Receipt #242274 to Extinction Rebellion Ireland

You can submit two types of expense:

Receipt: receipt for something you paid for that needs to be reimbursed. Expenses are generic and don't have the details of the person who paid.

Invoice: bill from the vendor directly addressed to an admin of the collective. They must be addressed to the collective at the attention of one of its members.
Please check all the requirements for expenses here!
Quick checklist:

 

REFUND POLICY

Submitting refund approval request for a product or service

For purchases over €50, refund approval for any purchase must be sought and received in advance of the purchase via a request in writing via Signal or Email. 

For purchases under €50, approval prior to purchase is  submitting/awaiting refund approval request prior to purchase is highly encouraged.

What to include in the approval request

Approval requests must clearly state 

1) the cost of the product/service (including any VAT).

2) the vendor name (e.g. Easons, Read’s printers etc)

3) the reason for the purchase 

4) how it will be used to benefit XRI, and 

5) if the request relates to a durable product (i.e. not food for instance), the location where the item will be stored when not in use.

The approving body may seek additional information. They may deny or approve a refund, but must respond in writing (via Signal or email) to the proposed purchaser within a week - or two weeks if information provided on the request is inadequate, requiring additional information to be sought. If approval is ultimately denied, at least one reason should be provided by the approving body in their written response.

Sending approval request

Who acts as the Approving body?

For amounts under €50, approval must be sought/granted by, at minimum, a coordinator of the relevant Circle. For amounts €50 or over, the Anchor Circle is the approving body and the approval request must be forwarded by the coordinator of the relevant Circle to the Anchor Circle - via the Mattermost Anchor Circle channel. 

Where the Anchor Circle is the approving body, if within a week of receiving the refund approval request, one or more Anchor Circle members express that they have concerns about or disapprove of granting a refund, then all members of the Anchor Circle must participate in any discussions leading to the final decision and must invite the applicant to also participate. However, if within one week of receiving the request, no such concerns or disapproval has been expressed by any Anchor Circle members, and if at least half the members of the Anchor Circle have expressed approval, the refund will be considered approved.

Applying for approved refund
The copy of the approval to be sent to the Finance Team via Signal or Mattermost. The purchaser will upload the clearly legible receipt on  opencollective.com/xrireland. Under the Budget tab, look for Actions - Submit expenses and then Reimbursement. Complete all your details. Admin will then approve if the steps in this policy are followed correctly

Ownership of purchased items

If purchasers are ultimately refunded by XRI, the product/s purchased are then the property of XRI.