paid
Reimbursement #292035
Apr 1, 2026
Expense Details
Attached receipts
Monthly Internet Bill
$100.00 USD
Total amount
$100.00 USD
Additional Information
Paid to
Vrykodin Kross@vrykodin
payout method
Bank account
Details
********Organization balance
Expense policies
Expense policies
1. Purpose
This policy establishes standards for the review, approval, documentation, and payment of expenses submitted through vendor invoices. It ensures financial accountability, transparency, and proper stewardship of community funds.
2. Scope
This policy applies to:
- All invoices submitted by vendors, contractors, service providers, or suppliers
- Any invoice seeking payment from community funds
- All leadership, staff, or authorized representatives responsible for approving expenses
3. General Principles
All invoice expenses must:
- Support the mission and operations of the community
- Be reasonable, necessary, and cost-effective
- Be properly authorized prior to commitment, where feasible
- Be supported by sufficient documentation
- Comply with applicable laws and internal policies
The community reserves the right to decline any invoice that does not meet these standards.
4. Pre-Approval Requirements
Whenever reasonably possible, expenses must be pre-approved before:
- Signing contracts
- Engaging vendors
- Placing orders
- Authorizing recurring services
Pre-approval may require:
- Written authorization from a designated approver
- Budget confirmation
- Review of vendor terms
Failure to obtain required pre-approval may result in delayed or denied payment.
5. Approval Authority
Only designated individuals may approve invoices for payment. Approval authority may be:
- Role-based (e.g., Treasurer, Director, Administrator)
- Tiered based on dollar thresholds
- Subject to dual-approval requirements for higher amounts
Individuals may not approve invoices that directly benefit themselves without independent review.
6. Invoice Requirements
Invoices must include:
- Vendor name and contact information
- Unique invoice number
- Invoice date
- Description of goods or services provided
- Dates of service (if applicable)
- Itemized charges
- Total amount due
- Payment terms
Incomplete invoices may be returned for correction.
7. Required Supporting Documentation
Depending on the nature of the expense, documentation may include:
- Signed contracts or agreements
- Purchase orders
- Quotes or competitive bids
- Proof of delivery
- Completion confirmation
- Correspondence authorizing the work
Documentation must be sufficient to verify legitimacy and scope of the expense.
8. Expense Limitations
Invoice payments may be limited by:
- Approved budgets
- Project-specific allocations
- Funding restrictions
- Grant conditions (if applicable)
Expenses that exceed approved budgets require additional authorization before payment.
The community may decline:
- Excessive or unreasonable charges
- Duplicate invoices
- Unsubstantiated fees
- Personal expenses
- Late fees resulting from vendor delay or failure to follow procedures
9. Recurring & Contractual Expenses
Recurring services (e.g., hosting, software, subscriptions) must:
- Be reviewed periodically
- Remain within approved budgets
- Continue to serve a valid operational purpose
Long-term contracts may require additional review before renewal.
10. Payment Processing
Invoices will be processed only after:
- Verification of goods/services received
- Review of documentation
- Approval by authorized personnel
Payment timelines depend on internal processing schedules and available funds.
Early payment discounts may be taken when financially beneficial.
11. Disputes & Corrections
If an invoice is disputed:
- Payment may be withheld pending clarification
- Vendors may be asked to issue corrected invoices
- Overpayments must be returned or credited
12. Prohibited Expenses
The following are not eligible for payment via invoice unless explicitly authorized:
- Personal expenses
- Gifts not approved as official community expenditures
- Political contributions
- Illegal goods or services
- Expenses violating community values or policies
13. Record Retention
All invoices and supporting documentation must be retained in accordance with applicable recordkeeping standards and internal policies.
Digital copies may be maintained for administrative efficiency.
14. Audit & Oversight
Invoices may be subject to periodic internal review or audit. Failure to comply with this policy may result in:
- Delayed payment
- Revocation of purchasing authority
- Disciplinary action
- Termination of vendor relationships
15. Policy Updates
This policy may be updated at any time. Approved changes take effect upon publication.
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.
Organization balance
$125.34 USDFiscal Host:
Living Water Gaming