Invoice #278660 to Sikh LGBT+ Inclusion
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’.
Expenses Policy
1. Purpose
This policy outlines how Sikh LGBT+ Inclusion reimburses staff, volunteers, collaborators, and associates for expenses incurred while carrying out activities in support of our mission. We aim to ensure no one is financially disadvantaged through their involvement, while maintaining responsible stewardship of our resources.
2. Principles
- Expenses must be necessary, reasonable, and incurred during the course of Sikh LGBT+ Inclusion activities.
- Claims must be supported by valid receipts.
- All expenses must be approved by a relevant budget holder or project lead.
- Reimbursement will be prompt upon approval.
3. Eligible Expenses
The following are generally reimbursable:
- Travel
- Public transport (e.g. train, bus, underground): standard class only.
- Cycling: mileage reimbursed at HMRC-approved rates.
- Taxis or ride-shares: allowed when public transport isn’t practical or for reasons of safety or accessibility.
- Use of personal vehicles: only with prior agreement, reimbursed at HMRC rates.
- Subsistence
- Meals and refreshments when travelling or attending extended meetings/events, within reasonable daily limits.
- Alcohol is not normally reimbursed, except in pre-approved event settings.
- Accommodation
- Pre-approved overnight stays when travel distances or event timing make this necessary. Modest, cost-effective options are expected.
- Materials and Equipment
- Items required for project delivery or organisational activities, with prior approval.
- Remote Work Costs
- Costs such as phone, internet, or workspace hire may be reimbursed where necessary and previously agreed upon.
4. Non-Reimbursable Items
- Personal or unauthorised purchases
- Fines or penalties (e.g. parking tickets)
- Alcohol outside of approved settings
- Upgrades (e.g. first-class train tickets)
- Expenses incurred without pre-approval where this is required
5. Claiming Process
- Submit claims within 30 days of the expense, using the designated claim form.
- Include itemised receipts (digital or physical copies).
- Expenses must be approved by a designated approver or project lead.
- Reimbursements are paid via bank transfer, normally within 14 days of approval.
6. Accountability and Review
- Sikh LGBT+ Inclusion reserves the right to query or deny claims that do not align with this policy.
- Intentional misuse may result in further action.
- This policy is reviewed annually and updated where needed.
7. Accessibility and Inclusion
We are committed to equity and inclusion. Where standard processes do not meet someone’s access needs (e.g. need for upfront payments, specific transport options), we will work with individuals to ensure fair and flexible solutions.
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
£19.25 GBPFiscal Host:
The Social Change Nest