Expense account

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Logo Wikimedia Belgium

Wikimedia Belgium has a bank account to book invoices (both incoming and outgoing), expenses, incoming payments, membership fees, and small gifts from the general public (without fiscal certificate).

We don't have bank cards, nor credit cards. We don't handle cash. All transactions are done via the bank account, to have a proof of the transaction, and to avoid any abuse.

At any time during the book year, the expenses are reported through the general ledger, the bank account statements, and finally the financial statements.

The Foundation grants are administered on a separate Foundation account, to keep the yearly budget separate from the internal transactions.

Legal requirements[edit]

As per the Belgian tax authorities the free communication field of any payment must start with /B/ for the tax authorities to be able to detect and investigate potential fraudulent transactions.[1]

This is required for all types of expense claims: volunteer allowances, reimbursements, and volunteer fees. For reimbursements, volunteers are required to register their receipts and invoices.

This is not required for New Year gifts.

See also[edit]

Notes and References[edit]

  1. VSDC Review 194, Jan-Feb 2021, p. 4 - Handleiding: Werken met vrijwilligers