Submit expense

Collective balance
£2,097.50 GBP

Fiscal Host
Accountable

Expense policies

Expenses

This policy was created in October 2020 and will be reviewed annually. This policy applies to all collective representatives on “Celebrating STEAM in the SW”. It is designed with the intention of providing collective representatives with a fair, efficient, environmentally conscious and cost-effective way of working. All requests for travel, subsistence or equipment over £50 must be agreed in principle before bookings and plans are confirmed. Claims should be submitted within six weeks following the incurred expense date.

Travel allowance. Public transport is the preferred option of travel, where possible and practical, i.e. for meetings and training. Care should be taken to book the most economical ticket, in advance where possible. Safety is also a priority – Lone travelling at night is dissuaded. Our collective representatives must consider the environment with any travel plans: Do not travel unnecessarily; carry out multiple tasks in one trip, and, car share where possible. Business miles claimed at: 45p per mile Parking charges and tolls can be reimbursed with copies of receipts, or other suitable evidence.

Subsistence. Individual needs will always be considered, including for family commitments and disabilities. Accommodation is to be agreed in principle prior to confirming commitments. Accommodation is to be booked in advance. Safety, environment and cost are all to be considered when selecting accommodation. Meal allowances will be based on £10 breakfast/ £15 lunch/ £20 evening meal. Allowances may be higher where justified, i.e. set by conference centre or taken in central London.

Equipment. Equipment for activities that meet the collectives’ mission of “Celebrating STEAM in the SW” can be claimed. Please agree in principle, especially where individual claims are greater than £50. Invoices for time. If you carry out work on behalf of the collective that is outside your normal remit of work or outside your usual volunteering, you may request payment. This will be set at £15 per hour. Please agree the time allocation for the collective as we as admin must plan our activities within budget allocations to the collective.

Other information. The collective admin will be approving/rejecting claims at least twice a week. Claims should therefore be processed within 5 working days. If you have questions or concerns about this please contact Juliette ([email protected]); Jeanette ([email protected]) or Kate ([email protected]).

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

£2,097.50 GBP

Fiscal Host:

Accountable