Sending money to non-European countries
The default
The default rule is: All for Climate does not send money to non-European countries.
Exceptions:
The contactperson has a PayPal account. In this case we can use PayPal. The fees will be paid by the collective budget. The amount will show when the payment is made in the expense. The conversion rate is set by PayPal and we can not change this.
The contactperson has an IBAN number or equivalent. To some countries it is fairly easy to send money. (e.g. Ecuador) Unfortunately we can only find out by trial and error and this can cost quite a lot of time, frustration and costs. We can not take any responsibility for this.
Solutions
When collectives work with local citizens in non-European countries, and want to support them financially, they can find intermediaries located the EUR zone to help send funds. Yet the basic rule still applies: no payments without valid receipts and proof of payments. All for Climate is a non-profit organisation and needs these receipts.
Follow this process for VLEs
Create a valid invoice for your VLE (=volunteer living expense). More info on valid invoice here
Invoices are used to pay people for a service (a vendor, a company, a freelancer). They directly charges the collective for this service. When you upload an invoice, you are considerated an independent contractor or freelancer.
The invoice needs to contain following essential information:
The invoice must be billed to the Collective (including one of the Admin and his/her legal address - usually the person in the collective that has the relationship with the vendor).
There can be no mention of All for Climate on the invoice.
The invoice must include the name, address, Tax number of the beneficiary
The invoice must include a tax rate and a VAT reference. If your tax rate or VAT is 0, the invoice must include a note about this (why your tax rate is 0?)
Follow up with any other administration required by your collective (e.g. goal setting, mission, what will you use this money for etc.)
Find a contact person in Europe who is willing to operate as an intermediary
Send all the necessary documentation to this person (invoice, other administration).
When this contact person has received all this documentation, he/she/they can transfer the money. Keep the proof of transfer, preferably an email with very clear proof of amount and fees.
The contact person creates an expense on the collective to be reimbursed. This expense includes: original invoice, other relevant documents, clear proof of transfer and fees
When the admin of the collective has approved and all documentation is ok, reimbursement happens within a couple of days.
Follow this process for expenses and reimbursements
Gather all the valid/legal receipts and tickets of your expenses, take clear pictures of them or download them. If you have an agreement with your collective, make sure you have this filled out and signed.
Find a contact person in Europe who is willing to operate as an intermediary
Send all the necessary documentation to this person (all receipts, tickets, agreements, everything you have).
When this contact person has received all this documentation, he/she/they can transfer the money. Keep the proof of transfer, preferably an email with very clear proof of amount and fees.
The contact person creates an expense on the collective to be reimbursed. This expense includes: receipts, tickets, agreements, other relevant information, the proof of transfer, and clear view on fees.
When the admin of the collective has approved and all documentation is ok, reimbursement happens within a couple of days.
For more detailed info on uploading expenses, look here
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