Article
II
Definitions
1. Expense
Any payable item directly related to and caused by
operational activities of the Chapter. Expenses must be directly or indirectly
related to the mission of TMN – Gideon Lincecum Chapter.
2. Member
Only active members (see By-laws) acting on behalf of
the Chapter and executing Chapter business may submit advance payment requests,
expense reimbursement request, or travel advance request.
3. Request Types
a. Advance Payment Request (Check Request) Form
is submitted when the Chapter expense, vendor and amount are known sufficiently
in advance to secure an advance payment via Chapter check.
b. Expense Reimbursement Request is
submitted after a pre-approved Chapter expense has been paid by a member. Whether the member chooses to donate the
expense amount or not, an Expense Reimbursement Request Form will be submitted
for all valid Chapter expenses.
c. Travel Advance Request is submitted only
when pre-approved Chapter related travel is authorized and individual funds are
not available to pre-fund the travel expense. All travel related receipts must be received within 10 business days of
trip completion.
4. Authorization
All Chapter related expenses are authorized either by
the annual budget process or, by the Board of Directors. Only the President, Vice President or
Secretary of the Chapter may authorize payments. The Treasurer may not solely authorize
payment.
5. Timing
Expenses must be turned into the Treasurer for
reimbursement no later than 30 days from expenditure date except at year-end
when all late December expenses must be submitted by January 15th of
the succeeding year. This ensures
sufficient timing to close Chapter financial books for State and Federal
regulatory reporting and audit requirements. Valid Chapter expenses submitted after the above dates will not be
reimbursed.
