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
Check your budget first. Make sure the expense is within your department's approved budget. If unsure, check with your coordinator or Daniela or Peter before purchasing — not after.
Getting the invoice right
Always request a proper invoice (not just a till receipt). The invoice must be addressed to:
NIF: G26726299
Glorieta de Bilbao 1, 3º Derecha
28004 Madrid, Spain
VAT Number: ESG26726299 (instead of the NIF)
Tickets (till receipts) are accepted when no invoice is possible, but a proper invoice is always preferable — it lets us recover VAT and keeps our accounting clean.
Meals & fuel — important
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
- Go to the Humans app → Expense Reports → New Report
- Select your budget category
- Add expense lines with amounts and attach the invoice/receipt to each line
- Set your payment IBAN if you haven't already
- Submit for coordinator / Finance Admin review
- On approval you receive a SEPA bank transfer
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.
No invoice, no reimbursement. Missing or incorrect invoices mean we can't process the reimbursement. When in doubt, ask before you buy.
Questions? → purchases@nobodies.team