Creating an Invoice

This is a supplement to CONTRIBUTING.md regarding the mechanics of invoicing.

See also:

• under review: invoice preparation tutorial video #661

Operation Manager (ops, @lapin7, HJ) administers the system.

• Each RAM has a personal folder in a Google Drive folder under RChain/Contracts/Contractors
  • Join [email protected] to get access.
• The folder is named like: First and Last Name _ Github Name. The folder contains 2 or 3 subfolders:
  • Invoices
  • Tax
  • Contract
• In the folder Invoices, you find a spreadsheet called Your Github Name. That spreadsheet is connected with RChain's reward system in order to collect the issues and rewards of a RAM.
• OPS prepares the initial set up of personal folders and documents
• Each RAM has a personal folder in RChain/Contracts/Contractors
• The folder is named like: First and Last Name _ Github Name. The folder contains 2 or 3 subfolders:
  • Invoices
  • Tax
  • Contract
• In the folder Invoices, you find a spreadsheet called "Your Github Name". That spreadsheet is connected with RChain's reward system in order to collect the issues and rewards of a RAM.
• OPS prepares the initial set up of personal folders and documents
• By changing the payment period from e.g. Mar/2018 to Apr/2018, RAM may create an invoice e.g. for March or for April:
  • 
  • duplicate TAB Temp to TAB "Copy of Temp" and rename the TAB to e.g. 201803
  • copy All of TAB 201803 and paste it as VALUES, in order to make it fixed.
• Submit the invoice
  • 
  • download 201803 as PDF and upload it to the personal folder "Invoices"
  • copy the link to the PDF and paste it in form Declarations
• Invoices can be made for each previous month and the form Declarations can be used anytime as long as the previous month is not just the month before the current month. So when it's for example April then you still can send an invoice for February.
• As soon as the form Declarations is submitted, OPS will prepare a "payment register input" for the Finance team.
• After the Finance team has checked if the invoice is technically correct, a weekly Tuesday Payment Register will be made.
• The Tuesday Payment Register serves as source for OPS to suggest payments in the Gnosis Multi Sig wallet.
• A second signature is needed to execute the payment.
• The whole process takes weeks to complete.

At the 9th of the month the payment process starts.

• There are 3 positions involved to approve payments: CFO, COO, OPS
  • OPS checks the whole process
  • CFO makes every Tuesday a payment register
  • OPS proposes payments in the multisig Gnosis wallet based on the payment register
  • CFO or COO confirms the payment
  • RAM receives the RHOC
• The final payment decision is at the discretion of the Operations Manager and Coop Officers.

Tax

• RChain Coop has to comply with the tax rules of the IRS. That means that at the end of the year RChain has to provide a list of payouts to contributors, with the amounts, through form 1099.

• If a contributor's rewards are more then $600 per year, then a Fw9 tax form (For US citizens and residents) has to be filled out following the instructions here and stored in the personal folder Tax.

• For US aliens living outside of the USA, the W-8BEN tax form has to be filled out following the instructions here.

  NB: only lines 1, 2, 3, 4, and 7 are to be filled.

Background

• #563 Copy InvoiceTemplate to Personal Gsheet
• #548 invoice support in rewards.rchain.coop
  • wontfix i.e. that's not how we're doing it
• #305 Preparation of 201801 invoices