Alameda Troop 11 Reimbursements

Version 1 - 6/9/17
 
Thank you for volunteering and helping the troop! We want to get your money back to you ASAP!

Keep in mind we are all volunteers, and the treasurer spends countless hours managing the finances. The more considerate we are of each other’s time, the better we will run.

Understand the treasurer views items and makes decisions as such:
-Fiduciary responsibility to the troop
-What will this look like if the troop is audited?
-What are the BSA guidelines?
-What is a reasonable amount of the treasurer or other leadership’s time?

Acceptable reimbursements (in order of preference)

1- Email
          Scan receipt as a pdf, email to treasurer
          Subject of Email: Request for Reimbursement
          Body of Email: Date of event, name of event, Requester’s name

 2- Hand in Receipt
         Write on top of receipt: Date of event, name of event, Requester’s name

  3-Itemized Reimbursement Form, Signed with Receipt
          A form to be filled out in the event a reimbursement receipt contains items that are not reimbursable. It is highly recommended that volunteers make personal purchases separate to avoid having to use this form. Form can be found here: https://docs.google.com/document/d/16NkHodtdfrjAwXg-stPbInr9wMhZe8Cv_I-DPDr3DTY/edit?usp=sharing

Reimbursement Rules
-No advances
-No receipt, no reimbursement
-An invoice is not a receipt. Please make sure you check before you submit
-Please submit a reimbursement yourself when possible. This helps to avoid confusion
-Mixed Purchases - DO NOT mix personal purchases with reimbursable purchases. In the event this happens, you will need to fill out the “Itemized Reimbursement Form” as an itemized list, calculate each item's taxes manually, sign, and submit with accompanying receipt. Circles and lines on a receipt are not a suitable substitute for filling out and signing the “Itemized Reimbursement Form”. Form can be found here: https://docs.google.com/document/d/16NkHodtdfrjAwXg-stPbInr9wMhZe8Cv_I-DPDr3DTY/edit?usp=sharing
-Lost Receipts - If a receipt is lost, the volunteer has these options. Option 4 will be considered an outlier and will only be accepted once, and only for a purchase less than $50. If you believe you might lose receipts, please do not use cash so you can use one of the other options.
     Option 1- Obtain a duplicate receipt from the billing agency
     Option 2- Submit a cancelled check
     Option 3- Submit a credit card bill. Black out all other purchases on the bill. Black out the credit card #
     Option 4- Submit a signed memorandum, stating:
           -The amount of the expense.  The description of the expense should be detailed as to the items purchased.
           -The purpose of the expense.
           -That payment was made in full.
           -That no receipt or cancelled check is available.
           -That no other reimbursement of expense has been, or will be, sought or accepted from any source.