> For the complete documentation index, see [llms.txt](https://docs.oscollective.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.oscollective.org/for-hosted-member-projects/managing-project-funds/admin-financial-responsibilities.md).

# Admin Financial Responsibilities

## Purpose

This document provides an overview of your responsibilities as an administrator of an Open Source Collective (OSC)- hosted project, including how your actions support OSC’s compliance processes and financial integrity standards.

Our shared goal is to ensure that all funds are used ethically and transparently in support of open source. 

## Why this Matters

As an OSC project admin, you play a frontline role in supporting OSC to maintain our financial integrity. You help ensure:<br>

* All spending furthers your open source project’s goals and our mission to create a healthy and sustainable open source ecosystem.
* Donors and contributors to your project can trust that their contributions are handled responsibly

***

## Key Principles You Support

* Transparency: all project funds held by OSC must be accounted for through OSC’s systems and processes
* Verification: every expense, transaction, and payee must be reviewed
* Fairness: only legal, documented, and mission-aligned expenses are approved
* Compliance: We abide by  US sanctions laws and global best practices&#x20;
* Confidentiality: You may see sensitive information related to contributors and community members – handle it responsibly&#x20;

## Your Core Responsibilities as an Admin

1. Reviewing and Approving Expenses
   1. Confirm that each expense submitted to your project supports your open source project’s purpose and goals.
      1. Verify submitted documentation (receipts, invoices, and descriptions) and ensure they are well described
      2. Do not approve personal, duplicate, or requests for pre-payment&#x20;
      3. If unclear, communicate with the expense submitter before approving
      4. Contact <hello@oscollective.org>  for support.&#x20;
2. Supporting OSC’s compliance processes
   1. Be alert for unusual or suspicious activity, such as:
   2. Large or repetitive payments from unfamiliar accounts
   3. Requests to pay unrelated third parties instead of the expense creator/vendor
   4. Attempts to conceal identity, bypass documentation requirements, or avoid processes.
   5. Report concerns to the OSC team by emailing <hello@oscollective.org>.
3. Protect Confidential Information
   1. Treat any information concerning a donor or community member that is not publicly available as sensitive information.
   2. Do not download, copy, or share sensitive information with other donors or community members.
   3. If you believe sensitive information has been mishandled, contact <hello@oscollective.org> for support.&#x20;

## Quick Checklist for Every Expense

* Expenses are legitimate and project-related
* Documentation is clear and complete (receipts/invoices or written expense documentation)
* No duplicative expenses
* No personal (not related to the hosted project) or prepayment requests
* Aligned with your project's purpose and goals

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## How OSC Supports You

* Contribution monitoring: We monitor contributions to ensure illegal or fraudulent contributions are rejected and/or refunded.
* Payment Review: After you approve an expense for payment, OSC performs additional verification checks before processing any payment
* Training and Support: OSC staff are available to clarify what qualifies as an expense, what documents are needed, and how to spot irregularities contact <hello@oscollective.org>.&#x20;
* External Oversight: We work with independent accountants to help maintain compliant and auditable accounts for each of our member projects.

***

## Reporting and Ethics

* If you see something concerning, report it to <hello@oscollective.org> &#x20;
* Good faith reporting is protected, and retaliation is not tolerated
* Remember: asking questions before approving an expense is a sign of diligence, not distrust.

***

## Summary

By following these steps, you help ensure that every dollar entrusted to your project and to OSC on behalf of your project is used for its intended purpose – supporting and sustaining open source.