Coordinators & Volunteers · Elsewhere 2026

Expense Reimbursement Guide

Pay upfront, keep your invoice, submit an expense report in the Humans app via humans.nobodies.team/expenses. Once approved, you receive a SEPA bank transfer. This includes art grants and travel reimbursements. Same process, just select the relevant budget category.

Before you buy

Coordinators: check your budget first. Make sure the expense is within your department's approved budget. If unsure, check with finance@nobodies.team before purchasing, not after.

Leads and volunteers: get approval first. Ask your coordinator to approve the expense before you buy anything.

Getting the invoice right

Always request a proper invoice (not just a till receipt). The invoice must be addressed to:

Purchases within Spain
Asociación Nobodies Collective
NIF: G26726299
Glorieta de Bilbao 1, 3º Derecha
28004 Madrid, Spain
EU / UK / International purchases
Same details, but use
VAT Number: ESG26726299 (instead of the NIF)

Tickets (till receipts) might be accepted when no invoice is possible, upon accounting approval. A proper invoice is always preferable, it lets us recover VAT and keeps our accounting clean.

Important: Meals and fuel

Association card only. Meals and fuel must be paid with an Association card to be compliant. Personal payment won't be reimbursed for these categories.* Purchasing is managed through four cards, each covering a group of departments. Redirect to your department’s coordinator if you need to incur these types of expenses.

*Note for 2026 (fuel specifically): if you don't have an invoice addressed to NCA, we'll accept either a till receipt for the amount, or if you're a freelancer in Spain, an invoice from you to NCA for the same amount. Send to purchases@nobodies.team with a brief explanation.

Submitting your claim
  1. Go to humans.nobodies.team/expenses
  2. Create a new expense report
  3. Select your budget category
  4. Add your expense lines and attach receipts
  5. Set your payment IBAN if you haven’t already
  6. Submit

→ You’ll receive a SEPA bank transfer once approved

You can group multiple purchases in one report but each invoice needs its own line. Keep it to one department per report, don't mix categories (e.g. Cantina and Radios in the same report). Made expenses for multiple categories? Fill one report per category.