All expenses need a receipt to document how pack money was spent. We can write a check directly to a vendor, or reimburse the person who made a payment to a vendor on our behalf, but the treasurer must have a copy of the receipt, along with any additional explanation, in the treasurer’s email inbox so our expenses are able to be audited.
Please send an email to pack734treasurer@gmail.com. Your email needs to include ALL the following:
Your Full Name (first and last) if it is not already included in your email address. I cannot write checks to initials or nicknames.
Please include “Reimbursement Request” in the subject line.
What the reimbursement is for, including which budget category, if you know it. Ideally each budget category should have a separate reimbursement request, so it is easier to track. Not necessary, but easier. Ideally this should include as many relevant details as possible, like which event, which date, which den, etc.
A detailed list of the individual expense(s), plus a total.
A photo or photos of your receipt(s). Multiple receipts can be in one photo. Please indicate the items in the receipt to be reimbursed. PLEASE INCLUDE TAX. I do not want paper receipts.
Please do not make the treasurer do math. Please include the total amount that should be reimbursed. This can result in the email being returned to you and will delay your reimbursement.
I find it’s easy to pop things into a spreadsheet to calculate the tax and totals, and then copy and paste that into an email. There are also reimbursement forms to print off, or spreadsheet templates, if that works better for you. The goal is to have clear communication to our future selves and future leaders.
Also…the default situation is that I will find you at the next pack meeting and hand you a check. If you would prefer that I mail you a check, please include “please mail me a check” and your complete mailing address.
Thanks for making this job more attractive to a volunteer! 😉
