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Receipt #197963 to Transition Platform Stewardship Group

Hetzner BBB expenses 23/24

Paid
Reimbursement #197963

Submitted by SamApproved by Sarah McAdam

Apr 12, 2024

Attached receipts
Hetzner BBB expenses 23/24
Date: April 12, 2024
£420.00 GBP

Total amount £420.00 GBP

Additional Information

payout method

Open Collective

By Samon
Expense created
By Sarah McAdamon
Expense approved
By Samon
Expense paid
Expense Amount: £420.00
Payment Processor Fee: £0.00
Net Amount for Transition Platform Stewardship Group: £420.00

Collective balance
£57.20 GBP

Fiscal Host
Transition Network

Expense policies
Transition Network Expense Policy:
Expenses will be covered for costs that support and progress the work of the Transition Network, for example, and non-exhaustively:
- Fees and honoraria for the freelancers' team working in different circles and projects supported by Transition Network;
-  Purchases, upgrades, and licenses that support the work of different Transition circles and projects;
- Hosting and other charges related to the work of different Transition circles and projects.
Food, drink, accommodation and travel expenses will normally not be reimbursed.
Expenses should be outlined in the budget proposal to the Hubs Heart Circle. They should be discussed on the Slack channel of the project and agreed by consent, prior to any payments or purchases being made, before being submitted to the Collective.
You must upload a valid receipt or invoice clearly showing the total amount, date, legal address, and what the payment is for. The content you put in the description category will be listed publicly on the page so please do not include information you wish to remain confidential in that text box.
Here is an invoice template (Google Doc) you can use (fill out the blue parts and leave the black parts).
Questions? See the Expenses documentation, contact support, or make a comment on the relevant expense.
In line with the full transparency provided on our page, the available budget, all financial (other than incognito) contributions, and expenses reimbursed can be viewed on the Transition Network Open Collective page.

With the exception of agreed payments for work/time contributed to the project, it is not the intention that anyone should gain a financial benefit or suffer a financial loss as a result of participation in activities required to deliver the purpose of the Transformational Governance stewarding group.  The Open Collective platform will provide complete transparency of available budget, costs incurred and payments made.  All members of the group share responsibility for making good use of available resources - we are all encouraged to highlight any needs that are not currently being covered or any tensions arising from the decisions and payments being made.

Our Open Collective budget can be used for:
  • Payment of invoices submitted in line with collective agreements made about the allocation of resources and paid time and daily/hourly rates.
  • Reimbursement of costs incurred on behalf of the collective (eg tech licences, venue costs).  These should have been discussed by the group (eg. on slack) before the purchase is made, so that everyone has an opportunity to object, raise a concern or make an alternative suggestion.  
  • Payment of reasonable expenses associated with participation in Transformational Governance meetings/events.  
  • Payments to those participating in learning cohort/s.
Reasonable expenses can include:
  • Cost of public transport to in-person meetings (or additional transport costs arising as a result of access needs)
  • Additional cost of food because someone is away from home
  • Costs of care for dependents because someone is away from home.
We would not normally expect to cover:
  • Loss of earnings arising from participation in TG activities;
  • Expenses arising from participation in non-TG activities unless there has been a collective agreement that this will benefit our project.
If you are not sure whether a particular expense can be claimed, please contact the finance subgroup initially (ideally before incurring the cost). 

Submitting expenses
  • Expenses are claimed via the Open Collective platform (see OC video_requesting payment for the detail of how this is done)
  • As part of the Open Collective claim process you will be asked to upload a receipt or other evidence of the cost incurred (this can be a photo, screenshot, pdf etc.)
  • Any text you put in the description category will be listed publicly on the page so please do not include information you wish to remain confidential.
Approving expenses
  • The finance subgroup will identify 2 members to hold admin rights within Open Collective and these roles will rotate around the stewarding group.
  • These admin roles will receive an email notification each time an invoice or expense is submitted.  They will review the information provided, aiming to approve the expense within 5 working days.
  • There is scope to ask for additional information via the Open Collective platform.  Any questions or tensions relating to the use of resources will be made visible to the stewarding group as a whole so we can find a solution together.
  • Once the payment has been approved by a collective admin, Huddlecraft will receive an email notification and will aim to process the payment within 5 working days.

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

£57.20 GBP

Fiscal Host:

Transition Network

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