Submitting expenses to YDRF

Anyone that has spent money on behalf of YDRF can submit an expense to the collective page by uploading a receipt or invoice.

People who have been engaged as freelance workers can submit an expense by uploading an invoice.

Receipts 🛒

Members who spend money on behalf of YDRF will be reimbursed. This currently includes things like printing, stamps, refreshments and room bookings.

If you need support to access YDRF events (for example, public transport or taxi costs) please let us know and we will aim to reimburse you.

Keep your receipt, take a picture of it, and submit it under the "submit expense" button on our YDRF page.

A valid expense must contain the name and address of the vendor, the amount, the date, and the description of the items purchased.

Invoices 📄

Invoices are for things that a vendor (a shop, a company, a freelancer) directly charges YDRF for. They need to be addressed to York Disability Rights Forum. (You can get in touch with the Treasurer Hilary here – hilary@ydrf.org.uk).

The vendor will submit their invoice on our YDRF page under "submit expense".

(If needed, here is a useful template to create an invoice).

Payout methods

We can pay back expenses or pay invoices via bank transfer, PayPal and TransferWise for international payments. If you need an alternative, please get in touch with the Treasurer as above.

Approval process

When someone submits an expense (with a receipt or invoice), its status is PENDING. An email is automatically sent to all the administrators of YDRF to invite them to approve it (or comment on it).

Payment process

Once approved, and if there is enough balance to cover for it, the expense will show up in the list of expenses that are READY TO PAY. The Accountable fiscal host administrators address these expenses weekly. The fiscal host has no decision-making power. As long as the receipt/invoice is legal and approved by one of the admins of YDRF, it will be paid. Once the payment is done, the status of the expense will go to PAID and the balance will be automatically updated.

FAQ

Can YDRF hire people?

Only as contractors (freelancers). They need to be able to submit an invoice.

How quickly will I be paid?

YDRF administrators will aim to approve the expense within 7 days of submission. The Accountable administrators will process the expense within one week.

Can I ask to be reimbursed for less than the amount of the expense?

Yes. When you file the expense, you can enter any amount lower or equal to the amount visible on the actual receipt. This is useful when you go grocery shopping, and you end up with a total bill with things for YDRF and things for you.

What about VAT?

To keep the administrative overhead to a minimum, YDRF can only receive donations (on which there is no VAT), and you cannot get the VAT back from the purchases that you are making. Whenever a vendor needs to issue an invoice to YDRF, they need to add the VAT as they would invoice an individual.

Contribution to York Disability Rights Forum

Thank you for SCN Learning Interview

Collective balance