Submitting an expense

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.