Expense reporting

From BayTeam

Contents 1 Policy 1.1 Expenses associated with an event 1.2 Other expenses 2 Reimbursement and payment of invoices

Policy

Expenses associated with an event

Bottom line: if it has to do with an event, it must go to the event chair.

• All expenses associated with an event must be reported to that event's chair person, including the submission of the receipts and associated reimbursement form(s). Everything is funneled through the event chair so that s/he can approve all expenses for her/his event. See the Trial Chair job description for details on this process.
• It is then the chair's responsibility to forward approved receipts and reimbursement forms on to the club Treasurer .
• Reimbursement checks will be written by the club Treasurer or her agent and sent directly to the person who had the expense.

• Likewise all bills and invoices requesting payment that are associated with an event must be reported to that event's chair person. The chair person will approve the payable and forward the bill to the Treasurer so that the Treasurer or her agent can pay it directly.

Other expenses

Bottom line: if it is NOT associated with an event, it must go to the club Treasurer.

• If the expense or payable is NOT associated with an event, then the receipt or bill should be forwarded directly to the club Treasurer along with an associated reimbursement form explaining it. The Treasurer or her agent will issue reimbursements and bill payments directly to the requestor.

Reimbursement and payment of invoices

When a product is purchased or delivered:

• Date and initial the packing slip or receipt.
• Download and use this Official Reimbursement Form. Make sure to include:
  • If the item is venue-specific (e.g., CPE) please identify which venue.
  • Your address and a phone or email in case the Treasurer has a question.
  • What the receipt is for if it is not clear.
• If event-specific, mail or fax it to the event's chairperson. (if you don't know who your event chairperson is then you haven't been approved/authorized to make an expense for that event!)
• If NOT event-specific, mail or fax it to the current Treasurer (see Bay Team roster for contact info).

This confirms delivery in good condition and triggers the payment to the merchant or reimbursement to the member as appropriate.