Invoice #163769 to Shared Voices B&D

 

Shared Voices B&D Expense Policy 

Expenses will be covered for costs which support and progress the Shared Voices B&D Collective. For example, and not exhaustively, these include payment for: 

·       Members time: to attend meetings, facilitate meetings and for other roles they may have within the group. 

·       Expenses associated with facilitating meetings, events and networking socials- such as printing costs, refreshments and room bookings. 

·       Expenses related to group Comms- such as extending the website, leaflets and promotion on social media etc. 

·       Training related to group aims and activities. 

In relation to groups hosting their project funds on the platform: 

·       Expenses for activities. 

·       Running costs- such as transport to sessions, refreshments, room hire and administration. 

Expenses need to be submitted onto the correct project for budgeting purposes. 

Approving expense requests: When? 

In the first instance, payments for members time will be approved as soon as the platform becomes available. Following that, they will be approved during the first week of a month, for time spent the previous month. 

Other expenses to be claimed back will be approved as soon as possible by the administrator covering that week- at least within 2 days. 

After the admin team have approved claims, the Social Change Nest team will process these on their next working day- Mondays, Wednesdays and Fridays. 

Approving expense requests: What? 

For members time, requests need to fit with agreed upon guidelines in our ‘Summary Sheet of Role Payments’ or following a majority poll from at least 2/3rds of the group if more time has been requested. It would be helpful to the admin team if each type of role is identified with the amount of hours x the agreed payment amount, as part of the description. 

Everyone will take individual responsibility for being aware of their own benefits implications when submitting an invoice and declare work appropriately for tax reasons. 

Invoices and receipts must clearly show the amount, date, provider name, legal address (or other identifier where a receipt) and what the payment is for. 

Expenses will only be paid if there is enough income to cover the expenses within the collective. 

For groups hosting their own project finances on the platform, it would be good practice if at least two members of that group are platform administrators, so they can approve their own project funds. To host project funds on the platform, groups should have had agreement from the group in the form of a majority poll from at least 2/3rds of the group. 

Contacting the Collective admin team: 

If you have any questions or concerns about anything to do with payments using this platform, please contact any of the Collective admins within working hours (9-5, Monday to Friday). Their email addresses are in the Contacts folder in the Google shared drive or phone numbers in the group Whatsapp.