The rules that keep it clean
- Every claim has a receipt, or a written note saying why there is none.
- Nobody approves their own claim. The treasurer's claims go to the president or another officer.
- Claims come in within [60] days of the spending. Set the number your board agrees.
- Pay by check or bank transfer, never from the cash box, unless the amount is under your petty cash limit.
- Count the petty cash box when the log says it should be topped up, and at least every month.
Expense reimbursement form
NameEmail or phoneEvent or project this was forHow you would like to be paid (check, bank transfer)
| Date | What was bought | From where | Amount | Receipt attached |
|---|---|---|---|---|
Total claimedSigned by the person claiming, and dateApproved by (not the claimant), and datePaid on, by check number or transfer
Petty cash log
The Excel log keeps a running balance. Type each amount in or out; the balance works itself out. When you count the box, type the count and the sheet shows any difference in red.