LogoLogo
  • Welcome to Open Collective Europe
  • What is Open Collective Europe?
  • What We Offer
    • Umbrella organisation
    • Online Platform
    • Equivalency Determination Certificate
    • Tax-Deductible Giving for U.S. Donors
  • Terms of Service
  • Getting started
    • How to apply
      • Eligibility
      • Application Questions
  • How it works?
    • Basics
    • Expenses
      • Invoices or Reimbursements?
      • Request a Grant (for Nonprofits Only)
      • Expenses & Getting Paid – FAQs
      • The Partnership
        • VAT in Europe and How It Works in OCE
    • Financial Contributions – How to Donate
      • Wire Transfer Instructions via Open Collective Platform
      • Applying for Grants
      • Fundraising Tools & Resources
      • Setting up GitHub Sponsors
      • Contributions in cryptocurrencies
      • Refunds
  • About
    • Mission, Vision & Impact areas
    • Risk and Compliance aspects
    • Safeguarding Policy
    • Code of Conduct
    • Terminology
    • Contact Us
  • FAQ
    • General FAQs
    • Fiscal Hosting FAQs
    • Expense FAQs
    • Contributions FAQ
  • The Global Statelessness Fund
    • The Fund
    • Building Trust with Donors
  • GUIDES
    • Deciding on How to Use Your Money
Powered by GitBook
On this page
  1. How it works?
  2. Expenses

Invoices or Reimbursements?

PreviousExpensesNextRequest a Grant (for Nonprofits Only)

Last updated 1 month ago

Was this helpful?

CtrlK
  • πŸ’‘ Understanding the Difference
  • πŸ“ Special Cases
  • πŸ“š Learn More
  • πŸ“¬ Need Help?

Was this helpful?

πŸ’‘ Understanding the Difference

When submitting expenses to your Collective, it's essential to choose the correct type:

1. Invoice

Use this when you're requesting payment for services rendered or goods provided.

  • Who submits: Freelancers, contractors, or companies

  • Purpose: Payment for work completed or goods delivered

  • Documentation: A formal invoice containing:

    • Unique invoice number

    • Full identification (name, address, tax/company number)

    • Detailed description of the service or goods

    • Applicable tax rate and amount. If the tax rate is zero, please provide a legal reference for the exemption directly on the invoice (e.g., VAT exemption according to the article YY of the law XX).

    • Invoice addressed to the Collective (including one of the Admins and their legal address)

Important: Invoices must not be addressed to Open Collective Europe. They must be addressed to your Collective or an individual admin.


2. Reimbursement

Use this when you've paid out-of-pocket on behalf of the Collective and seek reimbursement.

  • Who submits: Members or contributors of the Collective

  • Purpose: Reimbursement for purchases made for the Collective

  • Documentation: A valid receipt showing:

    • Vendor's name and address

    • Transaction date

    • Description of items or services

    • Amount paid

Order confirmations, proforma invoices, or bank statements are not valid receipts.


πŸ“ Special Cases

  • Partial Reimbursements: If you're requesting reimbursement for only part of a receipt, highlight the relevant items directly on the document.

If the breakdown isn’t obvious (e.g., a percentage or a split), please attach a signed and dated note explaining the amount being claimed and what it covers.


πŸ“š Learn More

For more detailed explanations and tutorials, refer to:

  • Overview: Submitting Expenses

  • Expenses: General Guidance


πŸ“¬ Need Help?

If you have any questions, feel free to contact us. We're happy to help.