Open Collective
Open Collective

Receipt #136824 to NumFOCUS

Archer Hotel

Reimbursement #136824

Submitted by Nolan FortmanApproved by Savannah Simons

May 1, 2023

Attached receipts
Archer Hotel Receipt
Date: May 25, 2023

$883.85 USD

Flight from Nashville to SLC
Date: April 11, 2023

$487.80 USD

Flight from SLC to Seattle
Date: April 17, 2023

$368.90 USD

Flight from Seattle to Nashville
Date: April 28, 2023

$298.90 USD

Hyatt Hotel (Saturday & Sunday)
Date: April 24, 2023

$480.52 USD

CitizenM Hotel (Monday)
Date: April 25, 2023

$155.17 USD

Sticker Shipping form SLC to Seattle
Date: April 24, 2023

$165.26 USD

Carolyn & I's SLC dinner
Date: April 21, 2023

$56.94 USD

Bag Receipt (Banner Bag Check & Checked bag with Card Reader)
Date: April 20, 2023

$70.00 USD

Checked Bag - Card Reader
Date: April 27, 2023

$30.00 USD

Uber Hotel to Conference
Date: April 26, 2023

$14.91 USD

Uber Home to Airport
Date: April 20, 2023

$27.07 USD

Lyft (Jim & I from conference to Airport)
Date: May 28, 2023

$80.54 USD

Lyft Hotel to Conference
Date: April 28, 2023

$12.74 USD

Lyft Hotel to Conference
Date: April 27, 2023

$12.81 USD

Lyft from dinner to hotel (Jim, Leah, Nicole, & I)
Date: April 26, 2023

$33.21 USD

Lyft (CitizenM to Archer Hotel)
Date: April 25, 2023

$51.72 USD

Lyft Airport to CitizenM
Date: April 24, 2023

$55.16 USD

Lyft From Hyatt to SLC Airport
Date: April 24, 2023

$15.90 USD

Lyft from Airport to Hilton Hotel
Date: April 20, 2023

$15.99 USD

Total amount $3,317.39

Additional Information


$251,456.23 USD

payout method

Bank account

By Nolan Fortmanon
Expense created
By Savannah Simonson
Expense approved
By Savannah Simonson
Expense paid

Organization balance
$251,456.23 USD

Fiscal Host

Expense policies

Please read our expense request guidelines entirely before submitting a request.
General Expense Requirments
All expenses must be incurred for a business purpose directly related to our nonprofit mission. All requests must include documentation as stated below. If any of the required documentation is missing or incomplete the payment will not be approved and must be resubmitted. Approved requests will be paid within 30 days after receipt of the request. The following types of payment requests may be submitted.
Reimbursements and Payouts
We will reimburse or pay expenses directly on behalf of the project. 

Requests must include uploaded receipts, invoices, or statements that show:
  • The date of the purchase or estimate
  • an itemized list of charges

Approved Expenses
The following types of expenses are allowable.
  • Advertising & Promotional: non-conference promotional item purchases such as t-shirts, and paid advertising costs
  • Awards & Gifts: Sums less than $300 given on behalf of the project for recognition programs and other community-building activities
  • Equipment: Items under $2,500.00 such as laptops, keyboards, etc.(Please email [email protected] regarding items over $2,500.00)
  • Meals & Entertainment: Non-conference-related dining and other outings for project members
  • Professional Development: Training and certifications, continuing education (Coursera, Udemy) for project members
  • Repair & Maintenance: Equipment repair and maintenance
  • Scholarships & Sponsorships: Scholarships and sponsorships awarded by the project such as Outreachy, Software Freedom Conservancy, etc
  • Shipping & Delivery: Non-conference shipping expenses such as FedEx, USPS, UPS (Anything that needs postage)
  • Software & Subscriptions 
    • Administration: Administrative applications and subscriptions for file organization and management, text editing, project management, etc.
    • Cloud Services & Hosting: Cloud service and storage subscriptions, domain hosting platforms and services
    • Communication: Communication platform subscriptions such as Zoom, Webex, Google Voice, etc.
    • Community Engagement: Memberships and subscriptions to community platforms such as Meetup
    • Marketing & Design: Marketing and design asset services such as Adobe Stock, Shutterstock, etc.
    • Supplies: Non-equipment supplies such as paper, notepads, chargers, cords/plugs, etc.
  • Travel: Non-conference travel and accommodations for project members
  • Conference & Workshop Expenses (Please make sure these requests are submitted under the appropriate project card)
    • Accommodations: Accommodations for overnight stays to attend or run a project conference such as Hotel, Hostel, Airbnb, Vrbo, etc.
    • Audio Visual: Video processing services, AV equipment rental
    • Catering: Catering and meals provided during a conference or workshop
    • Entertainment & Meals: Dinners for planning committee members, speakers, volunteers, or special guests
    • Per Diems: Sums lees than $300 for speaker and attendee per diems
    • Promotional: Promotional items to hand out such as stickers, t-shirts, etc.
    • Shipping & Delivery: Shipping for conferences or participation at a conference: FedEx, USPS, UPS (Anything that needs postage)
    • Supplies: Printing, banners, handouts, table cloths, etc.
    • Travel: Travel reimbursements for speakers and volunteers
      • Economy and coach fares
      • Extra leg-room (under $100), extra checked baggage fees for event materials, onboard WiFi if working on project business
      • Taxi, Lyft, Uber, or other rideshare apps (for transport to/from the event or to/from the airport)
    • Venue & Online Hosting: Conference main venue, social event venue and online event spaces such as Gather, Zoom, etc.

We will directly pay invoices for contracted services rendered to the project. All contractors and subcontractors must have a signed agreement in place with NumFOCUS before submitting invoices for payment. If you do not have a signed agreement in place please contact [email protected] before submitting an invoice. Invoices submitted without a contract in place will not be approved.

Requests must include an itemized invoice that lists:
  • hours worked
  • description of the work performed
  • hourly rate
  • billing date range
Approved Contracted Services
The following types of contracted services are allowable.
  • Community Management: Moderation of communication channels such as Github, Discourse, marketing and outreach, event coordination
  • Consulting: Expert consulting such as DEI, survey design, etc.
  • Coordination: Administrative and operational support services such as clerical or finance-related activities
  • Dev Ops: Management and oversight of codebase, cloud & other infrastructure
  • Development & Maintenance: Code development and maintenance, updates, creation of new features and algorithms, testing and bug fixes
  • Documentation: Development and translation of documentation and creation of other publications
  • Marketing & Graphic Design: Creation of and management of marketing and design assets
  • Web Development & Maintenance: Website development and maintenance
Non-allowable Expenses
Certain expenses are not generally allowable. Any exception will require prior approval. Please have a member of project leadership email [email protected] to obtain approval.
  • Alcohol and alcoholic beverages 
  • Articles and/or cash stolen or lost
  • Late fees or other fees for personal credit card
  • Unauthorized trips or entertainment
  • First-class or business class airfare and train tickets
  • Extra leg-room (in excess of $100), extra checked baggage fees if not for event materials, onboard WiFi if not for work, and other fees for airfare, train, or bus tickets
  • Articles of clothing or other personal items
  • Private/Premium car services (other than the normal fare Standard Taxi/UberX/Lyft)

This list is not all-inclusive and we reserve the right to reject any expense that is not approved by the project leadership and NumFOCUS.


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

$251,456.23 USD

Fiscal Host: