# Open Source Europe > Open Source Europe (OSE) is a Belgian non-profit association. It is the fiscal host for open source projects in Europe, and it manages funds for foundations and companies that support open source. Projects that OSE hosts receive donations, pay expenses and apply for grants without a legal entity of their own. All their income and expenses are public on the Open Collective platform. To apply, use https://opencollective.com/europe/apply. The documentation at https://www.opensourceeurope.org/docs/ answers questions about hosting, expenses, contributions and policies. https://www.opensourceeurope.org/llms-full.txt holds the text of every docs page in one file. Each docs page also has a Markdown copy: replace the slash at the end of its address with .md, as in https://www.opensourceeurope.org/docs/how-it-works/basics.md. --- # Open Source Europe documentation Source: https://www.opensourceeurope.org/docs/ Practical guidance for joining OSE, receiving funds and managing your Collective. If you are new to OSE: [Start your application](https://www.opensourceeurope.org/docs/getting-started/how-to-apply/). If OSE has already accepted you: [Follow your first steps](https://www.opensourceeurope.org/docs/how-it-works/basics/). ## Choose your task - [Join OSE](https://www.opensourceeurope.org/docs/getting-started/how-to-apply/): Check whether hosting fits your project and prepare your application. - [Run your Collective](https://www.opensourceeurope.org/docs/how-it-works/basics/): Start after acceptance, manage your budget and keep your contacts up to date. - [Receive funds](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/): Choose a donation route, receive a grant or connect GitHub Sponsors. - [Pay and get reimbursed](https://www.opensourceeurope.org/docs/how-it-works/expenses/): Choose an invoice or reimbursement and prepare your payment request. - [Fees and hosting rules](https://www.opensourceeurope.org/docs/faq/general-faqs/): Understand hosting costs and find answers about your arrangement with OSE. - [Get help](https://www.opensourceeurope.org/docs/about/contact-us/): Find the right contact for a question, a payment issue or a sensitive concern. ## Common tasks * [Check project eligibility](https://www.opensourceeurope.org/docs/getting-started/how-to-apply/eligibility/) * [Review hosting fees](https://www.opensourceeurope.org/docs/faq/general-faqs/#how-much-does-it-cost) * [Choose invoice or reimbursement](https://www.opensourceeurope.org/docs/how-it-works/expenses/invoices-or-reimbursements/) * [Apply for a grant](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/applying-for-grants/) * [Connect GitHub Sponsors](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/setting-up-github-sponsors/) * [Arrange U.S. donations](https://www.opensourceeurope.org/docs/what-we-offer/tax-deductible-giving-for-us-donors/) * [Make an outgoing grant or donation](https://www.opensourceeurope.org/docs/how-it-works/expenses/request-a-grant-for-nonprofits-only/) * [Move or close a Collective](https://www.opensourceeurope.org/docs/faq/fiscal-hosting-faqs/) ## Understand OSE Read [what OSE offers](https://www.opensourceeurope.org/docs/what-we-offer/), explore [budget decisions](https://www.opensourceeurope.org/docs/guides/deciding-on-how-to-use-your-money/), or consult the [payment FAQ](https://www.opensourceeurope.org/docs/how-it-works/expenses/expenses-and-getting-paid-faqs/). For a safeguarding concern, go directly to the [safeguarding policy and contacts](https://www.opensourceeurope.org/docs/about/safeguarding-policy/). Open Source Europe is a Belgian Association (ASBL/vzw). Its tech platform lets open source groups raise and spend funds, all in full transparency. ### Our Mission We support movements and decentralized communities by providing the infrastructure needed to: * Launch new projects. * Manage and oversee financial operations. * Keep open source initiatives legally and fiscally compliant. If you are an open source project, OSE helps you reach your goals by taking on the administrative work of managing your funds. We also work with foundations and philanthropists to set up dedicated funds. These funds let them re-grant resources to open source initiatives globally. *** ### How We Can Help #### For Open Source Collectives By partnering with OSE, your group can: * Launch and manage projects without having to incorporate a separate legal entity. * Simplify financial operations with the Open Collective platform. * Connect with global philanthropic opportunities and corporate sponsors. #### For Foundations and Philanthropists We offer professional help with: * Creating and managing philanthropic funds. * Supporting transparent re-granting processes. * Supporting open source initiatives on a global scale through a recognized European structure. *** ### Get Started * [Apply for hosting](https://opencollective.com/europe/apply) * [Join our Discord](https://discord.gg/TmbRzFBqBa) * [Contact us](mailto:home@opensourceeurope.org) --- # How to apply Source: https://www.opensourceeurope.org/docs/getting-started/how-to-apply/ Use this guide to prepare and submit a hosting application, and to learn how OSE reviews it. ## Start here 1. Read the [eligibility criteria](https://www.opensourceeurope.org/docs/getting-started/how-to-apply/eligibility/), [hosting fees](https://www.opensourceeurope.org/docs/faq/general-faqs/#how-much-does-it-cost) and [application questions](https://www.opensourceeurope.org/docs/getting-started/how-to-apply/application-questions/). 2. Prepare your project details and at least one administrator. We recommend two. 3. Follow the application process below, then complete the supplementary form that OSE provides. Next, OSE aims to give a first response within seven business days after it receives the completed supplementary form. This is a target for the response, not a deadline for acceptance. After acceptance, continue with [your first steps](https://www.opensourceeurope.org/docs/how-it-works/basics/). ## Join Open Source Europe in just a few steps Applying to be hosted by Open Source Europe (OSE) is simple and usually takes a few minutes. After OSE accepts you, you can receive contributions and manage your initiative in the open on the Open Collective platform. *** ## Before You Apply Check that your initiative meets these criteria: * It aligns with OSE's mission and impact areas. Your activities should be charitable and aim to benefit the public. * It has at least one administrator. One is enough, and two are recommended for shared management and continuity. OSE must know the administrators' real identities. A public pseudonym is allowed. * For ordinary fiscal hosting, it has no legal entity of its own. An existing legal entity can instead discuss a Fund for a specific programme with OSE. This depends on OSE's review and agreement on the programme and on how the Fund will operate. * It can be based anywhere in the world, not only in Europe. Also read our [Terms of Cooperation](https://www.opensourceeurope.org/docs/terms-of-service/) and [Community Guidelines](https://www.opensourceeurope.org/docs/about/community-guidelines/). *** ## Application Process 1. Go to the [Open Source Europe profile](https://opencollective.com/europe) and click "Apply". 2. Choose your collective type: * If you are new to the Open Collective platform, select "Create New Collective". * If you already have a collective, choose it from the list. 3. Complete the application form. Give information about your initiative, including: * Location * Name and email address * Collective name * Website and/or social media links * Brief description of your collective's activities * Explanation of how your collective furthers OSE's mission impact areas 4. Add at least one administrator. Two are recommended for shared management and continuity. 5. Review your information, accept the terms of service and submit your application. You can edit all this information later, so it does not need to be perfect. *** ## After Submission To complete the review, the team gives you a supplementary application form. Do not wait for an automatic email. We aim to give a first response within seven business days of receiving your completed supplementary form. The review may take longer if we need more information. This does not guarantee acceptance, or that the review ends within seven days. After acceptance, you can start to receive contributions. Welcome calls happen only occasionally and are not a standard onboarding step. Contributions can start without waiting for a call. *** ## Transitioning from Another Fiscal Host If you are moving from another fiscal host: * If you use the Open Collective platform, the move is fairly simple. * If you do not use the Open Collective platform, the process depends on what your current organization requires. Usually, they can transfer your funds to OSE, and you can start quickly. Tell both OSE and your current fiscal host about your plans before you apply, so that the move goes smoothly. *** ## Need Assistance? If you have questions or need help with the application process, [contact us](mailto:home@opensourceeurope.org). --- # Eligibility Source: https://www.opensourceeurope.org/docs/getting-started/how-to-apply/eligibility/ ## Who Can Apply to Be Hosted by Open Source Europe? Open Source Europe (OSE) welcomes initiatives from around the world that align with our mission and values. OSE supports open source projects and communities. Your application should explain how your activities contribute to open source. OSE can accept an initiative before it publishes its first code or other open resources. OSE first reviews the initiative and its commitments to openness. *** ## Eligibility Criteria To be eligible for fiscal hosting by OSE, your initiative must: * Align with OSE's mission and impact areas. Your activities should be charitable and aim to benefit the public. * Be non-profit. Profits must not be distributed to members. For the types of contributions accepted through OSE, including the rules on membership benefits and other counterparty benefits, see [Contributions FAQ](https://www.opensourceeurope.org/docs/faq/contributions-faq/). * Have no separate legal entity, for ordinary fiscal hosting. Initiatives with their own legal status, such as registered NGOs, are not eligible for ordinary fiscal hosting. They can set up a Fund with OSE for a specific programme. OSE must first review and agree to the programme and how the Fund will operate. Contact OSE to discuss the arrangement. OSE does not accept it automatically. * Have at least one administrator. One is enough, and two are recommended for shared management and continuity. OSE must know the administrators' real identities. A public pseudonym is allowed. * Keep to appropriate content standards. Content that promotes violence, hate speech, pornography, or any other material considered inappropriate or offensive is not permitted. *** ## Global Reach OSE welcomes applications from around the world. The team assesses which hosting and payment arrangements are available for each application. A project's location alone does not guarantee that hosting or payments will be possible. *** ## Not Required OSE aims to lower barriers for initiatives with impact, so we do not require: * Application fees * A minimum budget balance * A minimum annual fundraising amount * A fixed duration of commitment * Complex reporting requirements as a general condition of hosting. OSE recommends an annual update on your Collective page. Reporting requirements in a specific funding arrangement or agreement still apply. *** ## Important Considerations * OSE administers funds on behalf of your initiative under the hosting agreement. If you move to another host or close, contact OSE to agree how outstanding expenses and the remaining balance are handled under the applicable agreement and funding restrictions. * OSE assesses possible compliance risks of initiatives. It checks that initiatives align with legal frameworks and avoid activities that could be linked to terrorism or extremism financing. *** ## Ready to Apply? If your initiative meets the criteria above, follow our [How to Apply](https://www.opensourceeurope.org/docs/getting-started/how-to-apply/) guide to start your application. If you have questions, [contact us](mailto:home@opensourceeurope.org). ## Affiliation with another organisation OSE does not accept fiscal hosting at the same time as another host. OSE may accept a technical or community affiliation with another organisation after review. Affiliation alone does not mean fiscal hosting. --- # Application Questions Source: https://www.opensourceeurope.org/docs/getting-started/how-to-apply/application-questions/ ## Prepare Your Answers Before Applying Prepare your answers to the following questions before you apply to Open Source Europe (OSE). This makes the application faster and easier, and helps you explain the purpose of your initiative. *** ## Required Information * **Location:** Give the city and country where your initiative is mainly based. OSE hosts initiatives all over the world, but knowing your location helps us support you better. * **Your Name and Email Address:** Give your full name and a valid email address where we can contact you. * **Collective Name:** Choose a unique name for your collective that describes it. * **Website and/or Social Media Links:** Share links that show your initiative’s activities and online presence. * **Unique URL:** You can choose a unique URL for your collective’s page on the Open Collective platform. * **Administrators:** One administrator is enough, and two are recommended for shared management and continuity. OSE must know the administrators' real identities. A public pseudonym is allowed. Administrators have full permissions to manage the Collective’s settings and finances. *** ## Application Questions Prepare short answers (about 250 characters) to the following questions: 1. **Duration:** How long has your collective been operating? 2. **Fundraising to Date:** If you’ve started fundraising, how much have you raised so far? 3. **Fundraising Goals:** What is your target fundraising amount? 4. **Funding Sources:** Who do you anticipate will fund your initiative? 5. **Collective Activities:** Briefly describe what your collective does. 6. **Mission Alignment:** Explain how your collective furthers one or more of OSE’s mission impact areas. *** ## Tips for a Successful Application * Keep your answers clear and to the point. * Show how your initiative contributes to the public good and fits OSE’s mission. * Include links to your work, such as project websites, social media pages or articles, to support your application. * Check your answers for clarity and completeness before you submit your application. *** ## Need Assistance? If you have questions or need help with the application process, [contact us](mailto:home@opensourceeurope.org). --- # Basics Source: https://www.opensourceeurope.org/docs/how-it-works/basics/ This is your starting point after OSE accepts your Collective. Work through the essentials, then use the relevant guide for each transaction. ## Your first steps 1. Check your public profile and contacts. Use the platform's [Quick Start Guide](https://docs.opencollective.com/help/collectives/quick-start-guide). Keep administrator access and the main contact up to date, and notify OSE of changes. 2. Choose how to receive funds. Start with [donations and funding routes](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/). You can receive contributions without waiting for a welcome call. 3. Agree how your Collective makes spending decisions. Read [budget decisions](https://www.opensourceeurope.org/docs/guides/deciding-on-how-to-use-your-money/). 4. Prepare your first payment. Use [Pay and get reimbursed](https://www.opensourceeurope.org/docs/how-it-works/expenses/). Funds must be received and available before payment. 5. Keep the community informed. Use Updates and review the responsibilities below. Some steps need OSE's agreement first. Contact the team before a grant application naming OSE as recipient or signatory, a specific contract OSE would sign, or a proposed commercial arrangement. Details follow below. ## Welcome to Open Source Europe! Once your application to be hosted by Open Source Europe (OSE) is approved, you can immediately start managing your Collective on the Open Collective platform. Welcome aboard! *** ## Top 5 Things to Remember 1. Contracts and agreements: Before any arrangement requires OSE to sign a specific contract, discuss it with OSE and get its acceptance. 2. Grant applications: If OSE will be named as recipient or signatory, contact the team before submission so it can review and accept its role and commitments. 3. Community updates: Use the Updates feature to keep your community informed. OSE recommends publishing at least one update per year. This is not a general hosting obligation. Reporting requirements in a funding arrangement or applicable agreement still apply. 4. Expenses: Follow the [expense guide](https://www.opensourceeurope.org/docs/how-it-works/expenses/) for documents, review and payment. 5. Contributions: OSE mainly supports donations and grants. Before committing to sales, invoiced services or contributions with promised benefits, contact OSE to discuss whether the arrangement can be supported and under what conditions. Do this before making commitments or receiving payment. Acceptance is not guaranteed. *** ## Understanding Open Collective Open Collective is the platform that OSE operates on. It provides tools for transparent budgeting, customizing a Collective profile, setting up tiers and goals, and more. For an overview of using the Open Collective platform, check out its [documentation](https://docs.opencollective.com/help/about/documentation). It explains the features you can use. Its [Quick Start Guide](https://docs.opencollective.com/help/collectives/quick-start-guide) is another good place to start. *** ## Budget Management of Your Collective Receiving funds and submitting expenses are both simple. Each has its own page in these docs with the details. Feel free to share them with the contributors and members of your Collective. Being fiscally hosted by OSE means joining a community of hundreds of initiatives that share the same tools to manage their independent projects. It needs little attention, but it does need some to work properly. Please read the guidelines on [donations](https://docs.opencollective.com/help/collectives/raising-money) and [expenses](https://docs.opencollective.com/help/expenses-and-getting-paid/submitting-expenses). If you have any questions or doubts, contact us at . *** ## Important Notes * Tax obligations: You’re responsible for understanding and fulfilling all of your tax obligations. If you’re not sure whether you need to charge or pay tax, we encourage you to ask a tax professional about your tax obligations. OSE can’t provide tax advice. * Terms & Conditions: Please review our [Terms & Conditions](https://www.opensourceeurope.org/docs/terms-of-service/) for detailed information about your responsibilities and our policies. *** ## Need Assistance? If you have any questions or need help, feel free to [contact us](mailto:home@opensourceeurope.org). ## Keeping your contacts up to date When administrators or the main contact change, update access on Open Collective and notify OSE so the team can keep supporting you without a break. ## Optional welcome call Welcome calls happen only occasionally and are not a standard step. Contributions can start after acceptance without waiting for a call. See [How to apply](https://www.opensourceeurope.org/docs/getting-started/how-to-apply/). --- # Deciding on How to Use Your Money Source: https://www.opensourceeurope.org/docs/guides/deciding-on-how-to-use-your-money/ How to use funds for your initiative on OSE This guide is based on an Open Source Collective workshop led by Sumana Harihareswara of Changeset Consulting in January 2022. It helped open source software projects hosted on Open Collective decide how to use the money they had already raised. We adapted it to the cases we see on OSE, and all examples are in EUR. ## Why You Should (or Shouldn't) Spend Your Money ### Reasons to Spend * Advance your project. Pay for tasks, chores and infrastructure improvements that are hard to do with volunteer labour alone. * Attract more donors. When you spend money, donors see that you use their contributions well. * Experiment and learn. Spending money on pilot projects or services can help you try new approaches and gives you more flexibility. * Boost morale. Small purchases of merchandise (stickers, awards, t-shirts) can help contributors stay and can improve team morale. Agree together on rules for spending decisions that suit your Collective's budget. Make clear who can approve expenses and which decisions need a wider discussion. These internal rules do not replace OSE's expense checks or the conditions attached to your funding. ### **Reasons to Save:** * Specific activities. Save up for large expenses, such as hiring contractors. * Self-insurance. Keep funds to cover possible risks, such as unexpected hosting costs or legal expenses. * Budgeting. Make a budget that sets funds aside for self-insurance and for future activities. Then you know clearly how much you can spend. ## Driver and Supporter/Protector Activities **Drivers:** Activities that directly advance your mission (e.g., software development). **Supporters:** Infrastructure activities and purchases that support drivers (e.g., organising conferences, buying laptops). **Protectors:** Activities or expenses that reduce risks (e.g., legal fees, code of conduct workshops). For instance, in this diagram... [Image: Diagram of money and resources flowing into a project from creators, individual users, platforms and organisational users, and out to platforms and services, labour, convenings and travel, equipment and supplies, and outgoing donations and grants] *Money and Resources, shown by those that go into a project and then what comes out of it* ...labor for software development is a driver, because writing the software directly advances the mission of making and improving the open source project. An example of a supporter activity: organizing a conference where the contributors can meet to improve and speed up their work. An example of a supporter purchase: buying a new laptop for a contributor to use. ## Advancing Your Goals and Roadmap Consider what's on your roadmap and how you can spend to support it. If your project has no clear goals or written roadmap, you can still spend money on the following: * Consultants who help you create a roadmap. * Hardware upgrades for your team's development environment. * Volunteer contributions. Volunteers can ask for reimbursement of their actual expenses, with the required supporting documents. OSE may consider a separate volunteer allowance arrangement, but it must review and accept the arrangement beforehand. OSE does not accept it automatically. If you have a roadmap, pay new contractors or services to take repetitive tasks off your existing volunteers. ### Specific Spending Examples * Independent contractors * Volunteer reimbursements * Professional education and tools * Meet up travel expenses * Logo design and merchandise * Co-working space * Virtual assistant services ### Hiring Contractors You can hire collaborators for your collective as contractors. You can choose who to hire informally or through a public job posting. See [the invoicing options](https://www.opensourceeurope.org/docs/how-it-works/expenses/invoices-or-reimbursements/). ### Using Bounties Cautiously Patch bounty programs can encourage specific development work. They may also make people compete instead of working together. Use bounties for tasks that volunteers do not want to do or do not have the skills for. OSE treats bounty payments as payments for services: a compliant invoice is required, and the usual payment rules apply. ## Decision-Making and Governance Open Collective's expense documentation says: > **Note:** "The decision is up to you as a project. Some projects are informal, and any Core Contributor can approve any expense. Others have a formal decision-making or budgeting process, or only pay expenses for specific things. We advise you to have a discussion with your collaborators and agree on guidelines for approving expenses." Also read the documentation on [budget](https://docs.opencollective.com/help/collectives/budget) and [expense policies](https://docs.opencollective.com/help/collectives/collective-settings/expense-policy), and ["ten ways to make decisions about money"](https://blog.opencollective.com/ten-ways-to-make-decisions-about-money/). * Common concerns: * Legal or tax questions: Open Source Europe cannot advise you on the legal or tax obligations of your members or collaborators. We recommend that you contact a legal or tax specialist in their country of residence. For general guidance, use this documentation or contact us at . * Disagreements: act in good faith and support decisions made by the group. Clear policies and consistent practices help a lot. People will have reasonable concerns about what you spent, and why and how you spent it. If you are not sure how to prevent or answer those concerns, you have two main options: * *Intense up-front transparency*: publish the details of your decisions openly. Tell contributors and observers about possible expenses in advance, make clear who decides, and offer a public comment period before approval. Do this every time, and use Open Collective's tools to keep the records available for later review. This is fairly easy if you manage all expenses through Open Collective invoices. * *Post-decision accountability*: do not offer a public comment period before the decision. Instead, run a clear private comment period among the people who decide. Then answer for past expenses: anyone who wants to can ask for details about a specific expense. This lets you make more decisions privately, and you can give some details privately when people ask. Keep in mind that your payees, or the people you answer, may publish details on their own. ## OSE’s role in conflicts Collectives manage their internal conflicts. OSE intervenes if a situation affects funds or hosting conditions, but does not promise mediation. If you suspect misuse of funds, or have concerns about administrators, contact OSE privately. You do not have to go through those administrators. --- # Fiscal Hosting FAQs Source: https://www.opensourceeurope.org/docs/faq/fiscal-hosting-faqs/ ## What is a Fiscal Host? A **Fiscal Host** is an organization that holds funds on behalf of Collectives, so they can operate financially without having to set up a legal entity. This arrangement is also called fiscal sponsorship. It allows your Collective to: * Receive and manage donations and grants * Provide donation confirmations and administer grants * Handle taxes, bookkeeping, and legal compliance * Pay expenses approved by your Collective admins The Open Collective platform provides all the tools to manage these flows transparently. *** ## How do I add a Fiscal Host to my Collective? If your Collective does not yet have a Fiscal Host, you can add one by: 1. Going to your Collective page 2. Clicking on **“Apply to Fiscal Host”** 3. Choosing the appropriate Host (such as Open Source Europe) > **Note:** Learn how: [Add a Fiscal Host](https://docs.opencollective.com/help/collectives/add-fiscal-host) *** ## More Info See [How to apply](https://www.opensourceeurope.org/docs/getting-started/how-to-apply/) and our [Terms of Service](https://www.opensourceeurope.org/docs/terms-of-service/) for hosting with OSE. ## Moving to another fiscal host Contact OSE before you leave. You then coordinate with the new host, settle outstanding expenses and check the conditions for transferring the balance. Transfers remain subject to the hosting agreement and restrictions on the funds. A change on Open Collective does not automatically change your GitHub Sponsors setup. ## Closing a Collective voluntarily If the Collective stops operating without moving to another host, settle outstanding expenses first. The Collective then proposes where the remaining balance goes, in line with its purpose. OSE reviews and approves it according to the funding conditions. For equipment bought with the Collective's budget, the Collective proposes what should happen to it. OSE reviews the proposal and the funding conditions before anything is transferred or disposed of. This process does not decide who owns the equipment, and it does not add a general inventory requirement. ## Inactive Collectives When a Collective is inactive for a long time, OSE contacts the administrators and sends reminders. The reminders state a deadline to respond and what happens if there is no reply. If there is no response, OSE may end hosting, stop recurring contributions and reallocate the balance to its general fund or a similar project. This happens under the applicable agreement and funding restrictions. There is no universal six-month timeline. This process is separate from unidentified incoming payments. --- # Financial Contributions – How to Donate Source: https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/ Guides for donors and financial contributors. Choose the route that matches the donor or funding arrangement. For an ordinary contribution, start on the Collective's Open Collective page. The card, PayPal and bank transfer options are described below. ## Find the right route | What you want to do | Guide | | -------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Donate by bank transfer | [Bank transfer instructions](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/wire-transfer-instructions-via-open-collective-platform/) | | Apply for or receive a grant | [Grant applications](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/applying-for-grants/) | | Receive GitHub sponsorships | [Connect GitHub Sponsors](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/setting-up-github-sponsors/) | | Arrange tax-deductible U.S. giving | [U.S. donation routes](https://www.opensourceeurope.org/docs/what-we-offer/tax-deductible-giving-for-us-donors/) | | Receive a crypto donation | [Crypto donations through Every.org](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/contributions-in-cryptocurrencies/) | | Consider another crowdfunding platform | [Fundraising tools and external platforms](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/fundraising-tools-and-resources/) | | Request a donation refund | [Refund requests](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/refunds/) | Before choosing a route, check the [current hosting fees](https://www.opensourceeurope.org/docs/faq/general-faqs/#how-much-does-it-cost). Contact OSE before you set up an external collection or promise goods, services or other benefits in return for funding. ## Why Donate via Open Source Europe? Through Open Source Europe (OSE), donors can support Collectives transparently and securely. Hosted Collectives don't need their own bank account or legal entity: OSE receives and manages the funds for them. Donors can also choose to be publicly acknowledged on the Collective’s profile. *** ## Accepted Payment Methods You can make a contribution through: * Credit or debit card * PayPal * Bank transfer (SEPA or international) > **Note:** When you make a bank transfer, include the name of the Collective and your order number in the payment reference. If you cannot, contact us at with your transaction details, so we can assign the payment correctly. *** ## Information Required When donating, you may be asked for: * Your full name * Your email address * Your organization name (if applicable) * Your payment method details *** ## Bank Transfer Instructions If you want to contribute by bank transfer, follow the step-by-step guide here:\ 👉 [Wire Transfer Instructions](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/wire-transfer-instructions-via-open-collective-platform/) *** ## Tax-Deductible Giving U.S. donors can use the established Myriad → OCEF → OSE route for tax-deductible giving, subject to applicable tax rules. Contact OSE before you pay, so that OSE can organise the right route. See [U.S. giving](https://www.opensourceeurope.org/docs/what-we-offer/tax-deductible-giving-for-us-donors/). *** ## Need Help? If you’re not sure which method to use, or want to check your transaction, contact us:\ 📧 ## Hosting fees See the [current OSE fee reference](https://www.opensourceeurope.org/docs/faq/general-faqs/#how-much-does-it-cost). --- # Wire Transfer Instructions via Open Collective Platform Source: https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/wire-transfer-instructions-via-open-collective-platform/ This option is available for all funds. ## Overview If you prefer to contribute to a Collective by bank transfer, Open Source Europe (OSE) has a simple process for this. *** ## Step-by-Step Guide 1. Start the donation * Go to the page of the Collective you want to support. * Click the **“Contribute”** button. * Select **“Bank Transfer”** as your payment method. 2. Get the transfer instructions * After you confirm your contribution, you'll get an email with: * OSE's bank account details. * A unique **Order Number** for your contribution. 3. Make the bank transfer * Start the transfer from your bank, and make sure you: * Use exactly the bank details provided. * Include the **Order Number** and the **Collective's name** in the payment reference. > **Danger:** If you leave out the Order Number or the Collective's name, it may take longer to allocate your funds. 1. Processing time * Allow up to seven business days from the date you send the bank transfer for the contribution to appear in the Collective's budget. This is an estimate, not a guarantee. If it has not appeared after this period, contact OSE using the details below. * Once the hosting team has confirmed receipt and allocated the transfer to your Collective, the contribution will appear in its budget. *** ## Visual Guide [Image: The Open Collective thank-you page after a contribution, with a pending notice and payment instructions that give the amount, IBAN, BIC and order reference for the bank transfer] [Image: The confirmation email, with the bank transfer instructions: amount, IBAN, BIC, order reference and recipient address] *Example of the confirmation screen displaying bank transfer details.* *** ## Troubleshooting * Didn't get the instruction email? * Check your spam or junk folder. * If it is not there, contact us at . * Funds not in the budget seven business days after you sent them? * Check that the payment reference included the correct Order Number and Collective's name. * Give us: * The transaction receipt. * The amount sent. * The date of transfer. * The sender's name. Send this information and any supporting documents by email to , and we will help you. Do not send them through Slack or Discord. ## Hosting fees See the [current OSE fee reference](https://www.opensourceeurope.org/docs/faq/general-faqs/#how-much-does-it-cost). --- # Applying for Grants Source: https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/applying-for-grants/ Use this guide when a funder may support your Collective through OSE. Your Collective leads the application and project. OSE reviews its own role and commitments. ## The grant journey 1. Before you submit, check the funder's requirements and contact OSE. If the application names OSE as recipient or signatory, OSE must review and accept that role before submission. 2. If you get the grant, share the grant agreement and arrange the necessary agreements and payment instructions with OSE. 3. When the funds arrive, use the Collective budget in line with the funding conditions. A promised grant is not an available balance. 4. During the project, prepare activity reports and project monitoring. OSE provides the accounting information it holds and validates anything that binds OSE. The details of the agreement, communication and reporting requirements are below. See also [hosting fees](https://www.opensourceeurope.org/docs/faq/general-faqs/#how-much-does-it-cost) and [spending the grant budget](https://www.opensourceeurope.org/docs/how-it-works/expenses/). ## Overview Open Source Europe (OSE) enables hosted Collectives to receive grants from institutional and philanthropic funders, both in Europe and internationally. Our team helps you prepare the arrangements for receiving and managing the grant. > **Danger:** If a grant application names OSE as recipient or signatory, contact OSE before submission, so the team can review and accept its role and commitments. *** ## Initial Steps 1. Contact OSE early Email to let us know about the grant opportunity. We'll help assess whether it's compatible with fiscal hosting through OSE. 2. Check funder requirements Some funders do not allow grants to fiscally sponsored initiatives. Ask the funder whether they accept a hosted structure. 3. For U.S. funders Contact the OSE team to arrange the documentation required by your funder. See [Equivalency Determination Certificate](https://www.opensourceeurope.org/docs/what-we-offer/equivalency-determination-certificate/). *** ## Grant Agreements & Receiving Funds 1. Grant Agreement The funder will provide a grant agreement. This must be signed by the confirmed recipient entity.\ Please share the agreement with us via , or have the funder reach out to us directly. 2. Mandate Agreement Your initiative will also need to sign a Mandate Agreement with OSE.\ It makes the arrangement formal. One signatory from your initiative is enough. 3. Bank Transfer The OSE team will provide the right bank transfer instructions for the agreed grant arrangement. 4. Allocation on the Platform Once the grant is received, the funds will appear on your Collective’s Open Collective page as available balance. *** ## Funder Communication * Acknowledgments You can publicly recognize funders on your Collective page. Their name will appear in your list of contributors unless they choose to remain anonymous. * Updates Keep your funders informed by posting regular updates through the Open Collective platform. * Ongoing Communication If funders send requests or messages to OSE, OSE will forward them to your initiative for follow-up. *** ## Grant Reporting The Collective prepares activity reports and project monitoring. OSE provides the accounting information it holds and validates statements or commitments that bind OSE. Follow the reporting requirements and deadlines of the grant agreement. *** ## Need Help? The Collective leads its own fundraising. OSE may occasionally share opportunities or make introductions when it has capacity. It does not promise a structured fundraising service or funding success. For questions about receiving and administering a grant, contact . ## Hosting fees See the [current OSE fee reference](https://www.opensourceeurope.org/docs/faq/general-faqs/#how-much-does-it-cost). --- # Fundraising Tools & Resources Source: https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/fundraising-tools-and-resources/ More ways to raise funds Open Collective includes crowdfunding tools and is the usual way to raise funds for an OSE Collective. ## External platforms External platforms such as Patreon, Ko-fi and GoFundMe are considered case by case. Contact OSE before you set up a campaign to receive funds through OSE. The team checks payout arrangements, available records and any promised benefits. Then it confirms whether it can accept the setup. Do not assume that choosing an organisation with a similar name will send donations to your OSE Collective. ## Supported routes * [GitHub Sponsors](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/setting-up-github-sponsors/) * [U.S. tax-deductible donations](https://www.opensourceeurope.org/docs/what-we-offer/tax-deductible-giving-for-us-donors/) * [Cryptocurrency donations](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/contributions-in-cryptocurrencies/) ## Fundraising support The Collective leads its fundraising. OSE may occasionally share opportunities or make introductions when it has capacity. It does not guarantee funding or provide a standard fundraising service. For an unidentified incoming payment, [contact OSE](https://www.opensourceeurope.org/docs/about/contact-us/) with its reference, so the team can find out where it should go. This is separate from how OSE handles the balances of inactive Collectives. --- # Setting up GitHub Sponsors Source: https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/setting-up-github-sponsors/ Guide to connecting GitHub Sponsors for Organizations to your Collective ## Choose your starting point * For a new organisation profile, follow [First activation](#first-activation-for-a-github-organisation). Have the URL of your OSE-hosted Collective ready, and use an organisation owner account with two-factor authentication. * If you are already sponsored through another host, start with [Already using GitHub Sponsors?](#already-using-github-sponsors). A move on Open Collective does not move your Sponsors setup automatically. * For a personal GitHub account, discuss the arrangement with OSE. The activation steps below are for organisations. The result is a Sponsors profile for your project that uses OSE's fiscal-host route. GitHub reviews the profile first. If the host label or payout setup is unclear, contact OSE before continuing. Use GitHub Sponsors for your project with OSE as fiscal host and your Collective on Open Collective as the destination for its budget. ## First activation for a GitHub organisation 1. Your project needs a Collective hosted by OSE. The person configuring Sponsors must be an owner of the project’s GitHub organisation and have two-factor authentication enabled. 2. Visit [GitHub Sponsors](https://github.com/sponsors), choose **Get sponsored**, and select the project’s own GitHub organisation. 3. Select **This organization is using a fiscal host**, then select the host entry for OSE. If the label is unclear, contact OSE before continuing. The public GitHub guide may still show the earlier name, Open Collective Europe. 4. In **Fiscal host project profile URL**, enter your Collective’s Open Collective URL, for example `https://opencollective.com/your-project`. Do not enter OSE’s GitHub organisation URL in this field. 5. Complete the project profile and request GitHub approval. Activation depends on GitHub’s review, and there is no promised date for approval. OSE’s GitHub organisation is [opensourceeurope](https://github.com/opensourceeurope). You configure sponsorship for your own project through the fiscal-host route. Do not set up your own Stripe account for that route. If you see a payout setup step you did not expect, contact OSE. GitHub also supports personal sponsored accounts. This guide covers the setup for organisations. For a personal account, discuss your case with OSE. ## Already using GitHub Sponsors? Contact OSE to organise a change from another fiscal host. Moving your Collective on Open Collective does not automatically update its GitHub Sponsors host. OSE supports you through the process and works with GitHub where needed. Do not assume the migration is complete until the GitHub setup has been confirmed. ## Fees and sponsorship benefits See the [current OSE fee reference](https://www.opensourceeurope.org/docs/faq/general-faqs/#how-much-does-it-cost). GitHub’s own fees are separate. See its [current fee guidance](https://docs.github.com/en/sponsors/sponsoring-open-source-contributors/about-sponsorships-fees-and-taxes). If you plan to promise goods, services or other benefits to sponsors, contact OSE before you commit or receive payment. GitHub’s tier features do not automatically make an arrangement acceptable to OSE. ## Official instructions * [Using a fiscal host](https://docs.github.com/en/sponsors/receiving-sponsorships-through-github-sponsors/using-a-fiscal-host-to-receive-github-sponsors-payouts) * [Setting up Sponsors for an organisation](https://docs.github.com/en/sponsors/receiving-sponsorships-through-github-sponsors/setting-up-github-sponsors-for-your-organization) Questions: . --- # Tax-Deductible Giving for U.S. Donors Source: https://www.opensourceeurope.org/docs/what-we-offer/tax-deductible-giving-for-us-donors/ ## An established route for U.S. giving U.S. individuals and businesses can support OSE Collectives through Myriad USA → Open Collective Europe Foundation (OCEF) → OSE. This established arrangement allows U.S. tax-deductible donations, within the limits of the applicable tax rules. The donor’s actual deduction depends on their circumstances. ## Choose the appropriate donation route Contact OSE at before payment, and give the name of the Collective you want to support. The team organises the route, reference, documents, applicable costs and transfer arrangements. * Regular fundraising from U.S. donors: an Every.org page organised with OSE is the preferred option. Funds follow Every.org → Myriad → OCEF → OSE. * A larger donation: the donor gives directly to Myriad, without Every.org, then funds follow Myriad → OCEF → OSE. Ask the team for the correct instructions. This page gives no fixed amount threshold. A donation through the ordinary Open Collective checkout does not automatically use this arrangement. Confirm which organisation will issue the donation documentation for the selected route. The [current OSE hosting fees](https://www.opensourceeurope.org/docs/faq/general-faqs/#how-much-does-it-cost) apply. The team will confirm any additional costs associated with the route. ## Other cases If the tax-deductible route for your circumstances has not already been confirmed, contact OSE before giving to check the available route and documents. OSE does not guarantee an individual tax benefit. Cryptocurrency donations must start on Every.org. See [Cryptocurrency contributions](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/contributions-in-cryptocurrencies/). For grants from U.S. foundations, see [Equivalency Determination Certificate](https://www.opensourceeurope.org/docs/what-we-offer/equivalency-determination-certificate/). Further information: [Myriad FAQ](https://myriadusa.org/about/faqs/) and [ways to give](https://myriadusa.org/waystogive/). --- # Equivalency Determination Certificate Source: https://www.opensourceeurope.org/docs/what-we-offer/equivalency-determination-certificate/ ## Grants from U.S. foundations Open Source Europe helps hosted projects receive grants from U.S. foundations through an Equivalency Determination (ED) arrangement. Contact the OSE team before applying. We coordinate with the funder, provide the relevant documentation and arrange for the grant to reach your project. ## Preparing a grant application Contact early, with: * The funder's name and the project to be supported. * The proposed amount, purpose and application deadline. * Any eligibility requirements or draft grant agreement. The team will provide the current ED documentation and confirm the details to use in the grant agreement. An ED does not guarantee that a particular funder or grant programme will accept an application. ## Donations from individuals An ED is different from the route for U.S. tax-deductible donations through Myriad USA. See [Tax-Deductible Giving for U.S. Donors](https://www.opensourceeurope.org/docs/what-we-offer/tax-deductible-giving-for-us-donors/). ## Documentation for the funder The ED used for this arrangement is held by Open Collective Europe Foundation. When this route is used, the foundation receives the grant and transfers it to OSE for your project. The OSE team coordinates these steps. --- # Contributions in cryptocurrencies Source: https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/contributions-in-cryptocurrencies/ OSE Collectives can receive cryptocurrency donations through the established route: Every.org → Myriad USA → Open Collective Europe Foundation (OCEF) → OSE → the Collective’s budget on Open Collective. ## Set up the donation page Contact OSE first at . The team creates and hosts an Every.org page for your Collective and provides the applicable instructions, documents, fees and transfer information. Every.org is the required starting point for this cryptocurrency route. ## Receive and transfer funds Cryptocurrency is converted into conventional currency before it is allocated to the Collective. OSE does not pay cryptocurrency out to the Collective. The Collective may ask OSE at any time to transfer the funds received on Every.org to its Open Collective budget. The team handles the intermediary steps. A request does not mean an immediate payout. No fixed twice-yearly transfer schedule applies. ## Fees See the [current OSE fee reference](https://www.opensourceeurope.org/docs/faq/general-faqs/#how-much-does-it-cost). Contact OSE for the applicable processing, conversion and intermediary costs before sending funds. Do not assume a combined fee or transfer date. --- # Refunds Source: https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/refunds/ Can I refund a donation or get a refund for one I have made? ## Can I request a refund for a donation? Yes, under certain conditions. Open Source Europe (OSE) can process refunds for contributions made via credit card, bank transfer, or PayPal. ### Refund Timeframes * Credit card or bank transfer: Refunds can be requested within 90 days of the contribution date. * PayPal: Refunds can be requested within 60 days of the contribution date. > **Danger:** Refunds are only issued to the original payment method. For card payments processed through Stripe, Stripe and the card issuer route the refund, including when the original card has expired or been replaced. OSE reviews the request and starts an approved refund. It does not control how the bank handles the funds. *** ## How to Request a Refund Contact the Collective administrators first. They forward your request to OSE. If the administrators do not respond, contact OSE directly at . A request does not guarantee a refund. Include the following details: * URL of the donation (e.g., `https://opencollective.com/europe/contributions/528520`) * Date and amount of the transaction * Reason for the refund request > **Danger:** After reviewing the request, OSE may decline a refund if the contribution was authorized and the funds have already been used to support the Collective's activities. *** ## Refund Processing Times OSE first reviews the refund request. If approved, OSE initiates the refund. The time it takes for the funds to reach you then depends on the payment method, payment provider and bank. No fixed processing or receipt date is guaranteed. These processing steps are separate from the request deadlines above: 90 days for card or bank-transfer contributions and 60 days for PayPal. *** ## Additional Information * Refunds are only processed to the original payment method. * The handling of an expired card or closed account depends on the payment provider and bank. It is not an automatic reason for OSE to declare a refund impossible. * For contributions made via manual bank transfer, the administrators forward the request to OSE to discuss refund options. Contact OSE directly if they do not respond. *** ## Need Assistance? If you have questions about refunds or need more help, please contact us at . --- # Contributions FAQ Source: https://www.opensourceeurope.org/docs/faq/contributions-faq/ Questions about contributing to our hosted collectives ## **How do I cancel recurring donations/subscriptions/payments?** See our instructions on how to cancel recurring or ongoing donations, subscriptions, payments, etc., [here](https://docs.opencollective.com/help/financial-contributors/payments#change-the-amount-payment-method-or-cancel-an-existing-contribution). ## **What if a contributor wants their contribution to be anonymous?** Contributors can make an anonymous payment by choosing [incognito](https://docs.opencollective.com/help/financial-contributors/payments#profile) when they pick a profile to pay from. If the contributor pays as a [guest](https://docs.opencollective.com/help/financial-contributors/payments#contributing-as-a-guest), the given name still shows up. The contributor just does not have to log in to make the payment. All Open Collective users can also [separate](https://opencollective.com/opencollective/updates/new-legal-and-display-name-settings) a public display name from their private legal name. ## **What if a financial contributor is unable or not comfortable with submitting their credit card information online?** If a donor is not comfortable with online credit card transactions, they can send the funds via PayPal or bank transfer. ## **Someone said they sent my collective money but I don’t see it in my account! Help?** \~or\~ ## **I sent in money but I don't see my donation on the collective's page?!** [Contact us!](https://www.opensourceeurope.org/docs/about/contact-us/) We often receive money in our bank account without any sign of where it should go. This is why it is so important to include the order number in the bank transfer. We always search carefully for the right collective, but sometimes we cannot find it. OSE keeps unidentified funds pending until it can identify the intended Collective. Once the Collective is identified, the funds can be allocated to it. There is no fixed monthly transfer schedule for unidentified funds. To follow up on a bank transfer, email with these details: * The transfer receipt * The amount * The date * The sender's name * The intended Collective * The order number, if you have it Discord is a community space. Do not use it for bank transfer cases or supporting documents. ## **What if a financial contributor requests an invoice before making the donation?** OSE can confirm receipt of a donation, but a donation confirmation is not a sales or VAT invoice. OSE primarily supports donations and grants. Before you commit to sales, invoiced services or contributions with promised benefits, contact OSE. Discuss with OSE whether it can support the arrangement and under what conditions. Do this before you make commitments or receive payment. Acceptance is not guaranteed. ## **Can we use outside fundraising platforms to fundraise for our collective?** Open Collective already includes crowdfunding tools and is the usual option. External platforms such as Patreon, Ko-fi or GoFundMe are considered case by case. Contact OSE before you set up a campaign to receive funds through OSE. The team checks payout arrangements, supporting records and any promised benefits. Compatibility and acceptance are not automatic. See [GitHub Sponsors](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/setting-up-github-sponsors/) for that specific route. ## Can we receive earned income (i.e., non-donations)? OSE primarily supports donations and grants. Before you commit to sales, invoiced services or contributions with promised benefits, contact OSE. Discuss with OSE whether it can support the arrangement and under what conditions. Do this before you make commitments or receive payment. Acceptance is not guaranteed. ## **Can we offer financial contributors something in return for their donation?** Tiers can suggest contribution amounts. If you intend to promise goods, services, advertising, access or another benefit, contact OSE before you commit or receive funds. The team will check whether it can support the arrangement. Acceptance is not guaranteed. You can still acknowledge donors, as long as the acknowledgment is optional and not promised as part of a tier. ## **Can my group offer memberships/accept membership fees?** A symbolic supporter membership gives no rights or benefits. Any proposed membership with benefits must be discussed with OSE before you commit to it or collect fees. Acceptance is not automatic. ## Can my collective donate to another hosted collective? Transfers to another hosted Collective are different from ordinary external donations. Before you go ahead, get OSE’s approval of the recipient, purpose and funding conditions. Collectives[ can give to other collectives](https://docs.opencollective.com/help/financial-contributors/collective-to-collective) hosted by Open Source Europe. (If you want to give to a collective with another fiscal host, there are[ some extra steps](https://docs.opencollective.com/help/financial-contributors/collective-to-collective#across-different-fiscal-hosts).) ## U.S. tax-deductible donations The established Myriad → OCEF → OSE route supports U.S. tax-deductible giving, subject to applicable tax rules. Contact OSE before payment to organise the right route. See [U.S. giving](https://www.opensourceeurope.org/docs/what-we-offer/tax-deductible-giving-for-us-donors/). ## Donation refunds Contact the Collective administrators first. They forward the request to OSE. If they do not respond, contact OSE directly. Contact does not guarantee a refund. See [Refunds](https://www.opensourceeurope.org/docs/how-it-works/financial-contributions-how-to-donate/refunds/). --- # Expenses Source: https://www.opensourceeurope.org/docs/how-it-works/expenses/ Prepare a payment from your Collective's budget. Start by choosing the situation that matches your request. ## Choose your payment | Your situation | Where to start | | ---------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------- | | You have already paid for something for the Collective | [Prepare a reimbursement](https://www.opensourceeurope.org/docs/how-it-works/expenses/invoices-or-reimbursements/#prepare-a-reimbursement) | | A supplier needs to be paid for goods or services | [Prepare an invoice](https://www.opensourceeurope.org/docs/how-it-works/expenses/invoices-or-reimbursements/#prepare-an-invoice) | | The payment is a donation or grant to another organisation | [Ask OSE about an outgoing grant or donation](https://www.opensourceeurope.org/docs/how-it-works/expenses/request-a-grant-for-nonprofits-only/) | ## Before you submit * Have the invoice or receipt and the payment details ready. A bank statement alone is not enough for a reimbursement. * Check that the funds you need have been received and are available. * For supplier invoices, use the name of the Collective or of the person who placed the order. Do not use OSE's legal name or VAT number. * If you are not sure an expense is eligible, ask OSE before you spend. If OSE must sign a specific contract, agree this with OSE in advance. When you are ready, go to [Submission Process](#submission-process). If you have already submitted, read [Approval Workflow](#approval-workflow), or use the expense comments for routine follow-up. Send sensitive information privately. The payment target is seven business days once the expense is complete and approved and funds are available. Bank processing time comes on top of this. The target is not a guaranteed date of receipt. ## Overview The expense process at Open Source Europe (OSE) is meant to be transparent and simple. You can use it to reimburse a team member or to pay a service provider. The process keeps spending accountable and in line with fiscal regulations. *** ## Before spending and requesting reimbursement OSE does not ask for advance approval of every ordinary expense. If you are not sure an expense is eligible, contact the team before you spend. OSE still reviews each reimbursement. Any arrangement that needs a specific contract signed by OSE must be discussed and accepted in advance. If someone cannot pay the cost first, OSE can pay the supplier directly on a compliant invoice. OSE does not provide advances to individuals. OSE may pay a supplier deposit before delivery or completion. It must first review and agree to the documents and conditions, and the funds must be available. *** ## Types of Expenses You can submit two main types of expenses: ### 1. **Reimbursements** Use this when someone has paid for goods or services for the Collective with their own money. * Required documents: fiscal receipts that show: * Vendor's name, address and tax reference * Transaction date * Description of items or services * Amount paid > **Caution:** Order confirmations, proforma invoices, or bank statements are not valid receipts. Learn more: [How to Submit a Reimbursement](https://docs.opencollective.com/help/expenses-and-getting-paid/reimbursement) ### 2. **Invoices** Use this to pay people or organizations for services they provided. * Required documents: * Unique invoice number * Service provider's full details (name, address, tax ID) * Detailed description of services * Applicable tax rate and amount * Invoice addressed to the Collective or the person who placed the order > **Danger:** Invoices must be addressed to the Collective or the person who placed the order. OSE acts only as the payer for these purchases. Collectives must not use OSE’s legal name or VAT number to have invoices issued. Learn more: [How to Submit an Invoice](https://docs.opencollective.com/help/expenses-and-getting-paid/invoices) *** ## Supporting documents and timing of submission OSE refuses reimbursement without an invoice or receipt. A bank statement alone is not enough. For durable equipment, the usual supporting documents are required. OSE does not ask for an extra inventory as a rule. Specific funding or agreement requirements still apply. There is no general fixed deadline to submit a reimbursement. Deadlines in a funding agreement or for a closure must still be respected. Expenses from before OSE accepted the Collective may be reimbursed. OSE first reviews their connection to the project, the documents and the funding conditions, and funds must be available. *** ## Paying service providers Collectives can pay service providers against a compliant invoice, including through a workers’ cooperative. Agree the work, price and dates with the Collective and submit the invoice through Open Collective for review. OSE does not provide a standard employment or payroll service. Any arrangement that requires OSE to sign a specific contract must be discussed and accepted beforehand. *** ## Submission Process 1. Go to your Collective's page and click **“Submit Expense”** 2. Choose the expense type: **Reimbursement** or **Invoice** 3. Fill in the required details and upload documentation 4. Select a payout method, such as PayPal or Wise/bank transfer 5. Submit for approval > **Note:** We aim to start the payment within seven business days. The expense must be complete and approved, and the funds must have been received and be available. Bank processing time comes on top of this. This is a target, not a guaranteed date of receipt. *** ## Approval Workflow The Collective and OSE review expenses. If the only administrator asks for their own reimbursement, OSE can check the supporting documents and pay without a second approver from the Collective. OSE checks the documents before payment. Incomplete or non-compliant expenses may be rejected. A promised donation or grant is not an available balance: funds must be received and available before payment. *** ## Payment Methods Supported payout options: * **PayPal** (must be active and verified) * **Bank Transfer via Wise** (international bank details required) > **Danger:** Make sure the payout details match the expense documents, or the payment may be delayed. *** ## Compliance and Best Practices * The public can see an expense's title, amount and public display name. Keep sensitive information out of the title. Supporting documents and payment details are not shown publicly. * Double-check amounts, details and receipts before you submit. * Use expense comments for routine questions and follow-up. Comments are not public. The expense submitter, the Collective's administrators and the fiscal host's administrators can see them. For sensitive information that the Collective's administrators should not see, email directly. > **Note:** For help, email us at *** ## Learn More * [Overview: How to Submit Expenses](https://docs.opencollective.com/help/expenses-and-getting-paid/submitting-expenses) * [Expenses in the Ledger – Open Collective Docs](https://docs.opencollective.com/open-collective-docs/product/ledger/expenses-in-the-ledger) * [Expenses and getting paid: frequently asked questions](https://www.opensourceeurope.org/docs/how-it-works/expenses/expenses-and-getting-paid-faqs/) * [Outgoing grants and donations](https://www.opensourceeurope.org/docs/how-it-works/expenses/request-a-grant-for-nonprofits-only/) --- # Invoices or Reimbursements? Source: https://www.opensourceeurope.org/docs/how-it-works/expenses/invoices-or-reimbursements/ Choose the request type before you submit an expense. Use **Reimbursement** if you have already paid. Use **Invoice** when a supplier asks for payment for goods or services. ## Submit your request 1. Choose the matching document checklist below: **Invoice** or **Reimbursement**. 2. Open your Collective on Open Collective and choose **Submit Expense**. 3. Select the type, complete the details, attach the supporting document and choose the payout method. 4. Submit for Collective and OSE review. Follow the [approval and payment guidance](https://www.opensourceeurope.org/docs/how-it-works/expenses/#approval-workflow). If someone cannot pay the cost first, OSE can pay the supplier directly on a compliant invoice. OSE does not provide advances to individuals. Payment is subject to review and available funds. For a donation or grant to another organisation, use the [outgoing grants guide](https://www.opensourceeurope.org/docs/how-it-works/expenses/request-a-grant-for-nonprofits-only/). Do not treat it as a supplier invoice. ## Understanding the Difference When you submit an expense to your Collective, choose the correct type. ## Prepare an invoice ### 1. **Invoice** Use this to request payment for services or goods you have provided. * Submitted by freelancers, contractors or companies. * Used for payment for goods or services. This includes a supplier deposit, but only after OSE has reviewed and agreed to the documents and conditions in advance, and the funds are available. * Needs a formal invoice that contains: * Unique invoice number * Full identification (name, address, tax/company number) * Detailed description of the service or goods * Applicable tax rate and amount. If the tax rate is zero, put a legal reference for the exemption on the invoice itself (e.g., VAT exemption according to the article YY of the law XX). * Invoice addressed to the Collective or the person who placed the order, with the appropriate recipient details > **Danger:** Invoices must be addressed to the Collective or the person who placed the order. OSE acts only as the payer for these purchases. Collectives must not use OSE’s legal name or VAT number to have invoices issued. *** ## Prepare a reimbursement ### 2. **Reimbursement** Use this when you have paid for something for the Collective with your own money and want to be paid back. * Submitted by members or contributors of the Collective. * Used for reimbursement of purchases made for the Collective. * Needs a valid receipt from the provider that shows: * Vendor's name and address * Transaction date * Description of items or services * Amount paid > **Note:** Order confirmations, proforma invoices, bank or PayPal statements are not valid receipts. *** ## Special Cases * Partial reimbursements: if you ask for reimbursement of only part of a receipt, highlight the relevant items on the document itself. > **Tip:** If the breakdown is not obvious, such as a percentage or a split, explain the calculation clearly in your request and attach the supporting receipt. OSE may ask for clarification. A signed and dated note is not required as a rule. *** ## Learn More For more explanations and tutorials, see: * [Overview: Submitting Expenses](https://docs.opencollective.com/help/expenses-and-getting-paid/submitting-expenses) * [Expenses: General Guidance](https://docs.opencollective.com/help/collectives/expenses) *** ## Need Help? If you have questions, [contact us](mailto:home@opensourceeurope.org). ## Documents and review Reimbursement is refused without an invoice or receipt. A bank statement alone is not enough. See [Expenses](https://www.opensourceeurope.org/docs/how-it-works/expenses/) for the rules on prior spending, submission timing, available funds and payment targets. --- # Expenses & Getting Paid – FAQs Source: https://www.opensourceeurope.org/docs/how-it-works/expenses/expenses-and-getting-paid-faqs/ For the steps from planning a purchase to payment, start with the [expense guide](https://www.opensourceeurope.org/docs/how-it-works/expenses/). This page answers specific payment questions. ## How does paying people work? Submit an expense through the Collective’s page. Expenses are reviewed by the Collective and OSE. If the sole administrator requests their own reimbursement, OSE can check the supporting documents and pay without a second approver on the Collective side. We aim to start the payment within seven business days. These days count from when the expense is complete and approved, and the necessary funds have been received and are available. Bank processing time comes on top. This is a target, not a guaranteed date of receipt. *** ## How do I get paid / reimbursed / receive my grant money? Go to your initiative's page and click **“Submit Expense”**. You’ll need to log in (or create an account), then upload a valid receipt or invoice. > **Note:** [How to submit an expense – Open Collective Docs](https://docs.opencollective.com/help/expenses-and-getting-paid/submitting-expenses) *** ## Invoice or Reimbursement – which one do I need? * **Reimbursement**: Use this when you paid with your own money. You need a receipt that shows the vendor's name, address and tax ID. Order confirmations are not valid receipts. * **Invoice**: Use this when you're requesting payment for services. You need a formal invoice with contact details, tax information and a description of the services. > **Note:** [Invoices vs. Reimbursements – OSE Docs](https://www.opensourceeurope.org/docs/how-it-works/expenses/invoices-or-reimbursements/) *** ## Can we pay people for their time? Collectives can pay service providers against a compliant invoice. This includes payment through a workers’ cooperative. Agree the work, price and dates with the Collective and submit the invoice through Open Collective for review. OSE does not provide a standard employment or payroll service. If an arrangement requires OSE to sign a specific contract, it must be discussed and accepted beforehand. ## Which documents are needed? Invoices must be addressed to the Collective or the person who placed the order. OSE acts only as the payer for these purchases. Collectives must not use OSE’s legal name or VAT number to have invoices issued. Reimbursements require an invoice or receipt. A bank statement alone is not enough. See the [expense guide](https://www.opensourceeurope.org/docs/how-it-works/expenses/) and [Invoices or Reimbursements?](https://www.opensourceeurope.org/docs/how-it-works/expenses/invoices-or-reimbursements/). *** ## Can I donate part of my Collective’s budget to a charity? Ordinary external donations may be made to identified nonprofit organisations after OSE has reviewed and approved the beneficiary, purpose and funding conditions. Contact OSE before committing or requesting payment. Other types of recipient require a specific assessment, and OSE does not promise to accept them. Once OSE has confirmed the arrangement, the beneficiary submits the request with the following documents: * A donation request letter signed by one of their administrators, stating the amount and purpose of the donation * Their incorporation document * Their bank identification details > **Danger:** A donation is not the same as a payment for goods or services. It may still come with limits on how the money is used, and with reporting obligations. If a benefit or service is promised in return, discuss the arrangement with OSE before you go ahead. *** ## Are receipts and invoices public? The public budget shows an expense’s title, amount and public display name. Do not put sensitive information in the title. Attached receipts, detailed descriptions and payment details are not shown publicly. Who can see them depends on the information and the platform permissions. Access is not limited to OSE staff. See [Open Collective’s reimbursement privacy guidance](https://documentation.opencollective.com/expenses-and-getting-paid/submitting-expenses/submitting-a-reimbursement) and [expense-submission guidance](https://documentation.opencollective.com/expenses-and-getting-paid/submitting-expenses). *** ## Need help? Use the comments on the expense for routine questions and follow-up. Expense comments are not public. The expense submitter, the Collective’s administrators and the fiscal host’s administrators can see them. For sensitive information that the Collective’s administrators should not see, email OSE directly at . See [Open Collective’s expense-comment guidance](https://documentation.opencollective.com/expenses-and-getting-paid/editing-an-expense). --- # Expense FAQs Source: https://www.opensourceeurope.org/docs/faq/expense-faqs/ The detailed answers are maintained in [Expenses & Getting Paid – FAQs](https://www.opensourceeurope.org/docs/how-it-works/expenses/expenses-and-getting-paid-faqs/). Use the links below to go directly to your question. ## What does the approval process look like for expenses? See [approval and payment timing](https://www.opensourceeurope.org/docs/how-it-works/expenses/expenses-and-getting-paid-faqs/#how-does-paying-people-work). ## Can we pay people for their time? See [paying service providers](https://www.opensourceeurope.org/docs/how-it-works/expenses/expenses-and-getting-paid-faqs/#can-we-pay-people-for-their-time). ## Which documents are needed? See [supporting documents and invoice details](https://www.opensourceeurope.org/docs/how-it-works/expenses/expenses-and-getting-paid-faqs/#which-documents-are-needed). For a step-by-step walkthrough, read the [expense guide](https://www.opensourceeurope.org/docs/how-it-works/expenses/). --- # Request a grant from an OSE Fund Source: https://www.opensourceeurope.org/docs/how-it-works/expenses/request-a-grant-for-nonprofits-only/ Besides expenses and invoices, the Open Collective platform also has a “Request a Grant” option. Collectives may also request approval for donations to identified nonprofit organisations. That permission is separate from access to the “Request a Grant” feature described below. OSE reviews the beneficiary, purpose and funding conditions before accepting an outgoing grant or donation. This feature is not available to all collectives, and its use must follow specific conditions: *** ## Who can use “Request a Grant”? * This guide covers grant requests to OSE Funds. Whether a profile can receive grant requests depends on the expense types enabled for it. That alone does not make a request eligible. OSE confirms the right way to submit for the arrangement you agreed. * The ordinary OSE route is for identified nonprofit organisations, such as foundations, ASBLs, charities or NGOs. OSE must first review and agree to the beneficiary, purpose and funding conditions. * Other beneficiaries, including individuals or informal collectives, need a specific assessment by OSE, and OSE does not guarantee to accept them. Contact OSE before you go ahead. A feature being available on the platform does not by itself make a request eligible. *** ## Requirements for submitting a Grant Request When a nonprofit uses the “Request a Grant” feature, they must include: 1. A copy of their legal bylaws (*statuts*) 2. A signed letter that officially requests the grant and sets out: * The amount, purpose and objectives of the requested funding * How the funds will be used in line with the fund’s mission * The legal name and contact details of the nonprofit organization 3. A bank account holder statement of the nonprofit > These documents help us check legal eligibility, make sure funder requirements are met, and prepare reporting if needed. *** ## Internal review process Who selects the projects or beneficiaries depends on the programme. The selection roles are agreed with OSE when the Fund is set up. Selection does not replace OSE's review and agreement before payment. All grant requests are reviewed manually by the OSE team.\ For an approved nonprofit grant, OSE transfers the funds directly to the nonprofit's official bank account. The transaction is recorded transparently on the fund page. For other beneficiaries, OSE must first confirm whether it can accept the arrangement, and which documents and payment arrangements it needs. For questions about an OSE Fund or about who can receive a grant, contact . --- # The Partnership Source: https://www.opensourceeurope.org/docs/how-it-works/expenses/the-partnership/ ## Legal Relationship: Indirect Representation The relationship between your Collective and Open Source Europe (OSE) is one of **indirect representation** (*représentation indirecte* / *middellijke vertegenwoordiging*). This means: * Your Collective remains fully responsible for its own activities, including legal and tax compliance. * OSE acts as a fiscal host and intermediary, not as the legal representative or owner of your funds or operations. > **Danger:** Your Collective must not use OSE's tax identification number (e.g. VAT number) to invoice or to register. If you need a tax number, you are responsible for getting your own under local law. *** ## Invoicing Guidelines To stay compliant with our hosting terms: * Invoices must be addressed to the Collective or the person who placed the order. OSE acts only as the payer for these purchases. Collectives must not use OSE’s legal name or VAT number to have invoices issued. * Third parties must treat your Collective as an unincorporated group or individual for VAT purposes. * If VAT does not apply, the invoice must cite the relevant VAT exemption article. > **Danger:** If an invoice is wrongly addressed to OSE, it must be canceled and replaced. Repeated errors may lead to the end of your fiscal hosting agreement. *** ## Donations from Your Collective Ordinary external donations may be made to identified nonprofit organisations after OSE has reviewed and approved the beneficiary, purpose and funding conditions. Contact OSE before committing or requesting payment. Other types of recipient require a specific assessment, and OSE does not promise to accept them. Some funds come under a grant agreement or for a restricted purpose. Before OSE passes on such funds, it checks whether the transfer is permitted and which obligations still apply. Any required funder approval must be obtained. A transfer does not automatically release OSE from its responsibilities under the original funding agreement. After OSE has approved the arrangement: 1. Ask the recipient to submit an expense through your Collective's page. 2. Include: * A signed letter from the beneficiary that confirms the purpose and amount. * A copy of their incorporation document. * Their bank identification document. > **Danger:** The ordinary external donation route is for identified nonprofit organisations. Other cases require specific assessment and are not automatically accepted. A payment in exchange for goods, services or visibility is not treated as an ordinary donation. Contact OSE before you make that commitment. *** ## VAT & Nonprofit Status For purchases by a Collective, invoices must be issued to the Collective or the person who placed the order. OSE acts only as the payer. Do not use OSE’s legal name or VAT number. VAT treatment depends on the specific transaction and the rules that apply to it. Do not assume one rule applies to every purchase. Ask the supplier or an accountant about exemptions, reverse charge or VAT recovery. > **Note:** [Read more: VAT in Europe and how it works in OSE](https://www.opensourceeurope.org/docs/how-it-works/expenses/the-partnership/vat-in-europe-and-how-it-works-in-ose/) *** ## Questions? Email us any time at . We're happy to help! --- # VAT in Europe and How It Works in OSE Source: https://www.opensourceeurope.org/docs/how-it-works/expenses/the-partnership/vat-in-europe-and-how-it-works-in-ose/ ## General Principles For purchases made by a Collective, invoices must be issued to the Collective or the person who placed the order. OSE acts only as the payer. Do not use OSE’s legal name or VAT number to have these invoices issued. This page does not cover purchases that OSE contracts directly for its own needs. VAT treatment depends on the transaction and the rules that apply to it. Hosting with OSE does not by itself decide whether VAT must be charged, whether an exemption applies, or whether VAT can be recovered. *** ## VAT Within the Same Country Ask the supplier to apply the VAT treatment that fits the purchase and the actual customer. If the VAT treatment on the invoice is unclear, ask the supplier to explain it or consult an accountant. Do not assume that every invoice without VAT is wrong. *** ## Cross-Border VAT and Reverse Charge Cross-border rules differ by transaction, by the status of the parties and by the countries involved. Being hosted by OSE does not mean that reverse charge always applies, and it does not mean that reverse charge can never apply. For a specific purchase, ask the supplier or an accountant to confirm the treatment that applies. Do not give OSE’s VAT number for the Collective’s purchase. Official guidance: * [VAT rules and rates – Your Europe](https://europa.eu/youreurope/business/finance-and-tax/vat/vat-rules-rates/index_en.htm) * [Cross-border VAT – Your Europe](https://europa.eu/youreurope/business/finance-and-tax/vat/cross-border-vat/index_en.htm) *** ## Summary * Put the Collective’s name, or the name of the person who placed the order, on the invoice. Do not use OSE’s legal name or VAT number. * Ask the supplier or an accountant about VAT treatment, exemptions, reverse charge or recovery for the specific purchase. * Payment or reimbursement still depends on OSE’s document checks, the funding conditions and the funds available. *** ## Questions? For OSE’s requirements on submitting invoices and on payment, contact . For the tax treatment of your own purchase or situation, consult the supplier or an accountant. --- # General FAQs Source: https://www.opensourceeurope.org/docs/faq/general-faqs/ ## What can I do with an Open Source Europe account? By joining Open Source Europe, your initiative can: * Collect recurring or one-off donations * Apply for subsidies or grants * Pay invoices and reimburse expenses * Offer full budget transparency to your community * Operate without creating your own legal entity * Pay service providers on compliant invoices, including through workers’ cooperatives; reimburse eligible volunteer expenses *** ## What am I not allowed to do? To stay compliant with our legal and charitable framework, you may not: * Issue invoices or sign documents in the name of OSE. Any specific contract that needs OSE’s signature must be discussed and accepted beforehand. Do not use OSE’s legal name or VAT number to have supplier invoices issued for your Collective * Use funds to influence legislation or politics (lobbying) * Support or engage in illegal activity * Use funds for personal profit * Have another fiscal host at the same time. Technical or community affiliations may be accepted after review * Spend funds on purposes outside your initiative’s mission. If you do, they must be reimbursed *** ## Why should I use Open Collective? Open Source Europe uses the Open Collective platform to make financial management simpler and more transparent. Benefits include: * Easy collection of recurring or one-off contributions * Simple spending: submit a receipt/invoice → approve → paid * Automatic and public budget tracking * Shared financial visibility, which builds collaboration and trust > We believe transparency makes communities more resilient and democratic. *** ## How is Open Source Europe different? OSE differs in these ways: * Designed for collaborative communities, as well as for campaigns or individuals * Open source, with built-in transparency (no hidden ledgers) * We provide fiscal hosting as a service using a nonprofit legal framework * Based in Europe, but globally connected *** ## How much does it cost? The current OSE hosting fees are: | Contribution type | OSE fee | | ----------------------------------------------------------------- | ------- | | Ordinary online crowdfunding donations by card (Stripe) or PayPal | 8% | | Incoming bank transfers | 10% | | Grants and public subsidies | 10% | | Tax-deductible donations through the supported intermediary route | 10% | | GitHub Sponsors | 10% | For ordinary card and PayPal donations, the 8% OSE hosting fee is calculated on the donation amount before payment processing fees are deducted. For example, a €20 donation has a €1.60 OSE hosting fee. Payment processing fees are separate and also reduce the amount available to the Collective. Their amount may vary. The 10% OSE hosting fee applies to incoming bank transfers, grants and public subsidies, donations through Myriad → OCEF → OSE, and GitHub Sponsors. OSE calculates it on each amount it actually receives, after any fees deducted before the money reaches OSE. Currency conversion services or intermediaries may have additional costs. Contact OSE to confirm the costs applicable to a specific route. This page gives no combined fee rate. These are the current rates. This page does not introduce any fee reduction. *** ## Can we get a discount? We’re often asked for fee reductions, and we understand why.\ Many initiatives bring in funds already raised, and we know how tight nonprofit budgets can be. However, our standard fees are already kept as low as possible to cover the real costs of: * Legal & administrative management * Risk and compliance * Payments, reports, and support over time > **Caution:** Our standard hosting fees apply. OSE does not offer hosting fee discounts or waivers. *** ## What if I want to become my own fiscal host someday? No problem! You're welcome to use Open Source Europe as your fiscal host for as long as you need and remain eligible. * You can ask to end fiscal hosting, following the notice and remaining-balance rules in your [hosting agreement](https://www.opensourceeurope.org/docs/terms-of-service/). * If you plan to move to managing your own structure, we can help you prepare. * The [Open Collective platform](https://opencollective.com/) also supports organizations that wish to become fiscal hosts themselves. *** ## How long does it take to get started? * The application process only takes a few minutes. * We might reach out with a few follow-up questions. * Once your application is accepted, you can start receiving donations right away. > **Note:** Completing the application and being accepted are separate steps. See [How to apply](https://www.opensourceeurope.org/docs/getting-started/how-to-apply/) for the review process and indicative response time. Additional information may be required before acceptance. *** ## Is there a minimum required budget? Nope! There is no minimum balance required to be hosted by OSE. Since our fees are taken as a percentage of incoming contributions, you can start small and grow as your initiative develops. ## Paying collaborators Collectives can pay service providers against a compliant invoice, including through a workers’ cooperative. Agree the work, price and dates with the Collective and submit the invoice through Open Collective for review. OSE does not provide a standard employment or payroll service. Any arrangement requiring OSE to sign a specific contract must be discussed and accepted beforehand. ## Discounts and nonprofit benefits OSE may support a request or provide an attestation on a case-by-case basis. Hosting does not automatically qualify a Collective for every nonprofit discount or benefit. Each supplier sets its own eligibility criteria; OSE cannot guarantee acceptance. --- # Terms of Service Source: https://www.opensourceeurope.org/docs/terms-of-service/ ## Hosting agreement Hosting with Open Source Europe is governed by the association's Terms of Hosting. The [Terms of Hosting for the association](https://docs.google.com/document/d/15Wkvfn5ou-is_eUjautjDv4JZ-tiY2-c/edit) are the reference document for this hosting relationship. [Contact the team](mailto:home@opensourceeurope.org) to obtain the applicable version and any additional agreement relevant to your project. ## Main responsibilities This overview explains the main points of the association's Terms of Hosting. It does not replace or amend the agreement. * Your initiative remains responsible for its activities and related obligations. Hosting does not make the initiative a legal extension of the association. * The association receives and administers funds on the initiative's behalf through an indirect representation relationship. * The initiative retains its intellectual property unless a separate agreement provides otherwise. * The initiative cannot bind the association to an agreement with a third party without prior written approval. * Contributions and expenses must be recorded transparently on the platform. Expense requests require supporting documents and review. * Funds must support the initiative's stated purpose. The initiative must keep its description up to date. * Administrative fees and directly related processing expenses are deducted according to the applicable agreement. OSE recommends that you publish a public update on your Collective page at least once a year. This is not a general hosting obligation. Any specific reporting requirements in your applicable agreement or funding arrangement still apply. ## Starting, changing or ending the arrangement Contact the team before you enter into a grant agreement or make a commitment on behalf of the association. Also contact the team before a significant change to your project's mission or activities. Collectives manage routine adjustments themselves. Any specific approval requirements for contracts and funding arrangements still apply. The Terms of Hosting provide for termination with **30 days' written notice**. Valid outstanding expenses and any remaining balance are handled under the agreement's termination provisions. A remaining balance is not automatically available for distribution to individual administrators. For current guidance on contributions, see [Contributions FAQ](https://www.opensourceeurope.org/docs/faq/contributions-faq/). If your planned activity raises a question about the scope of the hosting agreement, contact the team before proceeding. ## Contact --- # Contact Us Source: https://www.opensourceeurope.org/docs/about/contact-us/ ## Choose the right contact | You need help with | What to do | | -------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------- | | A submitted expense | Use its comments on Open Collective for routine questions. Send sensitive information privately to OSE. | | Hosting, a funding arrangement or another OSE question | Email . | | Suspected misuse of funds or an issue involving administrators | Contact OSE directly in private. You do not need to go through those administrators. | | A safeguarding concern | Use the [safeguarding contacts and procedure](https://www.opensourceeurope.org/docs/about/safeguarding-policy/). | | A technical problem with Open Collective | Use [platform support](https://opencollective.com/help). | OSE aims to answer general questions within seven business days. This is a target, not a guaranteed response time. It does not replace the specific guidance for applications, payments or safeguarding. ### Learning & Reading 🔍 Use the search at the top of the page to find detailed information about specific topics 💬 Join our [Discord](https://discord.gg/TmbRzFBqBa) to talk with the whole Open Collective community, and join the #opensource channel 🌱 Read the latest [Updates from OSE](https://opencollective.com/europe/updates) on our page and on the [Open Collective Blog](https://blog.opencollective.com) Follow us on [Twitter](https://twitter.com/OC_Europe), [Instagram](https://www.instagram.com/oc_europe/), [YouTube](https://www.youtube.com/c/OpenCollective), [Facebook](https://www.facebook.com/OpenCollect) and [LinkedIn](https://www.linkedin.com/company/open-collective-europe/). ### Talking to a Person > **Note:** Our small team helps you Monday to Friday, across several time zones. We aim to answer general questions within seven business days. This is a target, not a guaranteed response time. 💌 Email any OSE-specific questions to 🎟 Request platform support [here](https://opencollective.com/help) 💬 Join our [Discord](https://discord.gg/TmbRzFBqBa) to talk with the whole Open Collective community, and join the #opensource channel ### Reporting an Issue 👩‍💻 Use [Open Collective](https://github.com/opencollective) on GitHub to file an issue or see what we are working on > **Tip:** We are transparent. View our [budget](https://opencollective.com/europe) and read our [blog](https://blog.opencollective.com/). ## Expense follow-up and sensitive concerns Use comments on the expense for routine questions about a submitted expense. The comments are not public. The expense submitter, the Collective's administrators and the fiscal host's administrators can see them. Email directly for sensitive information that the Collective's administrators should not see. For suspected misuse of funds or a problem involving Collective administrators, contact the OSE team directly in private at . You do not need to go through the administrators concerned. ## Internal conflicts Collectives manage their own internal conflicts. OSE intervenes when the situation affects funds or hosting conditions. It does not promise mediation. --- # Ask OSE from your AI tools Source: https://www.opensourceeurope.org/docs/guides/ask-ose-from-your-ai-tools/ The OSE knowledge base searches these docs and answers questions about OSE with cited sources. You can ask it in the chat at [Ask OSE](/ask/), or connect it to your own AI assistant. The knowledge base then runs on your own computer, so OSE does not see your questions. All three ways start the knowledge base with `uvx`, so install [uv](https://docs.astral.sh/uv/) first. ## Use it as an MCP server Add the server to any MCP client, such as Claude Code, Cursor or Claude Desktop. In Claude Code, run this command: ```bash claude mcp add ose-knowledge -- uvx ose-knowledge-mcp==0.13.30 ``` For another client, put this in the client's configuration: ```json { "mcpServers": { "ose-knowledge": { "type": "stdio", "command": "uvx", "args": ["ose-knowledge-mcp==0.13.30"] } } } ``` The version is fixed, so you always get a known build. Each OSE release updates the version on this page. ## Use it as a Claude Code plugin The plugin adds the MCP server, an `ose-researcher` agent and an `ask-about-ose` skill. The skill sends your OSE questions to the agent. You can also call the skill as `/ose-knowledge:ask-about-ose`. ```text /plugin marketplace add opensourceeurope/ose-ai /plugin install ose-knowledge@ose-ai ``` ## Use it as a Codex plugin The same plugin installs in Codex with the MCP server and the `ask-about-ose` skill. Codex does not load the `ose-researcher` agent, so the skill searches the knowledge base itself. ```bash codex plugin marketplace add opensourceeurope/ose-ai ``` Then run `/plugins` in Codex, install `ose-knowledge` and start a new session. To install from the terminal instead, run `codex plugin add ose-knowledge@ose-ai` and start a new session. ## Give the docs to any AI tool An AI tool that reads web pages can also use the docs without the knowledge base. Point it at one of these files: - [llms.txt](https://opensourceeurope.org/llms.txt) lists the pages of the website and the docs, with a short description of each. - [llms-full.txt](https://opensourceeurope.org/llms-full.txt) holds the text of every docs page in one file, with the address of each page. - Each docs page also has a Markdown copy. Replace the slash at the end of its address with `.md`, as in [basics.md](https://opensourceeurope.org/docs/how-it-works/basics.md). llms.txt and llms-full.txt follow the [llms.txt format](https://llmstxt.org). --- # Safeguarding Policy Source: https://www.opensourceeurope.org/docs/about/safeguarding-policy/ ## Introduction Open Source Europe (OSE) is committed to creating a safe and inclusive environment for all staff, volunteers, partners, and beneficiaries. This policy outlines our commitment to safeguarding and sets out procedures for reporting and responding to concerns. *** ## What is Safeguarding? Safeguarding refers to the actions we take to protect people, especially children and vulnerable adults, from harm. This includes protection from: * Abuse (physical, sexual, emotional, neglect) * Exploitation * Neglect * Discrimination * Bullying *** ## Our Commitment OSE is committed to: * Promoting a culture of safety and well-being for everyone involved in our activities. * Sharing safeguarding guidance with staff and volunteers, including how to report concerns and their role in protecting people. * Providing clear procedures for reporting concerns. * Taking all concerns seriously and having the safeguarding leads review them to determine appropriate next steps. * Supporting anyone who has been affected by safeguarding incidents. *** ## Who is Vulnerable? Safeguarding applies to everyone, but some people may be more vulnerable to harm. This includes: * Children * People with disabilities * Older adults * People who are dependent on others *** ## Reporting Concerns Anyone who has a concern about the safety or well-being of someone involved in OSE activities should report it immediately. This applies even if they are not sure about the nature of the concern. Contact the safeguarding leads listed below to report a concern. OSE does not provide a continuously staffed reporting service or guarantee a response time. *** ## How to Report a Concern Concerns can be reported to: * Safeguarding leads: * Ivan Cukeric: * Jean-François De Hertogh: If a concern involves one of the safeguarding leads, contact the other lead directly, provided they are not also involved. Reports can be made in person, by email, or in writing. Information is shared only with those who need it to handle the concern or where disclosure is required by law. Absolute confidentiality cannot be promised. *** ## What Happens When a Concern is Reported? All reported concerns are taken seriously. The safeguarding leads review each report and determine appropriate next steps, including referral to external services or relevant authorities where necessary. OSE does not systematically conduct an internal investigation. Depending on the circumstances, appropriate action may include: * Referral to relevant authorities * Disciplinary action * Support for the person who raised the concern or the person at risk *** ## Confidentiality OSE limits the sharing of information about safeguarding concerns to those who need it to handle the concern or where disclosure is required by law. Absolute confidentiality cannot be promised. *** ## Support OSE listens to people affected by safeguarding incidents and directs them towards appropriate support services. OSE does not organise or fund psychological counselling. *** ## Training OSE shares safeguarding guidance with staff and volunteers, including how to respond to and report concerns. OSE does not currently provide systematic safeguarding training. *** ## Review This policy will be reviewed regularly to ensure it remains effective. *** ## Need Assistance? For any questions about this policy or safeguarding in general, please contact the safeguarding lead at . --- # Community guidelines Source: https://www.opensourceeurope.org/docs/about/community-guidelines/ These community guidelines reflect the values and commitments of Open Source Europe. They aim to create a positive and productive community for all involved. ## Introduction OSE is committed to keeping a respectful, inclusive, and supportive environment for all its members, participants, and stakeholders. These community guidelines set out how we expect people to behave and interact in our community. *** ## Scope These community guidelines apply to all individuals participating in OSE activities, including members, partners, volunteers, and attendees at OSE events. *** ## Core Principles * **Transparency**: Operate with transparency and integrity. Ensure that financial activities, decision-making processes, and communications are open and accessible. * **Respect and Dignity**: Treat everyone with respect and dignity. Harassment, discrimination, or exclusionary behavior of any kind will not be tolerated. * **Inclusivity**: Promote a welcoming environment where diversity is valued. Encourage participation from all individuals regardless of gender, race, ethnicity, nationality, religion, disability, sexual orientation, or age. *** ## Expected Behavior * **Collaboration**: Work together and support each other. Take part constructively and be open to different points of view. * **Communication**: Communicate respectfully and professionally. Avoid offensive, inflammatory, or inappropriate language. * **Responsibility**: Take responsibility for your actions and their impact on others. Address conflicts or issues promptly and respectfully. *** ## Unacceptable Behavior * **Harassment**: Any form of harassment, including but not limited to sexual harassment, bullying, or intimidation. * **Discrimination**: Discriminatory comments or actions based on personal characteristics or beliefs. * **Disruption**: Intentional disruption of events, meetings, or online forums. *** ## Reporting and Enforcement * **Reporting**: If you witness or experience behavior that violates these community guidelines, report it to the designated contact person immediately. * **Review and follow-up**: Reports are taken seriously and reviewed to decide the right next steps. OSE does not always run an internal investigation, and it does not guarantee a response time. * **Consequences**: Individuals who violate these community guidelines may face consequences, including warnings, expulsion from events, or removal from OSE activities. *** ## Safeguarding OSE is committed to safeguarding the well-being of all participants. See our [Safeguarding Policy](https://www.opensourceeurope.org/docs/about/safeguarding-policy/) for details of our safeguarding practices. *** ## Continuous Improvement We keep improving our policies and practices. We welcome feedback and suggestions to improve this Code of Conduct. You can send them to our team. *** ## Contact Information For questions, concerns, or to report a violation of this Code of Conduct, please contact us at . --- # Terminology Source: https://www.opensourceeurope.org/docs/about/terminology/ We use some terms to describe processes in the Open Collective ecosystem. Please use these terms instead of 'user' when you create issues or support requests. Everyone is a user! ## Individuals Everyone interacting with the Open Collective platform is considered an individual. Individuals can take on different roles in the ecosystem: * **Contributor**: Someone who supports an initiative, with money or in other ways. * **Organizer**: An individual who creates or manages an initiative. ## Financial Contributors ### Organizational Financial Contributor A company or organization that supports an initiative financially, often at a higher tier. These contributors are often called sponsors. They may want benefits such as brand exposure, community goodwill, or tangible perks. ### Individual Financial Contributor An individual who supports an initiative financially, with one-time or recurring contributions. They may find initiatives through: * Open Collective's homepage * Direct links to a Collective * Organizer's page ### Expense Submitter An individual who requests payment from an initiative's budget using the expense function. This can be to get paid back for purchases made for the initiative, or to get paid for completed work. ## Non-Financial Contributors ### Organizer An individual who creates or works on an initiative. After they talk with our team, organizers decide whether they are creating a 'Fund' or a 'Collective'. ### Core Contributor Individuals who are major contributors and represent the Collective on its page as part of the team. ### Collective Admin A type of Core Contributor with additional permissions, allowing them to: * Edit the Collective * Change settings * Approve expenses * Make financial contributions to other Collectives * Receive messages from people trying to contact the Collective Core Contributors aim to make their communities financially sustainable, using tools like tiers, goals, and social media sharing. They focus on managing and growing their communities by creating events and sending updates. ### Event Attendee Individuals who register to attend a Collective's event, often arriving through direct links provided by event organizers. ## Initiatives Initiatives are accounts for projects or groups hosted by Open Source Europe. An initiative can be either a Collective or a Fund. During the application process, our team will help you choose the right account type for your project. ### Collective A Collective represents a project or group with a mission or purpose, raising and spending funds transparently to achieve their goals. ## Fiscal Hosts A Fiscal Host, or Sponsor, is a type of Organization that lets Collectives handle money without having to legally incorporate. The Fiscal Host holds a Collective’s funds in their bank account and can generate invoices and receipts for Financial Contributors. Think of a Fiscal Host as an umbrella organization for the Collectives it supports. --- # About Open Source Europe Source: https://www.opensourceeurope.org/docs/about-open-source-europe/ Open Source Europe is a Belgian association. It is the fiscal host for open source initiatives and works with philanthropic institutions to support regranting around the world. *** ## Service Overview Unlike traditional non-profits, Open Source Europe (OSE) combines a legal structure with its own digital infrastructure. Together they make the following possible: * Fiscal hosting for open source projects. We give developers, maintainers and communities a legal umbrella, so they can operate without creating their own legal entity. * Grant distribution and fund management. We manage funds for foundations and companies that want to support critical open source projects in Europe and beyond. * Radical transparency. All financial activity is public on the Open Collective platform, which builds trust and accountability in the community. *** ## How hosting works OSE provides a Belgian nonprofit home for open source projects. We use the Open Collective platform to manage budgets, receive contributions and process expenses transparently. See our [Terms of Service](https://www.opensourceeurope.org/docs/terms-of-service/) for the hosting agreement. *** ## Who We Serve * Project maintainers of open source projects that have no legal structure of their own. * Funders and corporates, such as international companies that want a trusted intermediary to support open source in Europe. * Developer networks, meaning communities that want fiscal and operational support for their collective activities. *** ## How to Work With Us * Projects can apply for fiscal hosting to start receiving donations and grants legally. * Funders can support projects and manage their contributions transparently through our hosted funds. * Organizations can manage large-scale distributions efficiently, without complex international structures. *** [Contact the team](mailto:home@opensourceeurope.org) *** ## A little history Open Source Europe grew out of Open Collective Europe's fiscal hosting work. As that work grew, OSE became the home for open source projects and communities. Open Collective Europe Foundation developed its wider philanthropic activities. Our hosting agreement still uses the association's name, Open Collective Europe ASBL/vzw. Today, OSE focuses on helping open source communities receive funding, pay contributors and manage their projects transparently. --- # What We Offer Source: https://www.opensourceeurope.org/docs/what-we-offer/ Open Source Europe provides the legal and financial infrastructure that open source projects need. Our services let you focus on your code instead of paperwork. We offer one core service, fiscal hosting. It includes everything you need to run your project professionally. *** ## Core Infrastructure ### A Legal Home for Your Project Operate under our Belgian non-profit association (ASBL/vzw). Your project can then receive funds, manage contracts and act as a single legal entity, without the work and cost of creating its own. ### Transparent Financial Tools Use the Open Collective platform to manage your budget, receive donations, and pay contributors and expenses with full transparency. Your community and backers can see every transaction in real time, which builds trust and accountability. ### Access to Grants and Funding Many foundations and companies want to fund open source but find it hard to support unincorporated groups. We act as a trusted intermediary, so your project can receive grants from these larger institutional funders. *** ## Why Choose Fiscal Hosting? This structure suits open source projects that want to focus on their mission without the admin work of formal incorporation. It gives you: * Immediate legitimacy, with high-level compliance for corporate sponsors. * Less overhead, with no need for your own accounting or legal teams. * A place among open source projects that share the same infrastructure. *** ## Get Started To join our community of open source projects: * [Apply for hosting](https://opencollective.com/europe/apply) * [Join our Discord](https://discord.gg/TmbRzFBqBa) * [Contact the team](mailto:home@opensourceeurope.org) --- # Umbrella organisation Source: https://www.opensourceeurope.org/docs/what-we-offer/umbrella-organisation/ Open Source Europe (OSE) provides a shared legal and financial framework for open source projects, developer networks, and software communities. ## Collective Infrastructure OSE is an umbrella organisation and the fiscal host for open source initiatives. Each project runs independently on the Open Collective platform, with its own public page and transparent budget. It also benefits from the legal standing of a professional Belgian non-profit (ASBL/vzw). This structure allows communities to manage funds, pay service providers on compliant invoices, and receive grants without the work of running their own legal entity. *** ## Key Benefits * Simplified legal framework: Skip the complexity of non-profit incorporation, bank account openings, and statutory bookkeeping. * Grant eligibility: Access funding from foundations, corporations, and public authorities that require a registered non-profit intermediary. * Professional back-office: We handle the administrative work, including expense processing, bookkeeping, and annual financial reporting. * Transparency: Every transaction is logged in real time, which builds trust with your backers and contributors. * Ecosystem access: Join a network of like-minded maintainers and projects in the European open source community. *** > **Tip:** ## Responsibilities and Alignment > > To keep the umbrella sound, hosted projects must follow three core principles: > > 1. Mission alignment: Projects must actively support the development or sustainability of open source software. > 2. Non-profit compliance: OSE is an ASBL/vzw, so projects must operate within the limits of Belgian law, focusing on community benefit rather than purely commercial for-profit activities. > 3. Operational transparency: All financial activities must be conducted through the Open Collective platform to ensure public accountability. *** ## Use Cases We Support * Open source libraries: A legal home for critical libraries to receive corporate and individual donations. * Project ecosystems: One structure for a set of related tools that a distributed community manages. * Tech communities: Regional developer groups or meetups managing funds for events, travel stipends, and venues. *** [Apply to join the umbrella](https://opencollective.com/europe/apply) --- # The Open Collective Platform Source: https://www.opensourceeurope.org/docs/what-we-offer/the-open-collective-platform/ A shared tool for managing contributions, expenses, and grants with full transparency. ## A transparent financial and community management tool Open Collective is a digital platform that lets hosted initiatives and philanthropic partners raise, manage, and distribute funds with full transparency. Each group or fund hosted by Open Source Europe gets its own public page, with tools to: * Collect financial contributions: Accept donations via credit card, PayPal, or bank transfer, and manage grants. * Manage expenses and disbursements: Submit, approve, and reimburse expenses directly through the platform. * Display a transparent budget: All income and expenditures are visible in real time, which builds trust and accountability. * Engage with the community: Post updates, host events, and share progress with supporters. Having these tools in one place makes financial administration simpler and helps your initiative or fund work together. ## Support for Philanthropic Regranting Foundations and funders can use the platform too, not only grassroots initiatives. Through Open Collective, OSE can set up dedicated online funds to: * Receive donations or grants earmarked for specific causes or regions * Disburse grants to multiple projects (including informal or unincorporated groups) in a simple, transparent way * Enable funders and the public to track how resources are used Each fund has its own profile page, budget, and update feed, just like a Collective. Regranting partners can then easily share their goals, track disbursements, and meet reporting obligations with little extra work. ## Why transparency matters Transparency is central to the Open Collective platform. When financial information is public, initiatives and funders can: * Build credibility: Show responsible fund management to donors and stakeholders * Simplify reporting: Funders can directly monitor how their resources are allocated * Improve collaboration: Encourage trust and coordination between grantees and grantmakers Financial transactions are public, but personal details like names and email addresses are only visible to authorized admins. ## Key Features * Real-time budget tracking * Integrated expense and payout tools * Custom donation tiers and fundraising campaigns * Event management tools * Automated monthly financial summaries * Public updates and communication channels --- # Mission, Vision & Impact areas Source: https://www.opensourceeurope.org/docs/about/mission-vision-and-impact-areas/ It all comes back to resilience ## Mission Open Source Europe wants to make the social and solidarity economy and open source technologies sustainable. Our mission is to enable initiatives to raise and spend money transparently under a common umbrella nonprofit. *Open Collective is an unusual company. In its ecosystem, a software company coexists with independent associations and foundations that we call 'hosts.' Open Source Europe is growing as one of the first major fiscal hosts on the European continent. We host initiatives that share our values and work towards a better future. Our values, and our vision for a healthy and thriving world, start with resilience. From that central concern come six related areas where we want to make a difference.* ### Resilient communities Humanity is divided on countless fronts, but most will agree on the need for resilience. When systems fail, we need fallback buffers. Resilient communities don't break when one system failure causes the next. They have a patchwork of fallbacks to absorb the shocks. Resilience is when people next to you on the street know how to give CPR or can swim to save someone from drowning. It is when the families in your neighborhood own their own homes, and when your community has enough nurses to deliver your children and enough teachers to educate them. It is when every other house in your neighborhood has solar panels, feeding spare capacity back to the grid. When authorities arrive at a natural disaster, they find that the local community has already started helping itself. It is a society of ordinary people who are great leaders when they need to be. Resilience keeps people, jobs, and services in your hometown. And when we can trust our community to catch us if we fall, we can safely turn our attention to working for the greater good. That is why we put resilient communities at the center of our mission. ### Open innovation When we use science and technology wisely, it makes us more resourceful. We expand our horizons and capabilities. If we share our findings, we grow stronger together. We encourage people to work together, and through the network effect we help knowledge and technology spread faster. Otherwise, we risk becoming divided by increasing technological gaps. Civil society is key to making innovation available to all. Distributed networks of passionate people around the world develop open-source software. Citizen scientists collect and share data. Civil engineers document how to build more energy-efficient homes. Technologists share blueprints for 3D printers and robots. Maker spaces around the world help people innovate and repair. Open innovation makes all of this possible. ### Commons stewardship When a social innovation, cultural institution, or green space starts feeling like it has always been there, it has become a common good. We hope the commons we create will become so readily available that they appear unremarkable. And it is at exactly this point that it becomes vulnerable. Humankind longs for what is new and exciting. We want to solve the urgent problems of the day, and that is where we focus our attention. But we also need to pay attention to maintaining the solutions to problems we have already solved. Once saved from deforestation, a forest needs protection from invasive species. A community center built by one generation must be repaired and maintained by the next. Technology that encrypts websites and emails and keeps us safe from surveillance must be updated. We cannot take our commons for granted. If we do, all our work on communities, solidarity, culture, innovation, and ecologies risks being undone. For our progress to last, we need to support commons stewardship. ### Fiscal hosting in Europe and beyond We are based in Europe but offer fiscal hosting to initiatives around the world. If our vision speaks to you, get in touch. We are ready to host your collective today and would be excited to hear from you. [You can apply here.](https://opencollective.com/europe/apply) --- # Risk and Compliance aspects Source: https://www.opensourceeurope.org/docs/about/risk-and-compliance-aspects/ Open Source Europe: Grant Eligibility and Risk Assessment Policy ## Introduction Open Source Europe (OSE) is committed to supporting initiatives that promote positive social change and a more just world. This policy covers grants that a Collective wants to receive through OSE. OSE decides whether to support the proposed funding arrangement. If an application names OSE as recipient or signatory, contact the team before you submit it. OSE must first review and accept its role and commitments. The criteria below cover grant eligibility and possible compliance risks linked to terrorism or extremism financing. *** ## Grant Eligibility Criteria OSE prioritizes proposals from initiatives that: * Operate in accordance with the law. * Do not support or glorify terrorist groups. * Show that they manage money responsibly, including transparent record-keeping and reporting. *** ## Compliance Risk Assessment OSE considers the following factors when it assesses potential compliance risks of a grant proposal. They are in no fixed order of importance: * Beneficiary impact: Can the initiative show that its work benefits its target communities? * Public statements: Does the initiative's public messaging avoid promoting violence or extremism? * Transparency: Does the initiative publish financial statements and reports on its activities? * Legality: Do the initiative's mission and activities comply with legal frameworks and international law? *** ## Contextual Considerations OSE takes context into account when it evaluates proposals. It carries out due diligence to understand the specific circumstances and actions of the initiative. *** ## Information Sources To assess grant proposals, OSE uses information sources that fit the circumstances of each case. It may use the following sources. They have no fixed ranking, and OSE does not have to check every source for every proposal: * Initiative websites and reports. * Credible news sources and independent research organizations. * United Nations and human rights organization reports. * Government watchlists and sanctions lists. *** ## OSE's decision to support a grant OSE may accept or decline to support a grant application, or to receive the proposed grant on behalf of a Collective. Do not assume that OSE accepts. The team explains the reasons for its decision to the Collective. It does not commit to a formal written report in every case. *** ## Requesting a review If OSE declines to support a proposed grant arrangement, the Collective may ask the team to review its decision. OSE does not have a formal appeals procedure. *** ## Policy Review and Revision This policy is reviewed and revised periodically, to make sure it stays effective and in line with best practices. *** ## Conclusion OSE is committed to balancing the prevention of terrorism financing with support for legitimate initiatives that work towards positive social change. This policy is the framework for that goal. *** ## Need Assistance? For questions or more information about risk and compliance aspects, please contact us at .