Submitting an expense - Revision history

Andrewe: update to align with Org. Circle policy and add relevant links to Open Collective

2025-07-17T19:24:57Z

update to align with Org. Circle policy and add relevant links to Open Collective

← Older revision		Revision as of 19:24, 17 July 2025
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	Social.coop is run through a system of open contributions. There are no employees, but the cooperative strives to recognize its contributors through stipends. Operating costs for the co-op also often occur through reimbursement of members. All expenses must be approved by:		Social.coop is run through a system of open contributions. There are no employees, but the cooperative strives to recognize its contributors through stipends. Operating costs for the co-op also often occur through reimbursement of members. All expenses must be approved by:

	* ~~Members~~ of the [[Finance Working Group]], which oversees the co-op’s economic activities		* A members of the [[Finance Working Group]], which oversees the co-op’s economic activities; and
	* Platform 6, our fiscal sponsor, which carries out all payments		* [https://opencollective.com/platform6-coop Platform 6 Development Co-operative Limited], our fiscal sponsor, which carries out all payments.

	The annual budget approved by the membership is the guideline for expenses. The Finance Working Group will typically approve any expense submitted by a working group member that falls within the approved budget. Smaller, reasonable, and well-documented expenses outside the budget are also likely to be quickly approved. Significant or questionable expenses clearly outside the budget and that are not obviously necessary may be denied or presented to the membership for an approval vote.		The annual budget approved by the membership is the guideline for expenses. The Finance Working Group will typically approve any expense submitted by a working group member that falls within the approved budget. Smaller, reasonable, and well-documented expenses outside the budget are also likely to be quickly approved. Significant or questionable expenses clearly outside the budget and that are not obviously necessary may be denied or presented to the membership for an approval vote.
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	If possible, any expense outside the approved budget should be presented in Loomio to the Finance Working Group or the broader membership ahead of time, before the relevant activity is done.		If possible, any expense outside the approved budget should be presented in Loomio to the Finance Working Group or the broader membership ahead of time, before the relevant activity is done.

	== ~~Procedure~~ ==		=== Submit an Expense ===
	~~The procedure for submitting~~ expenses ~~is as follows~~.		A member or other approved recipient can '''[https://opencollective.com/socialcoop/expenses submit an expense using Open Collective].'''

	* A member or other approved recipient can [submit an expense using Open Collective](https://opencollective.com/socialcoop/expenses). Submission must include:		Expense submission must include:
	** the expense amount in GBP (or the settled currency of the transaction)		* the expense amount in GBP (or the settled currency of the transaction)
	** a clear description of the nature of the expense and its relationship to the current annual budget		* a clear description of the nature of the expense and its relationship to the current annual budget
	** an expense tag with the relevant working group (if known)		* an expense tag with the relevant working group (if known)
	** a receipt of the payment made (for expense reimbursements), a detailed line-item (for stipends), or an invoice.		* a receipt of the payment made (for expense reimbursements), a detailed line-item (for stipends), or an invoice.


	The Finance Working Group (FWG) will then review the expense, ensuring it fits within the approved budget. If there are any concerns, FWG will share them with the member. Budgeted expenses require the approval of one (1) member of FWG. Unbudgeted expenses require approval from the Organizing Circle. Approved expenses are automatically directed to our fiscal host [~~Platform 6](~~https://opencollective.com/platform6-coop) for final approval and payment (usually on a monthly basis).		The Finance Working Group (FWG) will then review the expense, ensuring it fits within the approved budget. If there are any concerns, FWG will share them with the member. Budgeted expenses require the approval of one (1) member of FWG. Unbudgeted expenses require approval from the Organizing Circle. Approved expenses are automatically directed to our fiscal host [https://opencollective.com/platform6-coop Platform 6] for final approval and payment (usually on a monthly basis).

	While general budgeting decisions or annual budgets are approved by all members, individual members are invited to monitor [expenses on Open Collective](https://opencollective.com/socialcoop/expenses), monitor the Finance Working Group, or join to help maintain transparency and accountability.		While general budgeting decisions or annual budgets are approved by all members, individual members are invited to monitor [expenses on Open Collective](https://opencollective.com/socialcoop/expenses), monitor the Finance Working Group, or join to help maintain transparency and accountability.

	= Open Collective ==		=== '''Expenses on Open Collective''' ===
			[https://opencollective.com/socialcoop/expenses '''Submit Expense''']

	* [~~Submit Expense](~~https://opencollective.com/socialcoop/expenses)		[https://opencollective.com/socialcoop/expenses All Expenses]
	* [All Expenses]~~(https://opencollective.com/socialcoop/expenses)~~
	* [~~Approved Expenses](~~https://opencollective.com/socialcoop/expenses?sort%5Bfield%5D=CREATED_AT&sort%5Bdirection%5D=DESC&status=APPROVED&status=PAID&direction=RECEIVED)		[https://opencollective.com/socialcoop/expenses?sort%5Bfield%5D=CREATED_AT&sort%5Bdirection%5D=DESC&status=APPROVED&status=PAID&direction=RECEIVED Approved Expenses]

Andrewe at 19:14, 17 July 2025

2025-07-17T19:14:33Z

← Older revision		Revision as of 19:14, 17 July 2025
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	While general budgeting decisions or annual budgets are approved by all members, individual members are invited to monitor [expenses on Open Collective](https://opencollective.com/socialcoop/expenses), monitor the Finance Working Group, or join to help maintain transparency and accountability.		While general budgeting decisions or annual budgets are approved by all members, individual members are invited to monitor [expenses on Open Collective](https://opencollective.com/socialcoop/expenses), monitor the Finance Working Group, or join to help maintain transparency and accountability.

			= Open Collective ==

			* [Submit Expense](https://opencollective.com/socialcoop/expenses)
			* [All Expenses](https://opencollective.com/socialcoop/expenses)
			* [Approved Expenses](https://opencollective.com/socialcoop/expenses?sort%5Bfield%5D=CREATED_AT&sort%5Bdirection%5D=DESC&status=APPROVED&status=PAID&direction=RECEIVED)

Andrewe: /* Procedure */

2025-07-17T19:12:52Z

Procedure

← Older revision		Revision as of 19:12, 17 July 2025
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	The procedure for submitting expenses is as follows.		The procedure for submitting expenses is as follows.

	* A member ~~submits~~ an expense ~~to the Social.coop~~ Open Collective ~~page using this form; be sure to~~ include:		* A member or other approved recipient can [submit an expense using Open Collective](https://opencollective.com/socialcoop/expenses). Submission must include:
	** the expense amount in GBP (or the settled currency of the ~~transation~~)		** the expense amount in GBP (or the settled currency of the transaction)
	** a clear description of the nature of the expense and its relationship to the current annual budget ~~of Social.coop~~		** a clear description of the nature of the expense and its relationship to the current annual budget
	** an expense tag with the relevant working group (~~using the form~~)		** an expense tag with the relevant working group (if known)
	** ~~if a reimbursement,~~ a receipt ~~for~~ the payment made.		** a receipt of the payment made (for expense reimbursements), a detailed line-item (for stipends), or an invoice.

	The Finance Working Group will then review the expense, ensuring it fits in the approved budget. If there are any concerns, they will be shared with the member. If approved, the expense will be directed to Platform 6 for payment.

	While general budgeting decisions are ~~expected to be passed in the full group~~, ~~all~~ members are invited to monitor the Finance Working Group, ~~and to~~ join ~~if they wish~~ to ~~participate in maintaining~~ accountability.		The Finance Working Group (FWG) will then review the expense, ensuring it fits within the approved budget. If there are any concerns, FWG will share them with the member. Budgeted expenses require the approval of one (1) member of FWG. Unbudgeted expenses require approval from the Organizing Circle. Approved expenses are automatically directed to our fiscal host [Platform 6](https://opencollective.com/platform6-coop) for final approval and payment (usually on a monthly basis).

			While general budgeting decisions or annual budgets are approved by all members, individual members are invited to monitor [expenses on Open Collective](https://opencollective.com/socialcoop/expenses), monitor the Finance Working Group, or join to help maintain transparency and accountability.

Cwaddick: /* Procedure */

2024-11-04T16:26:56Z

Procedure

← Older revision		Revision as of 16:26, 4 November 2024
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	** the expense amount in GBP (or the settled currency of the transation)		** the expense amount in GBP (or the settled currency of the transation)
	** a clear description of the nature of the expense and its relationship to the current annual budget of Social.coop		** a clear description of the nature of the expense and its relationship to the current annual budget of Social.coop
	** an expense tag with the relevant working group		** an expense tag with the relevant working group (using the form)
	** if a reimbursement, a receipt for the payment made.		** if a reimbursement, a receipt for the payment made.

Ntnsndr1 at 02:56, 4 November 2024

2024-11-04T02:56:25Z

← Older revision		Revision as of 02:56, 4 November 2024
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	Social.coop is run through a system of open contributions. There are no employees, but the cooperative strives to recognize its contributors through stipends. Operating costs for the co-op also often occur through reimbursement of members. All expenses must be approved by:		Social.coop is run through a system of open contributions. There are no employees, but the cooperative strives to recognize its contributors through stipends. Operating costs for the co-op also often occur through reimbursement of members. All expenses must be approved by:

	* Members of the Finance Working Group, which oversees the co-op’s economic activities		* Members of the [[Finance Working Group]], which oversees the co-op’s economic activities
	* Platform 6, our fiscal sponsor, which carries out all payments		* Platform 6, our fiscal sponsor, which carries out all payments

Ntnsndr1: Created new guide to expense submissions

2024-11-04T02:56:08Z

Created new guide to expense submissions

New page

Social.coop is run through a system of open contributions. There are no employees, but the cooperative strives to recognize its contributors through stipends. Operating costs for the co-op also often occur through reimbursement of members. All expenses must be approved by:

* Members of the Finance Working Group, which oversees the co-op’s economic activities
* Platform 6, our fiscal sponsor, which carries out all payments

The annual budget approved by the membership is the guideline for expenses. The Finance Working Group will typically approve any expense submitted by a working group member that falls within the approved budget. Smaller, reasonable, and well-documented expenses outside the budget are also likely to be quickly approved. Significant or questionable expenses clearly outside the budget and that are not obviously necessary may be denied or presented to the membership for an approval vote.

If possible, any expense outside the approved budget should be presented in Loomio to the Finance Working Group or the broader membership ahead of time, before the relevant activity is done.

== Procedure ==
The procedure for submitting expenses is as follows.

* A member submits an expense to the Social.coop Open Collective page using this form; be sure to include:
** the expense amount in GBP (or the settled currency of the transation)
** a clear description of the nature of the expense and its relationship to the current annual budget of Social.coop
** an expense tag with the relevant working group
** if a reimbursement, a receipt for the payment made.

The Finance Working Group will then review the expense, ensuring it fits in the approved budget. If there are any concerns, they will be shared with the member. If approved, the expense will be directed to Platform 6 for payment.

While general budgeting decisions are expected to be passed in the full group, all members are invited to monitor the Finance Working Group, and to join if they wish to participate in maintaining accountability.