Expense policy - Parents For Future UK

September 2022

Please use this policy for making claims via Open Collective.

Who can claim expenses from PFFUK? 1

What can I claim for? 2

How much funding is available to claim? 2

Reporting - telling the story of your work 2

How to claim the funding 3

Where is this funding from? 3

What else is PFFUK using funding for? 3

Who can claim expenses from PFFUK?

If you are organising parents around climate as part of a local Parents For Future group in the UK this is for you.

Where possible, please do continue to get things done for free/cheap/at mates rates (or you can ask for contribution from local group members) but if a small amount of funding would help you to grow your group’s work or the project is something that the national PFF group can learn from, there is funding available so please do use it!

If your funding need falls outside the expense policy below, please get in touch with PFFUK to discuss your group’s funding need as we are in discussions with funders: parents4future@gmail.com

What can I claim for?

We anticipate the kind of costs groups are likely to claim using this sub-grant process will include:

Printing
Room/venue hire
Props/materials for events and actions. Please use sustainable materials wherever possible.
Train tickets for PFF representatives attending specific events. Train tickets should be off-peak and standard class.

How much funding is available to claim?

Please note out of our overall budget we have limited funds available for regranting. Once the funding available for regranting is used up we will not be able to reimburse further claims until we raise more money.

For expenses up to £100: we trust you to use this money to further your group’s work.
- We will get in touch if you submit more than 3 requests in three-month period to find out more about your group’s work.

Please use the process below to either claim money in advance (as a grant) or claim reimbursement (by submitting a receipt). Please always include an explanation of the activities this relates to.

For expenses £100 - £250, please get in touch with PFFUK Organising Committee contact on finance Lucie via parents4future@gmail.com.
- Lucie can pre-approve expenses up to £250 and you can then apply via the process below.

For expenses over £250 please get in touch with PFFUK Organising Committee via parents4future@gmail.com to discuss.

Reporting - telling the story of your work

While we don’t have formal reporting requirements on our sub-grants, we see telling the story of parent activism as a key way to grow the movement. Please help us to do this well by completing this short google form to tell us what you used this money for and send some photos.

We will share these on social media or other spaces such as newsletters.

How to claim the funding

Please claim funding through this platform: https://opencollective.com/parentsforfuture-uk/projects/local-organising-support

You can claim either a GRANT (before you spend the money) or REIMBURSEMENT (to be paid back for expenses you’ve incurred). The process is:

1. On the Open Collective page go to ACTION on the right hand side. If you have not previously used Open Collective you will need to set up an account (which is a very quick process).

2. Choose either ‘Submit Expense’ (for reimbursement) or ‘Request Grant’.

3. Follow the steps set out. We will not be processing invoices for local group organising.

Once you submit your expense we will aim to approve it (or ask any questions) within 2-3 days and the money will be paid out 2-3 days after it is approved.

Where is this funding from?

Parents for Future UK’s funding comes from a combination of individual donors and grant funding from institutional funders who support climate movement organising. The majority of our funding is currently grant funding and we are looking to encourage more individual donation to enable us flexibility on how we use funding (including granting more to local groups).

What else is PFFUK using funding for?

We use funding to pay a small part-time coordination team, to provide training to movement members, to develop and deliver campaigns and for creative actions.

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If you have any questions or concerns about this policy, please contact the PFFUK organising committee via the email above.