From the Troop Treasurer...
Money Collection and Reimbursement Policies
These policies will
a) minimize questions about the flow and custody of money for the benefit of Troop 15 by tracking it,b) allow for Troop 15 to better plan for expenses and stick to its budget, and
c) make the treasurer’s job easier by providing complete information in a standard manner.
Reimbursement Requests
1. Requests for reimbursement over $30 will be pre-approved by the committee chair or included as a planned expense for a troop outing (see Planned Outings below).
2. Requests will be submitted within two weeks of the expense being incurred.
3. All requests for reimbursement will be accompanied by a Boy Scout Troop 15 Reimbursement Request Form which is to be given to the treasurer. The portion of this form above the bold line must be completed entirely by the person requesting reimbursement.
4. Requests for reimbursement will be accompanied by supporting documentation (receipts, reimbursement form for mileage signed by outing organizer).
5. Mileage will be reimbursed at rate of $0.22/mile for planned outings for drivers who transport Scouts. A driver who pulls the troop trailer will be reimbursed $0.44/mile (see Planned Outings below). Recipients of mileage reimbursement should be made aware that reimbursement for mileage by the troop may affect their eligibility for deducting the mileage on their tax return.
6. All reimbursements will be made by the treasurer unless other arrangements are made in advance.
Money Collection
7. All money collected, by cash or check, will be turned in to the treasurer within one week of its being collected.8. Reimbursements
will not be made from cash collected for an event unless arranged in advance with the treasurer.9. Money turned in to the treasurer will be accompanied by a
Boy Scout Troop 15 Deposit Information Form. The portion of this form above the bold line must be completed entirely by the person collecting the money.Planned Outings
10. A Boy Scout Troop 15 Planned Outing Form should be completed at least one month prior to an outing if
a. reimbursement of any expenses will be requested, including mileage, or
b. any financial subsidy of the outing by the troop is requested.
11. Drivers requesting reimbursement for mileage will have the outing organizer initial Boy Scout Troop 15 Reimbursement Request Form for them. Multiple drivers may be listed on one reimbursement form if no other reimbursements are requested by the drivers.