Invoice #292178 to SWANA Queer Network (SQN)
By SQN Admin
on Expense invited
By Mo
on Expense approved
By Khiera
on Expense scheduled for payment
By Khiera
on Expense processing
By Khiera
on Expense paid
Amount Paid for Expense: £91.85
Payment Processor Fee: £0.00
Net Amount for SWANA Queer Network (SQN): £91.85
Net Amount for Kamil Al Hinai: £91.85
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’.
SWANA Queer Network (SQN)
Expense Policy
1. Purpose of This Policy
The SWANA Queer Network (SQN) is a volunteer-led, community-focused collective that exists to support LGBTQIA+ Southwest Asian and North African people in London through social connection, community care, and collective joy.
This expense policy exists to:
- Ensure transparency and accountability in how SQN funds are used
- Make it clear what types of expenses can be reimbursed
- Support members, organisers, and facilitators to participate without being financially burdened
- Align our financial practices with our values of care, respect, inclusion, and safety
We encourage everyone submitting an expense to read this policy before making a purchase or submitting a claim.
2. What SQN Funds Can Be Spent On (Eligible Expenses)
SQN funds may be used for expenses that directly support the running, accessibility, safety, and wellbeing of the community. These include, but are not limited to:
Events & Community Gatherings
- Venue hire for mixers, socials, workshops, and community meetings
- Equipment hire (e.g. sound systems, projectors)
- Decorations, printed materials, or signage for events
Food & Non-Alcoholic Refreshments
- Catering, snacks, or soft drinks for SQN events
- Food purchased to ensure accessibility and inclusion (e.g. halal, vegan options)
Care, Accessibility & Inclusion
- Accessibility costs (e.g. captions, interpreters, accessibility tools)
- Wellbeing-focused resources or materials used at events
- Safety-related costs that support a respectful and inclusive environment
Travel & Transport
- Reasonable public transport costs incurred for SQN-related activities
- Travel costs for organisers, facilitators, or speakers where agreed in advance
Creative & Community Resources
- Materials for workshops, discussion groups, or creative activities
- Printing, design, or digital tools used for community engagement
Operational Costs
- Platform subscriptions or digital tools used to run SQN
- Website, hosting, or communications costs
- Bank, transaction, or admin fees related to SQN operations
3. What SQN Funds Cannot Be Spent On (Ineligible Expenses)
The following expenses will not be reimbursed:
- Alcohol or recreational drugs
- Personal purchases not directly related to SQN activities
- Fines, penalties, or late fees
- Cash payments without prior agreement (see section 8)
- Expenses without receipts or sufficient documentation
- Costs that conflict with SQN’s values, community standards, or safety principles
- Expenses incurred without approval where pre-approval was required
4. Pre-Approval & Spending Limits
- Pre-approval is strongly encouraged for any expense over £50, or where there is uncertainty about eligibility.
- Pre-approval can be obtained by messaging the SQN organisers/admins via agreed channels (e.g. email or WhatsApp).
- SQN reserves the right to set event-specific or budget-specific limits depending on available funds.
5. How to Submit an Expense
All expenses must be submitted via Open Collective, hosted by The Social Change Nest.
Each expense submission must include:
- A clear title and description of the expense
- The date the expense was incurred
- The total amount claimed
- A valid receipt or invoice (showing what was purchased and the amount paid)
- Any relevant context (e.g. which event or activity the expense supported)
Expenses should ideally be submitted within 30 days of the purchase date.
6. Expense Review & Approval Process
- SQN has at least two admins to ensure fair and timely approval.
- Admins cannot approve their own expenses.
- Expenses will usually be reviewed within 5–10 working days.
- If an expense is unclear or does not meet the policy, admins may request additional information or edits.
Once approved by SQN admins, The Social Change Nest processes payments on Tuesdays and Fridays.
7. Rejected or Amended Expenses
If an expense is rejected:
- A note will be added explaining why
- The submitter may revise and resubmit if appropriate
Rejection does not imply wrongdoing—our aim is clarity, care, and consistency.
8. Cash & Exceptional Circumstances
We recognise that some community members may face barriers to digital payments.
However, cash or cheque reimbursements are not normally possible via Open Collective.
However, cash or cheque reimbursements are not normally possible via Open Collective.
If cash or alternative arrangements are required:
- Please contact the SQN organisers before incurring the expense
- SQN will liaise with The Social Change Nest to explore possible solutions
9. Values, Care & Accountability
All spending decisions are guided by SQN’s ethos of:
- Care for LGBTQIA+ SWANA community members
- Respect for privacy, safety, and consent
- Transparency and shared responsibility
- Collective learning and growth
We aim to handle money with the same kindness and integrity that shape our community spaces.
10. Questions or Support
If you have questions about expenses or this policy, please contact:
📧 [email protected]
📸 Instagram: swana_queer_network
📸 Instagram: swana_queer_network
For platform-specific payment queries, you can also contact The Social Change Nest directly.
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
£485.38 GBPFiscal Host:
The Social Change Nest