# 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.

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Learn more: [How to Submit an Expense](https://documentation.opencollective.com/expenses-and-getting-paid/submitting-expenses)
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### 🧾 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

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**Note**: **Order confirmations, proforma invoices, or bank statements are not valid receipts.** 
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#### 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

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**Important**: **Invoices must not reference Open Collective Europe directly. They should be addressed to the Collective or its admins.**
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### ✅ 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

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

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**Note**: Incomplete or non-compliant expenses may be rejected.
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### 💳 Payment Methods

Supported payout options:

* **PayPal** (must be active and verified)
* **Bank Transfer via Wise** (international bank details required)

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**Caution**: Ensure that payout details match the expense documentation to avoid delays.
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### 📘 Learn More

* [Overview: How to Submit Expenses](https://docs.opencollective.com/help/expenses-and-getting-paid/submitting-expenses)
* [Expenses in the Ledger – Open Collective Docs](https://docs.opencollective.com/open-collective-docs/product/ledger/expenses-in-the-ledger)

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### 🛡️ 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.

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**Need help?** Email us at <oce@opencollective.com>
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