Invoice #221861 to Training Works UK

 Training Works UK: Expenses Policy 

A) About expenses 

A.1. Expense types There are two main types of expenses: 
i) Reimbursements of a prepaid purchase (with proof of purchase and/or receipt) 
ii) Invoices for services provided 

A.2. Administrators Training Works partners (BLH, AG & RHE) follow the process detailed below to confirm the expense meets the necessary requirements. 

A.3. Time scale Expenses that meet requirements are paid ASAP, and no more than 30 days after submission. 

B) Submitting expenses 

B.1. Reimbursements of a prepaid purchase: 
i) For purchases <£25, partners (BLH, AG, RHE) do not need to consult each other before purchasing items related to Training Works activity. Examples include stationary, printing, relevant CPD, or networking opportunities. 
ii) For purchases >£25 partners must agree on investment before purchase is made, in order to guarantee reimbursement from the Training Works account. 1 
iii) A valid expense must contain proof of purchase / receipt that includes the name and address of the vendor, the amount, the date, and a description of the items purchased. 

B.2. Invoices 
i) Invoices are used to pay people for a service (a vendor, a company, a freelancer). When you upload an invoice, you are considered an independent contractor or freelancer. 
ii) Valid invoices must: 
- Include the name, address, bank details of recipient and date invoice submitted 
- Include a description of specific service, date provided, and breakdown of cost 
- Include whether it is an invoice or a receipt 
- If a receipt, it must include the name of the receipt document 
- Be submitted within 30 days of date service delivered 
- Be addressed to Training Works, Social Change Nest, OpenCollective UK C.I.C 75 Copsewood Road WD24 5DY Watford 
iii) Outside exceptional circumstances discussed with at least one of Training Works partners, a maximum of one invoice should be submitted per calendar week of service (e.g. if a freelancer delivers two days of work in the same calendar week, they must submit one invoice) 
iv) If needed, this is an invoice template 

B.3. Payout methods Expenses and invoices can be paid via bank transfer, PayPal and TransferWise for international payments. The preferred method of payment must be included on the invoice, along with the relevant details. 

C) Approving expenses 

C.1. Approval process 2 When someone submits an expense an email is automatically sent to all the Training Works administrators (BLH, AG, RHE) to invite them to approve it (or comment on it to ask for more information). Training Works partners and administrators will review any expenses submitted once a week. Once approved, payments are made by the fiscal host, Social Change Nest (Open Collective). 

C.2. Contact For any questions or concerns about the expenses process, please email [email protected] 

This policy was approved on 05/03/2023 by: RE, AG, BLH 
The next review date is: 03/2024