Invoice #288615 to LondonforSudan
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’.
London for Sudan — Expense Policy
Purpose
This policy ensures that all expenses are transparent, cost-effective, and directly support the mission of London for Sudan (LfS).
This policy ensures that all expenses are transparent, cost-effective, and directly support the mission of London for Sudan (LfS).
Eligible expenses include, but are not limited to:
- Printed materials and graphic design.
- Digital infrastructure maintenance.
- Paid social media campaigns.
- Advocacy working groups and community events.
- The Sudanese Arrivals Project — e.g. transport for clothing drives, refreshments for hotel visits, and essential items for asylum seekers (such as underwear and socks, which cannot be donated).
Principles
- We aim to maximise fundraising proceeds and minimise reimbursements.
- Members, volunteers, and campaign supporters are encouraged to only claim out-of-pocket expenses exceeding £15 per claim.
- Food, drink, accommodation, and travel will not normally be reimbursed unless directly linked to an approved project or event.
- Formal approval is required before incurring any reimbursable expense. Please email: [email protected] in advance.
Approval Process
- Expenses will only be reimbursed if:
- They are within budget.
- There is sufficient income to cover them
- They are approved by the termly rotating Financial Controller.
- Over £300 (excl. VAT): Must be submitted at least 10 days before purchase.
- Urgent requests: Require approval from two core members and/or project managers.
- All expenses must be supported by a valid receipt or invoice containing:
- Provider name and address.
- Date of transaction.
- Total amount.
- Description of goods/services
Submission Methods
You can submit expenses in two ways:
Reimbursement
1. You pay for the item/service, then submit the receipt to the Financial Controller for approval.
The host organisation reimburses you.
- Where possible, the receipt should be addressed to the host name.
2. Direct Invoice to Host
The supplier invoices the host organisation directly.
The invoice must include the host’s mailing address and reference “London for Sudan”.
The supplier invoices the host organisation directly.
The invoice must include the host’s mailing address and reference “London for Sudan”.
Submission & Review Timelines
- Email all expense claims to: [email protected].
- Expenses are reviewed and approved every 10 days.
Key Reminders
- Keep claims above £15 whenever possible.
- Always seek approval before spending. Reimbursement is not guaranteed.
- Provide clear, complete documentation.
- When in doubt, ask before committing to an expense.
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
£8,162.09 GBPFiscal Host:
The Social Change Nest