Budget Items

Toggle the ☑️ for expenses that are applicable to this month.

The sum of the Available column should never exceed the balance of our Open Collective.

This Month’s Expenses

Expenses can be deleted at the end of the month if they have been submitted to Open Collective.

Note that receipts are required for reimbursement, so please do not lose your receipt!

Ensure there are enough funds in the relevant budget item on our budget to cover your receipt’s amount
1. If your receipt exceeds what is currently available or is not yet covered in our budget, you will need to request or modify a budget item
Ensure you have a receipt that meets the requirements
1. Name of the vendor (person or company you paid)
2. Transaction date (when you paid)
3. Amount paid
4. A detailed description of goods or services purchased (what you bought)
5. Form of payment (cash, check, or last four digits of the credit card)
Submit your receipt at **https://opencollective.com/swma_nyc/expenses/new**
Select “Reimbursement” and input your preferred payment method (PayPal or bank transfer), and select “Next”
Enter a title for your expense that will allow admins to understand what budget item it corresponds to, i.e. “pantry supplies” or “transportation to pantry”
1. This description can be seen by everyone, do not put personal details such as full names or contact information in this field
Upload your receipt(s) with a short description, the date of the expense, and the amount, and select “Next”
Review the summary to ensure it is accurate
1. If you need to add any private notes to our Open Collective admin, you can do so in the Add notes field
Click Submit expense
The receipt will be reviewed by our Open Collective admin and fiscal sponsor
1. Once approved, the expense usually will be paid out within 10 business days