Reviewing Expenses as an Admin
What to know if you're an admin of an Open Source Collective hosted member project
As an admin of an Open Source Collective (OSC) hosted project, you are responsible for reviewing and approving expenses before they are sent to and paid through OSC. In this page we'll review reviewing expenses and things to keep in mind. If you have any questions, feel free to reach out — we are here to make this as simple as possible for your project!
Admin Responsibilities in Expense Review
Verify the legitimacy of the expense — ensure it aligns with your open source project
Check for duplicate submissions — make sure it's a unique expense and hasn't already been submitted and paid
Confirm sufficient documentation — ensure expenses contain all required information
Approve only allowable expenses — no personal, prepayments, or non-open source payments are allowed
Steps to Review an Expense
When reviewing an expense, follow these steps:
is this a legitimate expense?
ensure it's not spam
does this expense directly support your project?
is it allowable?
OSC cannot process personal expenses or prepayments
is all supporting documentation on the expense?
If the expense looks good, click approve
If something is missing or incorrect, leave a comment
If the expense isn't valid and seems to be spam, mark it as spam
Once approved by an admin, the expense will be sent to OSC's "ready to pay" queue. We will:
Conduct a final compliance review
Reach out to payee or the admin if any additional information is required
Common Issues to Watch For
Some common expense issues to pay attention to when reviewing expenses are:
duplicated expenses or expenses that payees submit twice
reimbursements that are missing receipts
invoices that are missing timeframes
invoices that don't clearly expain what work was complete
expenses that do not align with our guidelines.
👉 Review our Invoice vs. Reimbursement guide here to learn about the differences and what each require.
👉 Review our expense policies and limitations to learn more about what funds can and cannot be used for.
When Does OSC Process Payments?
The OSC team processes payments twice per week — Tuesdays and Thursdays. To keep things running smoothly, we review and process expenses within a set timeframe on those days. We do not process expenses outside of this particular schedule.
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