Choose a receipt or an invoice

Use the document that matches the payment you are requesting.

Reimbursement: you have already paid

Choose Reimbursement when you paid an expense on behalf of the collective and need to be repaid. Upload a valid receipt showing the issuer, date, what was paid for and the amount.

An order confirmation, proforma invoice or bank statement alone is not a receipt. If the receipt is missing, ask OCE what is needed before submitting a substitute.

For a partial reimbursement, identify the relevant items. If the calculation is not obvious, add a signed and dated explanation of the amount requested.

Invoice: payment for completed work

Choose Invoice for completed work. The invoice should include its number, the issuer’s legal identification and address, the work covered, the amount and the applicable tax information.

OCE’s existing guidance for standard hosted collectives asks for the invoice to be addressed to the collective with an administrator’s name and address, rather than to OCE. Check the instructions shown on your expense form. If your agreement gives different instructions, ask OCE before the invoice is issued.

The recipient information must match the payout details. Do not use OCE’s tax number without its authorisation. Where an exemption is claimed, the invoice should explain its legal basis; ask for clarification if it is unclear.

Protect personal information

Upload the document in the dedicated field. Do not copy addresses, bank details or other personal information into the public expense title.

Continue to request a payment.