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—en:jasenen_ohje:kulukorvaus [20.01.2026 17:29] (current) – created Yleis Hakkeri
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 +====== Expense Reimbursements ======
  
 +Purchases under €100 related to the general maintenance of the lab (e.g. soft drinks, trash bags, toilet paper, etc.) can be made directly and reimbursed by the association against a receipt by submitting an expense reimbursement application to the treasurer via email. More detailed instructions for submitting an expense reimbursement application can be found in section [[..:jasenen_ohje:kulukorvaus#Expense Reimbursement Applications|Expense Reimbursement Applications]]. If you are making purchases for the first time, it is recommended to discuss the purchase in advance with several members, for example via the community’s instant messaging channels, to ensure there is clear community support for the purchase.
 +
 +Purchases over €100 are handled at the community meeting.
 +Purchase proposals can be brought to the community meeting for consideration via the agenda located in [[..:palvelut:verkko:nextcloud|Nextcloud]] at [[https://nc.tampere.hacklab.fi/f/14347|agenda
 +]]. State what was purchased, in what quantity, and how much it cost.
 +
 +A good example of an expense reimbursement brought to a community meeting:
 +
 +   Maija / €141.86 / 30 cm x 100 m and 10 cm x 100 m transfer tape for the tape cutter. The money will be recovered through material fees from the tape, so this is a consumable.
 +
 +
 +If the community meeting proposes that an expense be reimbursed, an expense reimbursement application is then submitted to the treasurer by email in accordance with the instructions in section [[..:jasenen_ohje:kulukorvaus#Kulukorvaushakemukset|Expense Reimbursement Applications]].
 +
 +Please note that a proposal made at the community meeting does not bind the association’s board. As responsible parties, the treasurer or the association’s board decide on the approval of expense reimbursements.
 +
 +Vendor direct invoicing must always be approved by the community meeting, the association’s board, and the treasurer.
 +
 +===== Expense Reimbursement Applications =====
 +
 +Members of the association may apply for expense reimbursements for purchases via email. All purchases must have a receipt.
 +
 +Subject: Expense Reimbursement Application
 +
 +The email must include the following information:
 +
 +  * Recipient’s name
 +  * Recipient’s bank account number
 +  * short description
 +  * Total amount
 +  * Itemization of purchases (e.g. receipt-specific description and amount)
 +  * Explanation of purchase approval (e.g. reference to the community meeting)
 +  * Receipts for purchases must always be attached in a clearly legible format, preferably as PDFs.
 +
 +Send the expense reimbursement application to [[rahastonhoitaja@tampere.hacklab.fi
 +]].
 +
 +===== Material Replacement =====
 +
 +Although materials are generally free to use, it is expected that their use will be compensated by bringing replacement materials—preferably similar ones—to the workshop, especially in cases of heavy usage. Example: If you use, for instance, 15 pcs of M3 screws, buy 20 pcs from a hardware store and put them back as replacements. Very small quantities do not matter. Use common sense: If there is a full box of M3 screws but M5 screws are out of stock, purchase M5 screws instead. If you visit a hardware store or order supplies from abroad or from a wholesaler, you can ask other lab members what materials are needed.