Running the money through WordPress Community Support, PBC
All WordCamp organizing teams are asked to keep their event budget in their WordCamp dashboard (Budget>Budget). In the US and Canada, WordCamps use the financial backing of the company called WordPress Community Support, PBC (a subsidiary of the WordPress Foundation) to manage the money involved with their event is required to keep the financial details of their event. Outside the US and Canada, we offer the use of WPCS as a legal and financial entity to organizers if they wish to take advantage of it.
WordCamps using the legal and financial backing of WordPress Community Support, PBC (a subsidiary of the WordPress Foundation) collect sponsorship and ticket revenue through WPCS accounts (invoicing from WPCS and using the WPCS PayPal account that’s already connected to the WordCamp registration plugin, CampTix), and then submits all vendor invoices to WordCamp Central for payment from WPCS accounts.WordCamp Central essentially functions as the WordCamp’s “accounts receivable” and “accounts payable” department. 🙂
Once a WordCamp budget has been approved by a community deputy, there is no need for a WordCamp to raise a certain amount of money before submitting invoices to pay venue deposits or other up-front expenses. Each WordCamp budget is kept up to date in the WordCamp dashboard, and sponsor invoices and vendor payments are managed through the tools on each WordCamp site dashboard.
Surplus funds from WordCamps are retained by WordPress Community Support for the support of other official WordPress community events and programs, including local meetup and user group events.
WordPress Community Support, PBC is a subsidiary of the WordPress Foundation, and the purpose of WPCS is not to make a profit, but rather to benefit WordPress community programs. However, the PBC is taxed as a for-profit corporation by the IRS. More details here. This means most WordCamps and meetups will no longer be able to take advantage of most non-profit discounts from vendors.
If you’re using WPCS as the legal and financial entity for your WordCamp, you should have all contracts use the following information:
WordPress Community Support, PBC
660 4th Street #119
San Francisco CA 94107
IMPORTANT: Do NOT mail checks to this address! Mail checks to: WordPress Community Support, PBC, P.O. Box 101768, Pasadena, CA 91189-1768
Phone (this goes to a mailbox): (415) 917-4110
Tax ID (if necessary): 81-0896291
- As soon as you get a new sponsor, add their information to your WordCamp website and save the sponsor listing to Draft.
- Use the Sponsor Invoices tool to send your sponsor an invoice with information on how to pay WordPress Community Support, PBC. All payment instructions will be included for you on the sponsor invoice created. In case you need payment instructions, they are:
- For payments via electronic wire transfers:
- Bank Name: JPMorgan Chase Bank, N.A. Bank Address: 270 Park Ave, New York, NY 10017
- Company name: WordPress Community Support, PBC
- For US domestic ACH transfers: ACH Routing Number: 322271627, Account Number: 801658696
- For international wire transfers: SWIFT/BIC: CHASUS33, Account Number: 801658696
- If sponsors need to send money by credit card, they can send it to us via firstname.lastname@example.org. Please ask sponsors who choose to pay via PayPal to add 3% to their sponsorship total to cover PayPal fees, and also to send tell you the transaction number of the PayPal transfer.
- If a sponsor chooses to pay via check, they must make the check out to WordPress Community Support, PBC and mail it to: WordPress Community Support, PBC, P.O. Box 101768, Pasadena, CA 91189-1768
- When a payment comes in, WordCamp Central will mark that sponsor as paid (usually in bright green!) using the Sponsor Invoices tool and you’ll receive an email that it’s time to add that sponsor to your website. Publish the Sponsor listing (which you left in Draft mode, while waiting for payment) to add them to your site.
- Take CampTix out of sandbox.
- Ticket revenue goes to the WordPress Community Support, PBC Paypal account.
- Once your budget is approved, please keep it updated in the shared google spreadsheet.
- When vendors are chosen, please add each one into Vendor Payments on your WordCamp site’s dashboard and save them to draft.
- When you get a vendor invoice, fill in the details to Vendor Payments, attach the invoice, and submit for payment when ready. Please name your request something with something that indicates what payment is for, for example “WordCamp NYC Speaker Social” or “WCYVR swag.” Please note: Your payment request will not be submitted to WordCamp Central when it is in draft. Before you submit the request for payment, please be certain you have the required payment details.
If we need to pay by check: Payee name, mailing address, telephone number
If we need to pay by credit card: Payee name, contact name, telephone number -or- a credit card authorization form and email address
If we need to pay by PayPal: Payee name, email address associated with PayPal account
If we need to pay by wire: Beneficiary’s name, beneficiary’s bank SWIFT BIC, Beneficiary’s IBAN or account number, beneficiary’s address, beneficiary’s bank name, beneficiary’s bank address
- Before we pay it, we’ll check the invoice against the current shared budget document. Warning! If the invoice amount doesn’t match your budget, the payment will be delayed while we figure out what’s going on.
- If the vendor sends you a receipt, please upload it to the original payment request.
- When we pay your vendor we will mark the payment request paid and record the payment date.
- In the case of last-minute or cash-only expenses, organizing teams pay those out of pocket and submit for reimbursement. Warning! Reimbursement via check is the slowest payment method available: checks are sent in a minimum of 5 days. Reimbursement via direct deposit is the fastest way we send money in the US. We reimburse by wire to bank accounts outside the US.
Tip: Here is a quiz on this article. Read quizzes page if you have any questions about quizzes and how to navigate them.