# Submitting expenses

## To submit an expense

1. Log into your personal Open Collective account. 
   1. If you don't have one, create one. 
2. Navigate to the collective you want to get reimbursed from. 
3. From the toolbar, select Actions > Submit expense

   <figure><img src="/files/7B45bTPq1DqV04B8TANH" alt="" width="375"><figcaption></figcaption></figure>
4. Fill in all the required fields and upload documentation for your expense.

You will need to upload a receipt or invoice and provide your contact details and PayPal or Zelle username.&#x20;

You can submit two kinds of expenses:&#x20;

* A receipt to be reimbursed for something you already paid for.
* An invoice&#x20;
  * to be paid directly to the vendor
  * if you don't have a receipt

Here is an [invoice template](https://docs.google.com/spreadsheets/d/1nhDGce1x4oVd0oha5N3ubBdrklU1_YY_C3k6i4L-O5k/copy) you can use. Fill out all the yellow highlighted parts and include the PayPal donation link if needed (from the WIAD treasurer).&#x20;

In order to be paid, submitted expenses must be approved by the WIAD treasurer, who ensure valid and approved use of the local location's funds.

### Expense documentation requirements

A **valid invoice** must include:&#x20;

* What it is for (itemized list of items, goods, or services)
* Total amount to be paid
* Your full name
* Your physical address
* The name of the location (World IA Day LOCATION)
* The name of the fiscal host (World IA Day, Inc)

Private information provided on invoices is not viewable publicly. The expense amount will be listed on the Collective page, but the invoice and notes are only visible to the WIAD Treasurer and local team.&#x20;

A **valid receipt** must include:&#x20;

1. Name of vendor (person or company you paid)
2. Transaction date (when you paid)
3. Detailed description of goods or services provided/purchased (what you bought)
4. Total amount paid
5. Form of payment (cash, check, or last four digits of credit card)

Private information provided on receipts is not viewable publicly.&#x20;

## Expense comments

Comments on expenses are the best way to add information, check the status, or ask questions. If you comment on an expense, the submitter, core contributor, and WIAD treasurer will be notified.

Common uses for expense comments:

* Clarifying or adding details about the expense, to help others understand why it's legitimate or what it was for
* Requesting missing documentation (like a receipt or tax form)
* Following up if an expense has not been paid for a while
* Thanking the submitter for the work they did

## Managing your budget

Using OpenCollective keeps our budgets transparent, where all transactions are automatically reported. Anyone can see where money comes from and what/where it's spent on.


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://www.information-architecture.world/world-ia-day-organizer-guide/sponsors/submitting-expenses.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.