Invoice #286145 to SWIMS (Sex Workers Mainly In Sheffield)
Expense created
By Hannah
on Expense approved
By Khiera
on Expense scheduled for payment
By Khiera
on Expense processing
By Khiera
on Expense paid
Amount Paid for Expense: £42.00
Payment Processor Fee: £0.00
Net Amount for SWIMS (Sex Workers Mainly In Sheffield): £42.00
Net Amount for The Social Change Nest: £42.00
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’.
1. Purpose of This Policy
This expenses policy sets out how Smut Level handles expenses in a clear, fair, and
transparent way, while recognising that Smut Level is an informal, volunteer‑led community
group with no legal status and no bank account.
The purpose of this policy is to:
● Ensure volunteers are not personally out of pocket for agreed group costs.
● Provide clarity and accountability, particularly when sharing this policy with funders.
2. Scope
This policy applies to all organisers and volunteers who incur expenses on behalf of Smut
Level.
3. General Principles
● Smut Level has historically been volunteer‑led; with addition of the 5k funding from
Disrupt, core organisers will be paid a set fee of £150 a month for their time.
● All expenses should be reasonable, necessary, and directly related to Smut Level
activities.
● Transparency and trust are central to how expenses are handled.
4. Eligible Expenses
Eligible expenses may include (but are not limited to):
● Food and non‑alcoholic drinks for Smut Level events.
● Venue hire or space costs.
● Travel costs incurred for organising or running activities.
● Materials, supplies, or equipment needed for events or skills‑sharing.
● Accessibility‑related costs (for example: transport support, access equipment, or food
that meets dietary needs).
Expenses should normally be agreed in advance by key organisers wherever possible.
5. Receipts and Evidence
● A receipt or proof of purchase is required for all expense claims.
● The receipt must reasonably match the amount being reimbursed.
● Digital receipts, screenshots, or photos of receipts are acceptable.
6. Claiming Expenses
● Expense claims should be submitted to a key organiser within a 48hr time frame after
the cost is incurred.
● Claims should include:
○ The receipt or proof of purchase
○ The amount paid
○ A brief description of what the expense was for
● Reimbursements are made via The Social Change Nest, as they are operating as
Smut Level’s fiscal host, their payout days are Tuesdays and Fridays.
7. Payment of Expenses
● Expenses are reimbursed using available funds held through Smut Level’s fiscal
host.
● To reclaim expenses, organisers or volunteers will invoice the fiscal host for the
agreed amount.
● Invoices must match the submitted receipt(s) and clearly state what the expense was
for.
● The fiscal host processes payments on Tuesdays and Fridays. Reimbursement
timing is dependent on these payment days.
● Organisers will communicate clearly about expected payment times and any delays.
8. Accountability and Oversight
● Key organisers are responsible for overseeing expenses and ensuring this policy is
followed.
● Records of expenses and receipts will be kept by organisers in a digital spreadsheet,
which all trusted members of the group can request to view for transparency around
expenditure.
● Any concerns about expenses should be raised with the organisers and addressed
openly and respectfully.
9. Changes to This Policy
This expenses policy was created on 14/12/2025 with the agreement of the key organisers,
in line with the values and aims of Smut Level. It may be reviewed and updated in the future
where necessary.
This expenses policy sets out how Smut Level handles expenses in a clear, fair, and
transparent way, while recognising that Smut Level is an informal, volunteer‑led community
group with no legal status and no bank account.
The purpose of this policy is to:
● Ensure volunteers are not personally out of pocket for agreed group costs.
● Provide clarity and accountability, particularly when sharing this policy with funders.
2. Scope
This policy applies to all organisers and volunteers who incur expenses on behalf of Smut
Level.
3. General Principles
● Smut Level has historically been volunteer‑led; with addition of the 5k funding from
Disrupt, core organisers will be paid a set fee of £150 a month for their time.
● All expenses should be reasonable, necessary, and directly related to Smut Level
activities.
● Transparency and trust are central to how expenses are handled.
4. Eligible Expenses
Eligible expenses may include (but are not limited to):
● Food and non‑alcoholic drinks for Smut Level events.
● Venue hire or space costs.
● Travel costs incurred for organising or running activities.
● Materials, supplies, or equipment needed for events or skills‑sharing.
● Accessibility‑related costs (for example: transport support, access equipment, or food
that meets dietary needs).
Expenses should normally be agreed in advance by key organisers wherever possible.
5. Receipts and Evidence
● A receipt or proof of purchase is required for all expense claims.
● The receipt must reasonably match the amount being reimbursed.
● Digital receipts, screenshots, or photos of receipts are acceptable.
6. Claiming Expenses
● Expense claims should be submitted to a key organiser within a 48hr time frame after
the cost is incurred.
● Claims should include:
○ The receipt or proof of purchase
○ The amount paid
○ A brief description of what the expense was for
● Reimbursements are made via The Social Change Nest, as they are operating as
Smut Level’s fiscal host, their payout days are Tuesdays and Fridays.
7. Payment of Expenses
● Expenses are reimbursed using available funds held through Smut Level’s fiscal
host.
● To reclaim expenses, organisers or volunteers will invoice the fiscal host for the
agreed amount.
● Invoices must match the submitted receipt(s) and clearly state what the expense was
for.
● The fiscal host processes payments on Tuesdays and Fridays. Reimbursement
timing is dependent on these payment days.
● Organisers will communicate clearly about expected payment times and any delays.
8. Accountability and Oversight
● Key organisers are responsible for overseeing expenses and ensuring this policy is
followed.
● Records of expenses and receipts will be kept by organisers in a digital spreadsheet,
which all trusted members of the group can request to view for transparency around
expenditure.
● Any concerns about expenses should be raised with the organisers and addressed
openly and respectfully.
9. Changes to This Policy
This expenses policy was created on 14/12/2025 with the agreement of the key organisers,
in line with the values and aims of Smut Level. It may be reviewed and updated in the future
where necessary.
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
£4,255.50 GBPFiscal Host:
The Social Change Nest