What We Spend Money On

The Citizen Infra Builders Club (CIBC) accepts expenses in the following categories:

• Software and infrastructure: Hosting, domains, SaaS subscriptions, cloud services, and developer tools used for CIBC projects
• Contractor and freelancer payments: Development, design, research, writing, or other professional services commissioned by CIBC, with prior approval from an admin
• Events: Venue hire, catering, travel, and accommodation for meetups, workshops, conferences, and community events
• Research: Publication fees, conference registrations, academic resources, and materials supporting CIBC’s research activities

How to Submit an Expense

1. Get pre-approval for expenses over £100 by contacting an admin before spending. Contractor/freelancer engagements always require pre-approval regardless of amount.
2. Submit your expense via our Open Collective page. Choose the correct expense type:
   • Reimbursement — if you paid out of pocket and need to be repaid
   • Invoice — if you are billing for professional services
3. Attach documentation: A valid receipt or invoice showing the amount, date, and description of what was purchased or delivered. Contractor invoices must include a description of work completed.
4. One of our admins will review and approve or reject your expense within 5 working days. If rejected, you will receive a note explaining why and can resubmit.
5. The Social Change Nest will release funds on the next Tuesday or Friday after admin approval.

What We Cannot Accept

• Personal purchases unrelated to CIBC activities
• Alcohol
• Travel upgrades (business/first class)
• Expenses without receipts or documentation
• Expenses submitted more than 60 days after the purchase date
• Recurring/automatic expenses set through Open Collective — please submit each expense individually

Approval Process