Invoice #273185 to Mythography Collective

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📄 Mythography Collective – Expenses Policy
Last updated: 03/07/25

Mythography Collective is committed to transparency, fairness, and accountability in how we
manage and reimburse expenses. This policy outlines what kinds of expenses can be
claimed, how to submit them through The Open Collective platform, and what
documentation is required.


1. Purpose
This policy ensures that:
● Community members and collaborators are reimbursed fairly for out-of-pocket costs
incurred on behalf of Mythography Collective.
● Funds are used responsibly and transparently.
● Claims are processed consistently and efficiently via The Open Collective and our
fiscal host, The Social Change Nest.

2. Conditions:

2. Eligible Expenses
The following types of expenses are generally eligible for reimbursement, subject to funding, and in line with team members' contacts:

a. Production & Event Costs
● Venue hire
● Licensing fees
● Insurance
● Printing (posters, flyers, programmes)
● Props, set, and costume materials
● Tech and equipment hire
● Accessibility provisions (e.g. BSL interpreters, captioning services)

b. Administrative Costs
● Software and subscriptions (used for collective work)
● Website hosting or domain fees
● Office supplies (e.g. paper, printer ink)

c. Meals & Refreshments
● During peak production times, according to the terms of their contract, a team
member may claim one expense daily for personal meals and refreshments as long
as this does not exceed the daily allowance outlined in their contract.
● Meals and refreshments purchased for the wider team (e.g. cast, crew, or
workshop participants) are reimbursable, provided they are reasonable, in line with
budgeted expectations, and relevant to a Mythography Collective project or event.

d. Travel & Accomodation
● Public transport fares (standard class only)
● Accommodation costs (if working away from home)

e. Community Engagement
● Workshop materials
● Volunteer/staff refreshments
● Outreach materials

3. Ineligible Expenses
● Alcoholic beverages
● Personal or non-Collective-related costs
● First-class or luxury travel
● Any purchase without prior written approval (see Section 5)
● Expenses without valid receipts (exceptions considered in special cases)

4. Submitting Expenses via Open Collective
All expenses must be submitted online through our dedicated page on the Open Collective
platform: https://opencollective.com/mythography-collective

What to Include:
● A clear description of the expense
● A receipt or invoice (PDF or image)
● The amount to be reimbursed
● The category the expense falls under (e.g. Travel, Production)
● Your bank details (entered securely via the platform)

Timeline:
Please submit expenses within 30 days of incurring the cost. Late submissions may not be
accepted unless previously agreed.

5. Conditions of payment:
● Written pre-approval is required before any purchase is made to ensure the expense aligns
with our available budget at any given time.
● A team member will never be required to pay for something out of pocket if the company does not have the means to repay them.
● Expenses claimed must align with the company's budget.
● Expenses claimed must be align with the terms of the team members' contract.

To request approval, please contact a relevant core team member (Producer, Director or
Administrator) via text or email with:
● A brief description of the intended purchase
● The estimated cost
● The purpose or event/project it relates to

You’ll receive confirmation within a reasonable timeframe. Claims for expenses made
without prior approval may not be reimbursed.

Current core team members to contact for approval:
- Philomène Cheynet (Director, Producer)
- Cameron Broadley (Assistant Director)
- Ella Catherall (Producer)
General email: [email protected]

6. Review & Reimbursement Timeline
We aim to process all expenses efficiently, while also ensuring accountability.
● Review Window: Our administrators reserve up to 14 calendar days to review and
consider each expense claim for approval or rejection.
● Reimbursement Timeline: Once approved, please allow an additional 7 calendar
days for payment processing.

Note: Our fiscal host, The Social Change Nest, processes all payments on Mondays,
Wednesdays, and Fridays. This may affect the exact timing of when your payment is
received.

7. Values & Equity
We are committed to supporting the access and participation of all members. If you face
barriers to covering expenses upfront, please reach out—we may be able to:
● Pre-pay costs on your behalf
● Arrange direct payments to suppliers
● Offer advances or alternative solutions

8. Contact
For questions or help with the process, contact:
[email protected]

9. Final Notes
This policy may be updated from time to time in response to evolving needs. We’ll
communicate any changes clearly and invite input from the community.