Invoice #193551 to NDc York

 

Anyone who has spent prior approved money on behalf of NDC York may submit an expense to the collective page by uploading a receipt or invoice.  

People who have been engaged as freelance workers can submit an expense by uploading an invoice.  

A valid expense must contain:
-the name and address of the vendor
-the amount
- the date
-description of the items purchased. 
 

Receipts  

1) Keep your receipt
2) Take a picture of it
3) Submit it under the "submit expense" button on the NDC York page. 

Invoices  

Invoices are for things that a vendor (a shop, a company, a freelancer) directly charge NDC York for. 
They need to be addressed to ND Community York 

The vendor will submit their invoice under "submit expense" to NDC York. 

(If needed, here is a useful template to create an invoice). 

Payout methods 

We can pay back expenses or pay invoices via bank transfer.
Whilst Paypal is a listed option, the function isn't functioning at the moment so please select "bank transfer" when submitting the invoice.
If you need an alternative, please get in touch to discuss. 

 

Approval process 

When someone submits an expense (with a receipt or invoice), it will show as status PENDING. 
An email is automatically sent to all the administrators to invite them to approve or make comment on it if any further information is required.

Payment process 

Once approved (and if there is enough balance to cover for it), the expense will show up in the list of expenses that are READY TO PAY.
The Accountable fiscal host administrators address these expenses weekly.
The fiscal host has no decision-making power.
As long as the receipt/invoice is legal and approved by one of the admins, it will be paid. 
Once the payment is done, the status of the expense will go to PAID and the balance will be automatically updated. 

FAQ 

Can ND community York hire people? 

Only as contractors (freelancers). They need to be able to submit an invoice. 

How quickly will I be paid? 

NDc York administrators will aim to approve the expense within 7 days of submission. The Accountable administrators will process the expense within one week. 

Can I ask to be reimbursed for less than the amount of the expense? 

Yes. When you file the expense, you can enter any amount lower or equal to the amount visible on the actual receipt. This is useful when you go grocery shopping, and you end up with a total bill with things for NDc York and things for you. 

What about VAT? 

To keep the administrative overhead to a minimum, NDc York can only receive donations (on which there is no VAT), and you cannot get the VAT back from the purchases that you are making. Whenever a vendor needs to issue an invoice to NDc York, they need to add the VAT as they would invoice an individual.