Document Relay, Wise, and PayPal in the finance section

Restructures `content/global-team/finance/` from a single page into
a Hugo section and adds three sub-pages for the actual financial
tools:

- `relay/` — primary USD operating account: sign-in, transactions
  and bookkeeping export, virtual cards per subscription, ACH
  transfers, user management, recovery
- `wise/` — international transfers: sending, receiving via local
  account details in multiple currencies, multi-currency reserves,
  sweep-to-Relay cadence
- `paypal/` — donation channel: nonprofit fee tier, donor refunds,
  receipt template, weekly sweep to Relay, donor-fee absorption
  policy

The `_index.en.md` preserves the existing donations policy with
light edits and cross-links into the tool sub-pages, into the
forthcoming nonprofit-administration section, and into 1Password
for credentials.

Stacks on #207.

Co-Authored-By: Claude Opus 4.7 (1M context) <noreply@anthropic.com>

Author: drmowinckels

content/global-team/finance/_index.en.md

@@ -0,0 +1,42 @@
+---
+title: "Managing RLadies+ Finance"
+linkTitle: "Finance"
+weight: 111
+chapter: false
+aliases:
+  - /coordination/finance/
+---
+
+RLadies+ runs as a US-registered 501(c)(3) nonprofit out of California, paid for by a mix of one-off donations, recurring sponsors, and grant income from partners like the R-Consortium and Posit.
+Money in covers conference travel, the small set of paid tools that keep the org running (Zoom, Calendly, Google Workspace, Meetup), reimbursements to chapter organisers for venue and refreshment costs, and the occasional honorarium for invited speakers.
+
+Three external services handle the actual movement of money:
+
+- [Relay]({{% relref "relay" %}}) is the primary USD operating account — the centre of gravity for incoming grant payments and outgoing operational spend.
+- [Wise]({{% relref "wise" %}}) handles anything cross-border — paying speakers or chapters abroad, receiving donations denominated in non-USD currencies.
+- [PayPal]({{% relref "paypal" %}}) is the donation channel for one-off contributors and small transactions.
+
+State-level filings, tax returns, and the registered-agent service are handled separately through [VCorp]({{% relref "/global-team/nonprofit-administration/vcorp" %}}) in the [nonprofit administration]({{% relref "/global-team/nonprofit-administration" %}}) section.
+Credentials for every financial account live in the Shared vault — see [1Password]({{% relref "/global-team/infrastructure/1password" %}}).
+
+## Donations
+
+When someone sends an email inquiring about larger donations, offer to:
+
+- provide them the routing and account number for a direct wire transfer (the account is in Relay; see the Relay page for where the details live in the dashboard), or
+- if they are in the US and prefer to send a check, give them the RLadies+ nonprofit HQ address in Oakland — the same address used for official mail (see [AnytimeMailbox]({{% relref "/global-team/nonprofit-administration/anytime-mailbox" %}})).
+
+How to acknowledge the donation:
+
+- Thank the donor in the email communication.
+- If the donor is comfortable with a public acknowledgement, add their name to the website's sponsors list.
+- If the donor is comfortable with a public acknowledgement, the social media team prepares a draft post for the donor to validate before publishing (see [social media management]({{% relref "/global-team/social-media-management" %}})).
+
+For donations that arrive through PayPal directly, the PayPal page covers receipt issuing and the sweep-to-Relay cadence.
+
+## Recordkeeping
+
+The transaction exports from Relay, Wise, and PayPal are the source of truth for bookkeeping and for the annual Form 990 filing that VCorp prepares.
+A periodic export — monthly works well — uploaded into the Shared Drive's finance folder keeps the records reconcilable.
+
+TODO: confirm whether RLadies+ uses an external bookkeeper or whether reconciliation is handled in-house by treasurer-role leadership.

content/global-team/finance/index.en.md

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+---
+title: "PayPal (donations)"
+linkTitle: "PayPal"
+weight: 30
+---
+
+Most one-off donations to RLadies+ land in PayPal — community members clicking the donate link, conference attendees sending small amounts, anyone for whom PayPal is the convenient option.
+The balance never accumulates there for long; it gets swept to [Relay]({{% relref "../relay" %}}) on a regular cadence so the operating account remains the source of truth.
+
+## Account type
+
+RLadies+ holds a PayPal nonprofit account, which qualifies for the reduced transaction-fee rate that PayPal offers verified 501(c)(3) organisations.
+TODO: confirm whether the account is also enrolled in PayPal Giving Fund (PPGF), which lets donors give without the standard 2.99% fee in exchange for a slightly delayed disbursement cadence.
+
+The 501(c)(3) verification on file is what unlocks the lower rate; if the IRS determination letter ever needs to be re-uploaded, the most recent copy lives in the Shared Drive's compliance folder (alongside what VCorp keeps).
+
+## Who has access
+
+Admin tied to the role mailbox, credentials in the [1Password]({{% relref "/global-team/infrastructure/1password" %}}) Shared vault.
+Additional team members are added via PayPal's user-permissions system rather than sharing the admin login.
+
+TODO: list the current PayPal team members and their assigned permissions.
+
+## Operational tasks
+
+### Signing in
+
+1. Open [paypal.com](https://paypal.com).
+2. Sign in with your individual PayPal user credentials, or the admin login from 1Password for admin operations.
+3. Complete the 2FA challenge.
+
+### Viewing donations
+
+1. Click **Activity** in the top nav.
+2. Filter by date range, or filter by type **Payments received**.
+3. Each row shows the donor, amount, fee, and net.
+
+For automated reporting, **Reports** → **Activity download** exports a CSV.
+
+### Issuing a refund
+
+Donors sometimes mis-click or change their mind. Refund within PayPal directly:
+
+1. Find the transaction in **Activity** → click it.
+2. Click **Issue a refund**.
+3. Choose full or partial; PayPal usually returns the original transaction fee to the org as well.
+4. Confirm.
+
+The donor sees the refund in their PayPal account within minutes (or back to their card within a few business days).
+
+### Issuing a tax-deductible receipt
+
+PayPal can auto-send receipts that include the org's 501(c)(3) status and EIN — useful for US donors claiming deduction.
+
+1. Sign in as admin → **Account Settings** → **Notifications**.
+2. Enable the **Donation receipt** notification (TODO: confirm exact menu name).
+3. The receipt template can be customised under **Account Settings** → **Customer notifications** → **Donation receipt template**.
+
+The template should include the legal RLadies+ name, the EIN, the donation date and amount, and the standard "no goods or services were provided" language required by the IRS for full deductibility.
+
+TODO: confirm RLadies+ has this template configured and reviewed by VCorp.
+
+### Sweeping the balance to Relay
+
+PayPal balances should not accumulate — they're not insured the way a bank balance is, and the source of truth for bookkeeping is the Relay account.
+
+1. **Wallet** in the top nav.
+2. **Transfer money** → **Transfer to your bank**.
+3. Select the linked Relay account.
+4. Enter the full available balance (or leave a small buffer if you expect refunds).
+5. Confirm.
+
+Standard transfers take 1-3 business days; instant transfers cost a fee and aren't worth it for routine sweeps.
+A weekly or bi-weekly cadence works well.
+
+### Adding a team member
+
+1. **Account Settings** → **Account Access** → **Manage Users**.
+2. **Add a user** → enter their name and email.
+3. Choose the permissions: typical donor-management roles need **View transactions**, **Issue refunds**, and **Download reports**. Admin operations stay with the admin login.
+4. They accept the invitation and complete their own login setup.
+
+### Removing a departed team member
+
+1. **Account Settings** → **Account Access** → **Manage Users** → click the departing user.
+2. **Remove user**.
+3. If they had admin login access, rotate the admin password in 1Password.
+
+## Recovery
+
+Recovery codes for 2FA in 1Password.
+PayPal's account recovery falls back to email verification at the role mailbox; Workspace access remains the prerequisite.
+
+If a donor reports a chargeback or PayPal flags a transaction as suspicious, respond through the **Resolution Center** rather than letting it auto-resolve against the org's interest.
+
+## Things to watch for
+
+- **PayPal periodically requests re-verification of 501(c)(3) status.** These notifications land at the role mailbox; acting on them quickly keeps the reduced-fee rate.
+- **Funds held on a newly-large transaction.** PayPal's risk system sometimes holds disbursement on an unusually large donation. If you know a large donation is coming (a sponsor commitment, a memorial fund), email PayPal Business Support beforehand to pre-empt the hold.
+- **Donor-fee absorption policy.** PayPal lets donors optionally cover the transaction fee. Decide and document whether the donate-page widget asks the donor to do this (recommended for transparency) or whether RLadies+ absorbs the fee silently.
+- **Failed sweeps to Relay.** A broken bank link can leave the PayPal balance growing without notice — confirm sweeps actually arrive at Relay in the days after initiating.
+- **Currency conversion on non-USD donations.** PayPal auto-converts at its own rate, which is worse than Wise. For donations large enough to matter and where the donor can choose, direct them to the Wise account details instead.

content/global-team/finance/paypal/index.en.md

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+---
+title: "Relay (business banking)"
+linkTitle: "Relay"
+weight: 10
+---
+
+Every USD-denominated transaction RLadies+ makes — paying for Zoom, reimbursing a chapter for venue costs, receiving a grant disbursement, sweeping a PayPal balance — flows through a single Relay account.
+Relay is the operating bank: the place statements come from, the place cards are issued from, the place the routing and account number on every wire-transfer instruction point at.
+
+## Why Relay
+
+Relay ([relayfi.com](https://relayfi.com)) is a US business banking platform aimed at small businesses and nonprofits.
+The fit for RLadies+ is straightforward: no monthly account fees on the standard tier, unlimited virtual debit cards (useful for scoping subscription payments), clean transaction exports for bookkeeping, and a UI that treats multiple human users as a first-class concept rather than an awkward add-on.
+The alternative — opening a traditional US business bank account from outside the US, with leadership scattered globally — would be a lot more friction for the same end state.
+
+TODO: confirm whether RLadies+ is on Relay's free tier or Relay Pro (Pro adds wire transfers and automated rules).
+
+## Who has access
+
+The Relay admin account is tied to the role mailbox and credentials live in the Shared vault in [1Password]({{% relref "/global-team/infrastructure/1password" %}}).
+Leadership members are added as individual Relay users with their own logins rather than sharing the admin credentials — Relay supports per-user roles (Admin, Bookkeeper, Approver, View Only) and per-user roles make audit trails meaningful.
+
+TODO: list the current Relay user roster and their assigned roles.
+
+## Operational tasks
+
+### Signing in
+
+1. Open [app.relayfi.com/login](https://app.relayfi.com/login) in your browser.
+2. Sign in with your individual Relay user credentials (not the shared admin login unless you specifically need admin operations).
+3. Complete the 2FA challenge using the authenticator app you set up at first login; recovery codes are in 1Password under your Relay item if you've stored them there.
+
+### Viewing transactions and exporting for bookkeeping
+
+1. Click **Transactions** in the left sidebar.
+2. Set the date range using the filter at the top right.
+3. Click **Export** → CSV.
+4. Upload the CSV to the finance folder in the Workspace Shared Drive (see [Shared Drive]({{% relref "/global-team/infrastructure/google-workspace/shared-drive" %}})).
+
+Doing this monthly keeps reconciliation manageable and gives [VCorp]({{% relref "/global-team/nonprofit-administration/vcorp" %}}) clean source data for the annual Form 990.
+
+### Creating a virtual card for a subscription
+
+Virtual cards let you cap a subscription's monthly limit and revoke it without touching the physical card. Use one per service so a leak or runaway charge is contained.
+
+1. Click **Cards** in the left sidebar.
+2. Click **+ New card** → choose **Virtual** → **Subscription**.
+3. Name the card after the service it pays (e.g., `Zoom subscription`, `Canva Pro`).
+4. Set the monthly limit just above the expected charge.
+5. Copy the card number into the 1Password entry for the service that will use it.
+6. Use the card details to set up payment in the service's billing settings.
+
+### Issuing an ACH transfer
+
+1. Click **Payments** → **Send payment**.
+2. Choose **ACH** as the method.
+3. Enter recipient details (routing, account number, name on account).
+4. Set the amount and the description (descriptions show up on the bank statement — make them meaningful for bookkeeping).
+5. Schedule for the next business day or a specific date.
+
+For international payments, use Wise instead — see [Wise]({{% relref "../wise" %}}).
+
+### Adding a new Relay user
+
+1. Sign in as an Admin.
+2. Click **Settings** → **Team** → **Invite member**.
+3. Enter the new user's email (their personal email is fine; their Relay login is separate from any other login).
+4. Choose a role (Admin, Bookkeeper, Approver, View Only) appropriate to the work they will do.
+5. They accept the invitation via email and complete their own 2FA setup.
+6. Confirm they can see the expected accounts and transactions.
+
+### Removing a departed user
+
+1. **Settings** → **Team** → click the departing user → **Remove**.
+2. Revoke any virtual cards they personally created (Cards → filter by creator → freeze or close).
+3. If they had access to physical cards or the admin login, rotate the relevant credentials and update 1Password.
+
+## Recovery
+
+If 2FA breaks on a user's login, recovery codes saved in 1Password at first sign-in are the first option.
+If the admin login is the blocker, Relay support can recover via the role mailbox — which means Google Workspace access is the real prerequisite to financial recovery.
+Cross-link: [Google Workspace admin recovery]({{% relref "/global-team/infrastructure/google-workspace/admin-console" %}}#troubleshooting).
+
+## Things to watch for
+
+- **Subscription auto-renewals on virtual cards.** A virtual card with a $50/month limit won't catch a service that quietly raises to $100/month — review transactions monthly.
+- **Stale user access.** Departing leadership rarely flag their own offboarding; the six-monthly admin review (see [1Password]({{% relref "/global-team/infrastructure/1password" %}})) should include a Relay user-list walk.
+- **Monthly statement to the role mailbox.** Make sure someone in finance actually reads it; treat it as evidence rather than noise.
+- **Tax-relevant transactions.** Large incoming grants and outgoing honoraria both have 1099 / W-9 implications; flag them to VCorp at the time of the transaction, not at year-end.