Submitting expenses

Submit reimbursements and vendor payments through Open Collective.

Use Open Collective to submit approved local event expenses. Confirm that the cost is within your local budget before you spend or submit it.

Submit an expense

1. Sign in to your personal Open Collective account. Create an account if needed.

2. Open the collective that will reimburse the expense.

3. Select Actions → Submit expense.

   
4. Complete the required fields and upload supporting documentation.

Provide your contact details and the payment details requested by the collective, such as PayPal or Zelle.

Choose the right documentation

Submit a receipt when you already paid for an expense and need reimbursement.

Submit an invoice when the collective should pay a vendor directly or no receipt is available.

Use the invoice template when needed. Complete every highlighted field and include the payment details requested by the WIAD treasurer.

The WIAD treasurer must approve submitted expenses before payment. Approval confirms that the expense is valid and within the location’s approved use of funds.

Documentation requirements

A valid invoice must include:

• An itemized description of goods or services.

• The total amount due.

• Your full name and physical address.

• The location name: World IA Day LOCATION.

• The fiscal host name: World IA Day, Inc.

The expense amount appears on the collective page. Invoices and notes are visible only to the WIAD treasurer and local team.

A valid receipt must include:

1. The vendor name.

2. The transaction date.

3. An itemized description of goods or services.

4. The total amount paid.

5. The payment method, such as cash, check, or the last four card digits.

Private information on receipts is not publicly viewable. Include only information needed to validate and pay the expense.

Use expense comments

Use comments to clarify an expense, answer a documentation request, or check its status. The submitter, core contributor, and WIAD treasurer receive notifications.

Common uses for expense comments:

• Explain why the expense supports the event.

• Request or provide missing documentation.

• Follow up on an unpaid expense.

Avoid placing unnecessary sensitive information in comments.

Manage your budget

Open Collective provides a transparent record of approved transactions. Use it alongside your local budget to compare planned and actual spending.

Review Create a budget before submitting large or unexpected expenses.