Overview
Pack leaders and adults who spend their own money on pack activities can be reimbursed from pack funds, provided the expense is within the approved budget and properly documented.
Reimbursement Process
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Get pre-approval — For any non-trivial expense, confirm with the Committee Chair or Treasurer before spending. Unbudgeted or surprise expenses may not be reimbursable.
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Keep your receipt — All reimbursements require a receipt. No receipt = no reimbursement.
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Submit a reimbursement request — Submit your receipt and a brief description of the expense to the Treasurer. The Treasurer’s preferred submission method should be confirmed with the current Treasurer.
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Committee Chair approves — The Committee Chair approves bills before the Treasurer pays them. For routine, clearly budgeted expenses, approval may be expedited. For unusual or large expenses, expect to discuss at the committee meeting.
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Payment issued — The Treasurer issues a check from the Broadview account (or other agreed method) once approved.
Pack Debit Card
The Advancement Chair has a pack debit card specifically for purchasing advancement awards. If you are the Advancement Chair, keep receipts for all purchases made with this card and submit them to the Treasurer for records.
Tax Exemption
All purchases for the pack are exempt from New York State sales tax. Before making a significant purchase:
- Contact the Treasurer to obtain the tax-exempt certificate
- Present the certificate at point of sale
- Keep the receipt showing no tax was charged (or that it was refunded)
Invoice Templates
For situations where the pack needs to invoice families or vendors, see: docs/Training/Positions/Treasurer/Pack 232 Treasurer Resources/Templates/Pack 232 Invoice Templates.md
Preferred Submission Method
(The current Treasurer should update this section with their preferred method for receiving reimbursement requests — e.g., email receipts to treasurer@pack232.com, or submit via a Google Form)