Invoice #37604 to Send Community Aid

ALERT: Please be aware that all expenses are publically viewable, your name and the amount you have been reimbursed will be visible to anyone who visits our collective page. DO NOT put any personal details of the client you've helped beyond their first name.

Please do not use Paypal even if you have a Paypal address (we are charged a transaction fee on each payment) Please select other and add your bank account sort code and account number where it says ‘private details’. (this will not be viewed by anyone other than the person making the payment to you).

Send Community Aid Expenses Policy

We want to mitigate the challenges of clients transferring money and reimbursing volunteers directly after they have paid up front for any shopping or services. We would like to avoid as much as possible volunteers:

• Handling cash,
• Sharing personal bank details,
• Having reimbursement delayed by clients’ circumstances.

Clients can now pay the group directly, and volunteers will be able to claim the equivalent expenses directly from the group.

As a volunteer of the Send Community Aid Collective you can submit expenses for reimbursement after you have made a payment relating to your volunteer activity that has not already been reimbursed directly to you by the client (e.g. in cash). In most cases this will be after having paid upfront for goods or services for a client. In some cases this might have been where you have purchased goods or services for the volunteer group - this expenditure must have been approved in advance by the administrators of the collective.

Client based reimbursement could include:

• Shopping you have done for a client
• Payment for prescriptions you have collected for a client
• Payment for posting mail or parcels for a client

Volunteer group based reimbursement could include:

• Payment for overhead costs associated with running the group
• Payment for resources or equipment needed by the group

You must submit your expenses claim within a week of incurring the expenditure and you must make one expense claim against each individual receipt. You cannot combine receipts.

To have your expenses claim approved you must:

• have had a conversation with the client about what method they will use to pay the group/reimburse you for the upfront costs.
• Once you have undertaken the service and paid up front you must remember to take a photo of the receipt before giving the hard copy and the goods to the client.
• You must then detail the method of reimbursement the client has agreed on in your request completion form entry here: https://forms.gle/M7CXKTqkg7uSeuR38
• If the client is paying the group over the phone then you must confirm this with the Send Community Aid Administrators through the request completion form.

Approval for expenses will be managed by the Send Community Aid Administrators. An Administrator cannot approve their own expenses request nor that of any direct relation or partner.

Upon approval the money will be released and processed every Monday, Wednesday and Thursday.