Managing a new budget
When a budget is approved for a circle or group, whether from the movement budget fund or rebellion fund, the amount is put into a reserve by Finance.
- Digital - Joolz
- M&M - Nuala
- Creatives Andrew Darnton
- Production Jack Barrabal
- Finance - Phil
- ALS Phoebe
- Actions - Jimmy
Accessing funds/Connecting to UK Finance Team
For the Nations/regions and XR Youth, there are 2 ways which they can access their allocations :
N/R with no bank account : Finance holds the money, BH monitors/controls via spreadsheet
N/R with bank account : Finance advances the money to the N/R, BH controls (this system is less of a burden on Finance)
Movement budget : Paying for goods or services
A rebel or co-ordinator needing payment has it approved by the BH or someone with the accountability (can they approve their own request or is that up to the circle?). When approved, BH submits a payment request to Finance or ask Finance to pay someone, which could be an external service provider through an invoice. Payment is made by transfer from Comp Rev to a bank account. It may be the bank a/c of the circle or if it has no bank account, to the account of the requester or that of a goods or service provider.
VLE to those registered for VLE payroll
Someone receiving VLE for the first time sends an email to VLE@comprev.co.uk and receives an auto reply with details of how to submit a VLE claim each month. They will need to supply bank details and their BH should be aware they will be claiming.They submit their monthly claim by a deadline each month, usually around 16th using a form provided by FInance. This is automatically tranferred to a "Payement Request 2021-22" spreadsheet. The BH musy approve it by adding their initials and the amount approved, usually the amount but may be lss or 0. The individual as added to the payroll and then paid monthly in line with an agreed budget for the circle.
VLE for self employed
A similar form is completed and the claimant sbmits an invoice. Payments are made every few days, there is no monthly deadline.
Cash advance
Sometimes during rebellion, we advance to a BH or a trusted individual a cash amount that they can use, from a rebellion budget. They must maintain records of what they have spent and submit/collect receipts. This is the same as for goods or services but payment is in advance.
VLE reviews
VLE reviews should be conducted every 3 months within a circle which is eligible for receiving funds from XRUK. The principle is to ensure transparency and accountability. See this document for guidance. Not yet fully covered : someone receiving VLE for more than 1 role, comparisons of importance between circles where there are insufficient funds for all VLE requests.