Expenses

📌 Overview

Managing expenses with Open Collective Europe (OCE) is designed to be transparent and straightforward. Whether you're reimbursing a team member or paying a service provider, the process ensures accountability and compliance with fiscal regulations.


🧾 Types of Expenses

There are two primary types of expenses you can submit:

1. Reimbursements

Used when someone has paid out-of-pocket for goods or services on behalf of the Collective.

  • Required Documentation: Fiscal receipts

    • Vendor's name, address and tax reference

    • Transaction date

    • Description of items or services

    • Amount paid

2. Invoices

Used when paying individuals or organizations for services rendered.

  • Required Documentation:

    • Unique invoice number

    • Service provider's full details (name, address, tax ID)

    • Detailed description of services

    • Applicable tax rate and amount

    • Invoice addressed to the Collective or one of its administrators


✅ Submission Process

  1. Go to your Collective's page and click “Submit Expense”

  2. Choose the expense type: Reimbursement or Invoice

  3. Fill in the required details and upload documentation

  4. Select a payout method (e.g., PayPal, Wise/bank transfer)

  5. Submit for approval

Processing Time: Most expenses are reviewed and paid within 7 business days.


🔄 Approval Workflow

OCE uses a two-step approval process:

  1. Admin Review: One of your Collective's admins approves the expense.

  2. OCE Finance Review: Our team checks for legal and fiscal compliance.


💳 Payment Methods

Supported payout options:

  • PayPal (must be active and verified)

  • Bank Transfer via Wise (international bank details required)


📘 Learn More


🛡️ Compliance and Best Practices

  • Transparency: All expenses are publicly visible to ensure accountability.

  • Accuracy: Double-check amounts, details, and receipts before submitting.

  • Communication: Use the comment section on each expense to clarify anything if needed.

Need help? Email us at [email protected]

Last updated

Was this helpful?