Updating the Expense Submission documents

It's not quite clear to me yet whether a formal invoice is necessary. @andrewe you mentioned this; can you confirm with P6 whether that is needed?

@Nathan Schneider Open Collective expense form (built-in invoice feature) is sufficient for social‍.coop process and approval. I will leave it to P6 @Graham to let us know if an attached invoice (directed to social‍.coop c/o P6 etc.) is necessary for their financial oversight and approval.

thanks @andrewe

@graham2 Can you helps us identify a) whether an invoice to P6 is necessary, and what the exact specifications of that invoice should be?

My apologies to @Graham for the incorrect tag!

@Nathan Schneider @Andrew Escobar (Andres) · social.coop Finance Working Group This is what is currently written in our Expense policy statement on OC:
"To claim expenses for your collective you'll need to provide evidence. For small items, up to a value of £20, you'll need to provide a receipt. For larger items of expenditure you should provide an invoice from the supplier.

We prefer to make payments via bank transfer, so please choose this option when you submit a claim if possible.

If you've got any queries or want to clarify what we're going to need in order to approve any planned expenses that might be out of the ordinary, please get in touch."

I think for the time being at least this holds true.

@Graham @Nathan Schneider Sorry for the confusion. I was wondering if expense claims for stipends required a separate PDF invoice directed to P6 (for audit).

As it turns out, all Open Collective expense claims — both those using the built-in invoice feature and those attaching a custom invoice — generate a (somewhat hidden) PDF invoice that lists the fiscal host:

Bill to: Platform 6 Development Cooperative

example expense/invoice ⇢ More Actions ⇢ Download

@andrewe @graham2 Thanks for all this. We should definitely be sure to align the P6 and Social.coop expense submission policies.
I think the P6 one isn't quite right, as a receipt will not be possible for stipends, which will often be over 20 GBP.
Graham, what do you think of our proposed guidelines here?
I've just added P6's preference for direct deposit.
Once this document is all ready, could we synchronize it between both OC and the SC wiki?

@graham2 @ntnsndr The new “submit payment request” in beta testing includes both the fiscal host policy and the collective policy.

Our collective policy includes a link to our wiki: https://wiki.social.coop/wiki/Submitting_an_expense

I made a few copy edits but nothing that takes this in a different direction. Also clarified that a single member of FWG can approve expense within the approved budget, and that other decisions may require approval from collective FWG or the membership.