Expense Reimbursement Process
E-mailed by the Commodore Nasim on November 30: _________________________________________ To ensure responsible fiscal management, I would like to clarify the process for reimbursing club-related expenses. Please adhere to the following steps:
1. Approval Process:
Do not utilize personal funds for club-related expenses without prior approval from a committee chair or a club officer.
Any purchases you plan to make must be requested or approved by a committee chair or a club officer before proceeding.
2. Reimbursement Submission:
Complete the reimbursement form (attached), indicating the amount and, crucially, the purpose or the account to which it should be applied.
Print a hard copy of the form, attach the receipt, and personally deliver it to our treasurer or one of the officers. Please refrain from combining personal and club-related expenses on a single receipt as the club reserves the rights to keep original receipts on records.
It's essential to understand that our treasurer is not obligated to provide immediate reimbursement. Payments will be made at her convenience and may be consolidated for efficiency. Your cooperation in adhering to these guidelines contributes to the responsible and effective management of our club's affairs. Should you have any questions or need clarification, please feel free to reach out. Thank you for your attention and cooperation.
Best Regards,
Nasim Shamailov