Purchase Expense Reimbursement Policy & Expense Reimbursement Form
POLICY
Compulsory Requirements
There are strict requirements governing the propriety of expenses for a chapter. It is the responsibility of each Board member and committee chair to ensure that they have read and acknowledge these basic rules before accepting their position. Each committee chair is responsible to ensure that any member on a committee is aware of this process and acknowledges understanding of these criteria. If the process is not followed, the expense may not be reimbursed but rather identified as a ALSF donation.
Pre-purchase Requirements.
All Purchases
In advance of any purchase being made for ALSF, it is crucial that the purchaser validate if budget is available and if expense is a necessary and reasonable use of funds. If there is no budget available, a motion to increase the respective budget must be made to the Board by the committee chair after discussion within the committee. If the Board approves, a motion will be presented to regular membership for approval. Purchases made prior to said approval will not be reimbursed.
Purchases $50 or Less
If request is $50 or less, no pre-purchase submission of the Request for Approval and Payment form is required. All approvals, pre-and post-purchase, can be done either by signature on the Request for Approval and Payment form or via email.
The only requirement is that the chair or appropriate Board member confirms verbally in advance of purchase that funds are available. confirms verbally in advance of purchase that funds are available. A Request for Approval and Payment form is completed after the purchase, approved by the chair or appropriate Board member, and then submitted to the Treasurer.
Purchases More Than $50 and Less Than $500
If request is more than $50 and less than $500, in addition to above steps, requester will require two signature approvals on Request for Approval and Payment form for pre-authorization of purchase. First signature should be the chairman of the committee or appropriate Board member, and second should be a Finance member.
Purchases More Than $500
If request is $500 or over, the requester also must provide documentation that three bids have been obtained when submitting the Request for Approval and Payment form for approval.
(1) If the same cost-effective vendor is used multiple times during the year, you can qualify them only once annually. It is important to adhere to vendor qualification criteria when selecting potential vendor partners.
Basic requirements to qualify vendors are:
a. Vendor must be an established business for a minimum of 2 years.
b. Cost must be shown to be competitive with other options.
c. Delivery guidelines and return policy must be documented.
(2) Qualification of vendor must be revisited every 2-3 years.
Post-purchase Requirements for Reimbursement
● All relevant receipts and bid documentation (if required) must be attached to Request for Approval and Payment form.
● All email approvals must be attached.
● All requests must be submitted to Finance within 30 days of expenditure and prior to fiscal year end which is May 31. Requests received after 30 days due to special circumstances will be reviewed by President and Finance for consideration for payment.
● All approved Requests for Approval and Payment form requests will be reimbursed and issued within 15 days of receipt.
Notes:
- All approvals, pre- and post-purchase, can be done either by signature on the Request for Approval and Payment form or via email.
- Check the organizational chart to determine to which Board member a committee chair reports. In the case of a Board member submitting a request, that request must be approved by the President and Finance (if two approvals required).
EXPENSE REIMBURSEMENT FORM
Click here to view and/or print out the Purchasing Reimbursement Form
Revision date 2.21.2021