Event Expenses

If your project has decided to host an event such as workshops, conferences, or fundraisers to further your charitable mission or raise funds, paying for the related expenses is an okay use of project funds. Expenses like food and transportation related to the event can be put on Brex or PEX cards or submitted for reimbursement with valid receipts and descriptions (see above in the travel expense section for more detail).

If you hire anyone to provide a service for your event, such as a musician, DJ, event planner, or the like, Brex or PEX should not be used to pay them. Please see the “Paying people to work with your project” section or reach out to us at [e-mail] for help determining how these workers should be classified. A contract will be needed if they will be paid over $2,000 or more and classified as an independent contractor. See the “Independent Contractors” section for more information about the contracting process.

If your venue requires a contract for use of the space, please send it to [e-mail] for review and signature, and do not sign the contract yourself. Please also see the Insurance section of this handbook for more information about events and fill out the Event Notification Form to let us know the event is happening.