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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🧾 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

Note: Order confirmations, proforma invoices, or bank statements are not valid receipts. Learn more: How to Submit a Reimbursement

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

Important: Invoices must not reference Open Collective Europe directly. They should be addressed to the Collective or its admins. Learn more: How to Submit an Invoice

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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

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.

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)

Caution: Ensure that payout details match the expense documentation to avoid delays.

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📘 Learn More

• Overview: How to Submit Expenses

• Expenses in the Ledger – Open Collective Docs

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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.

Need help? Email us at [email protected]