Expenditure Policy

Budgeted Expenses

Expenses (reimbursements and invoices) paid from Open Collective

• Expenses defined as part of the yearly budget are to be approved by the Board.

  • If unexpected additional costs come up in big projects, the project manager has the right to approve expenses for 5% of the project budget, and up to a maximum of 500€. The project manager will inform the Board and justify the expense as project-related expense.

  • Deviations from the budget greater than 1000€ require additional approval in a Team Meeting.

• Expenses not part of the yearly budget can be approved by the Board if:

  • It is a small expense (less than 1000€), and the whole team (CC + TC) must be notified.

  • Deviations from the budget greater than 1000€ require additional approval in a Team Meeting vote.

Approval process in Open Collective

• The Board reviews each expense according to the expenditure policy.

• All 3 board members must agree with the expense, either via discussion in chat, mail, real life or by writing “LGTM” (Looks Good To Me) as comment in the expense on Open Collective.

• The last board member to approve clicks the Approve button (instead of leaving a comment that says that they approve).

Some Core Team members are admins on Open Collective and could in theory approve expenses, but they must not do it. Approving expenses must only be done by the Board.

Any change to these rules must be approved in a Team Meeting vote.