WELSH HARP MUTUAL AID GROUP

Open Collective Expense Policy

Scope

The purpose of this document is to clarify to the volunteers providing their support on behalf of the Welsh Harp Mutual Aid Group (WHMAG) allowable expenses and the procedure for the reimbursement of those expenses incurred via Open Collective.

Allowable expenses

We will pay expenses incurred by volunteers in providing services to residents.

2.1. Purpose - Expenses are considered allowable if:

2.1.1. They result from the provision of a service to a local resident of the Welsh Harp ward. 2.1.2. They result from a call handler request of the WHMAG (see list of approved request handlers below) and a case number has been provided for this service.

2.2. Execution of the service - Expenses are considered allowable if:

2.2.1. The amount of the expense matches the amount on the payment receipt. 2.2.2. The items on the payment receipt match the call handler request, with the exception of items that were either unavailable or were an acceptable substitute to the resident.

Procedure for expense reimbursement request

Before being able to submit a reimbursement claim, the volunteer will need to create an Open Collective account of their own, using the following steps:

Step 1: Go to https://opencollective.com/create-account

Step 2: Enter your name and email address;

Step 3: You will receive an email from Open Collective. Click the “One-time login” button; this will redirect you to the profile section of the Open Collective Website.

Submitting a claim on Open Collective

Step 1: Go to the Welsh Harp Open Collective page: https://opencollective.com/WelshHarpMAG

Step 2: Click on the “Submit expense” button;

Step 3: Fill all the fields:

In the Description field, type the case number followed by reimbursement (e.g. “Case 1304AB Reimbursement”)
In the Amount field, type the exact amount indicated on the payment receipt
In the Date field, type the date on which the purchase was made
In the Category field, select the type of service you provided. (E.g. if you purchased shopping for resident, select “Food and Beverage”)
In the Type field, select whether your proof of payment is a receipt or an invoice
In the Payout method field, select how you want to be reimbursed. (Please note that bank transfer is quicker - 1-2 working days, whereas PayPal can take up to 4-5 working days) If you have selected Payout Method - PayPal enter the email address used on that PayPal account (please check the address is correct as an incorrect address will delay your reimbursement by several days) If you have selected Payout Method - Other enter the bank account details so a bank transfer can be performed: o Account Name o Bank Name o Sort Code o Account Number Please note that only the finance team (max. 3 people) will be able to see these details (and approve the reimbursement). They will not be recorded or stored, only used by Open Collective to make your payment.

Step 4: Click on the Drop an image or click to upload field to upload a photo of the receipt or invoice. Please ensure photo clearly shows total amount.

Step 5: Click the Submit Expense button*

*PLEASE NOTE AS SOON AS YOU CLICK SUBMIT YOUR CLAIM WILL BE LIVE ON THE OPEN COLLECTIVE SYSTEM FOR ALL TO SEE (EVEN BEFORE THE EXPENSE HAS BEEN APPROVED)

Approval of expense reimbursement requests

Expenses must not be approved by same person who was the call handler.

4.1. For expenses under £100

Expenses will be approved by at least one admin within 24 hours provided the following criteria have been fulfilled:

The expense matches a case requested by a WHMAG request handler
The value of the receipt/invoice matches the expense reimbursement request
The resident has confirmed receipt of goods

4.2. For expenses over £100

For expenses over £100 the same criteria as above will apply but will require the approval of 2 admins.

Reimbursement

Reimbursement requests will be reviewed each evening and approved unless there is a query. The Open Collective makes the payment transfers on Mondays, Wednesdays and Thursdays.

List of approved request handlers

The current list of request handlers approved for the Welsh Harp ward area is:

Prafula Shah - 07789 874228
Ian Saville - 07949 164793
Naaz Chouglay - 07960 460160
Robin Sivapalan - 07974 331053
Sandra Ernstoff - 07941189430
Manal El-Zayat - 07977 440440
Bernadette Greaney - 07703 06720

List of finance administrators

The current list of finance administrators approved for the Welsh Harp is:

Mohammad Zohair Motiwala; zohairgm@gmail.com 07525480668
Sandra Ernstoff; sandra@ernstoff.net 07941189430
Bernadette Greaney; beagreaney@aol.com 07703306720
Review of this document

Last reviewed and approved May 2020

Contribution to Welsh Harp Mutual Aid Group

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