Expense FAQs

What does the approval process look like for expenses?

Please see Submitting Expenses for more information on the approval process.
Once expenses are submitted, they need to be approved by a collective admin. Approved expenses are paid out by OC Europe twice a week, on Mondays and Thursdays, CET time. If there are any issues with the payment or you can expect delays, an OC Europe admin will comment below the expense and you will receive an email about it (note comments are private to admins and payees). Generally approved expenses take less than a week to be paid out and to hit your account, but could be more if there are issues or the payment processor takes longer.

Can we pay people for their time?

Yes! We highly recommend contractors to invoice OC Europe through a workers cooperative to do so. Workers cooperatives provide workers with an invoicing tool that allows you to negotiate with your client (us - OC Europe) all aspects of your mission (tasks, the price, dates, etc.). In fact you negotiate these aspects with your collective but use OC Europe as the client since we are the Fiscal Host. Then you declare that assignment through their website before starting to work. Just upload your invoice to your collective once this process is done.
Smart is one of the biggest workers coop in Europe. They offer an invoicing tool to Belgium, France, Germany, Spain, Italy, The Netherlands, and Sweden.
You can also pay people casually as contractors/freelancers through invoice expenses on your Collective (if they provide a valid tax number on their invoice), or if they'll be working on a regular basis, employ them part or full time. Once the invoice uploaded on your collective, the freelancer will receive an email from Remote to register its data so that we can collect his tax form.
We realise that this procedure can seem complicated. We invite you to contact us directly with any questions you may have on this subject.

Do you offer payroll and employment services?

Yes! With health insurance and benefits, too. We use Remote. Please make sure to look at their website and pricing. You can then contact us to start the process.

What about tax forms?

Open Collective Europe must collect tax forms for any individual who invoices (this does not apply to reimbursements or payroll).
When you submit an expense, you will be sent an email with a link to complete your tax form online. This email will come from Remote, the system we use to handle the forms.
Expenses will not be paid out to you until you submit the tax form.