> For the complete documentation index, see [llms.txt](https://openup.gitbook.io/handbook/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://openup.gitbook.io/handbook/how-we-work/budgets-and-finance/month-in.md).

# Expense claims

From interview w. Fierdous

### Month-in

### 1. need to do all records for month-in

* capture and update all records at the end of the month
* Close accordingly

### 2. petty cash (not doing atm, since we're all working from home)

* record
* miscellaneous exp, sugar, paper, etc.
* Receipt is brought back
* The following is captured on a slip of paper: 
* * what was bought
  * how much money was spent
  * where it was bought
  * what code; under 'what do I have to capture that'
* at the end of the month, I take the whole batch of that petty cash for the month to Adi. Then he'll check every receipt and every slip of paper, then sign off . 
* Then I need to capture that on my Xero every month. 

Banking records; at the moment, Janine is doing that. I just set up all the banking records for her in a separate folder, where all the bank accounts are kept. I put the records in the folder, then she checks the back records for me. 

Other than that; the payments every month. There's a new thing where

### 3. The project managers have to do their own receipting now. 

* I still check on them. 

That's end-of-the-month work, where I go in and

* do the receipting process

* do all the receipting

* It's put into a payment spreadsheet for Adi, with: 

* * the date
  * the supplier 
  * the invoice number
  * the amount

* I put a link to the invoice for Adi to check

* * the account where I captured it (ex: admin, software and hosting, etc.)
  * the project where I captured it (ex: communication, etc.)
  * input the project code- a core expense. ]

* Funding source code- I also put a code in there 

* link to the budget

* Loaning- it's me, I put my name in

* At the end of the day, Adi and the project manager will put "approved" 

* Insert template here: 

* [Payment sheet](https://docs.google.com/spreadsheets/d/167hLpKs_qjaSDqS2gVszNfhZP8Dgp4vY2EaaYCETeWk/edit#gid=2084950473)

### 2.