Individuals and organizations can request payment from a collective by submitting an expense.

The Process

Using funds from your collective’s budget is simple:
  1. 1.
    Someone submits an expense. (Collective admins also have the option of drafting an expense and then sending an invitation to someone else to complete and submit it.)
  2. 2.
    A collective admin (someone on your team) approves it.
  3. 3.
    OSC's team reviews the expense (and confirms that the expense meets requirements, e.g., having a valid receipt).
  4. 4.
    The expense recipient gets paid.
Expenses are processed and paid out by Open Source Collective twice per week (on Mondays and Thursdays).
OSC can pay out funds via PayPal and electronic bank transfer via Wise (f.k.a. Transferwise). Make sure to review the Expenses and Getting Paid section of Open Collective’s documentation for a full overview of the process.
If you have any issues with a specific expense, the best way to get an answer is to post a comment on that expense page.

About expenses

Expense payments may relate to either an Invoice for work completed for the collective:
  • Invoices are used to pay people for work completed or their goods/services.
  • Within the invoice option, you can either upload your own invoice, or you can create one directly on the platform. You will be able to detail what the services/goods are, and can include multiple items
  • When someone uses invoices, they are treated as an independent contractor. If earnings exceed $600 in a year, they will be automatically issued a 1099 tax form to fill out per IRS regulations. (Reimbursements do not trigger the 1099 form). More info about taxes here.
...or a Reimbursement for purchases made on behalf of the collective:
  • Reimbursements are used to pay people (often volunteers) back when they have made purchases for the group - in these cases, receipts are required so that we can ensure the requested amount matches the purchased amount in order to approve the reimbursement.

For admins

Collective admins can set an expense policy to give guidance to expense submitters.
Last modified 18d ago
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