‼️ Stay up to date with the September 2025 Chapters Brief!

Expenses

Our Policy

We want to ensure that chapter leads are not out of pocket when hosting events. So, we've designed an expense claim process to ensure your out-of-pocket expenses are reimbursed as quickly as possible.

Click the "Fill Out Form" button to get started.

🔗 Link to Form: https://forms.gle/L9jmynazWGPJexoy6

First time here? Read on below for the policy details.

Scope

Out of pocket expenses for costs incurred by chapter leaders hosting community meetings. To qualify under this policy, the meeting must be created using the approved Administration Platform (Bevy). Don't forget to check yourself and your attendees in on Bevy as well.

Roles & Responsibilities

Chapter Leads:

Submit expenses via the Expense Claim Form must be submitted before the end of each quarter. If this is your first reimbursement or you've updated your bank details, please email your bank information (e.g., Bank name and address, ACH/routing number, BSB, account number, etc.) directly to the finance team at accounts@cultureamp.com. This is required for secure processing.
We can reimburse you in USD, AUD, NZD, EUR, CAD, SGD, and GBP. If reimbursement is needed in a currency other than those listed below, please notify Jessie for alternative arrangements via a peer-to-peer payment method (e.g., PayPal, Venmo).
Track Your Expenses: To manage your quarterly budget and track what you’ve already submitted, we recommend keeping a personal log of your expenses. This could be in a simple spreadsheet or notebook where you can record each expense and the date submitted. This will allow you to easily see how much of your stipend remains each quarter without needing to reach out for confirmation.

Culture First Community Team:

Review submitted expenses weekly. If approved, pass to Culture Amp finance team for reimbursement. If declined, follow up with chapter lead.

Culture Amp Finance team:

Reimbursements are paid our bi-monthly. Submissions can take up to 30 days to be reimbursed.

*please note if this is your first reimbursement or you're entering new banking details, this can take up to four weeks to get you into the system as a new vendor.

How to be reimbursed

You'll start by filling out the Google Form above.

If it is your first reimbursement or you are changing your bank details, you will need to email your banking details directly to 'accounts@cultureamp.com' for secure purposes.

Here's what you'll need to include in that email.

👉 Your Name

👉 Your Email Address

👉 Chapter Location

👉 Your Name at your Bank

👉 Bank or Financial Institution Name

👉 Address

👉 Currency you purchased in

👉 Account Number

👉 Routing Number/BSB/SWIFT Code

Maximum reimbursement

Each chapter is allocated USD $600 per quarter for events. Conversion for AUD or EUR should match the equivalent value. Chapter leads can choose to apply this toward one or multiple events in the quarter.

Each of our pre-approved workshops are USD $300. You cannot use your full USD $600 to pay for one singe pre-approved workshop. And up to three chapters can co-host a workshop for a maximum payment of $900 to the facilitator. Facilitators will request payment through the same reimbursement form.

Your chapter can host two workshops in a quarter to use your USD $600 stipend.

🚨 Important Notes:

If you'd like to use more than $300 on one singe event, please notify Jessie in advance.
Funds do not roll over; unused quarterly funds expire at the quarter's end.

Reimbursable expenses

Speaker and facilitator engagement
Food at the event
Drinks at the event (alcoholic and non-alcoholic)
Venue hire
Gift cards to raffle off
Books for book clubs
Event supplies (markers, notebooks, whiteboards, sticky notes, etc.)
Donation to a charity (*please notify of which one in advance)

Accepted Currencies

We are able to reimburse in the following currencies AUD, CAD, EUR, GBP, USD

Documentation required

All purchases must be supported by the relevant compliant documents. The name and type of document will vary depending on where the purchase is made and what it is for.

Australia
Tax invoice, including ABN of supplier (where applicable) or an itemised bill from a restaurant (alongside the credit card receipt if there is also a tip involved)

United States
Sales invoice including the address of the supplier or an itemised bill from a restaurant (alongside the credit card receipt if there is also a tip involved)

Other Countries
Itemised invoice, including the currency and total amount paid or an itemised bill from a restaurant (alongside the credit card receipt if there is also a tip involved)

Paying by Invoice

If the vendor requires an invoice to be issued for payment, these will need to be in the name of a chapter leader. You are able to send these to us for direct payment if this criteria is met.

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