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Reimbursement Procedure

To ensure you are reimbursed in a timely manner, please remember the below points:

  1. Receipts are required for reimbursement (any exceptions must be approved ahead of time)
  2. Reimbursement requests for $20 or more require a second signature from a member of that committee
  3. Reimbursement request forms are available in a folder in the internal mail black filing cabinet beside the desk as you walk into the common house from the mailroom OR online at: http://www.wasatchcommonscohousing.org/residents/forms/index.html (also attached)
  4. Please submit reimbursement forms by depositing them in the management folder in the internal mail filing cabinet in the common house. Reimbursement request forms should not be left on Linda Reed's porch or emailed to the management inbox
Clarification of Request for Payment
  1. The purpose of this process is to make it easy for community members to take on the tasks in their mandate, and at the same time, make sure our expenditures are appropriate and in the best interests of the community.
  2. Committees are generally empowered to spend the funds within their budget, as long as it is within their mandate, and does not make significant changes to the property or community procedures. If so, a proposal may be needed to make sure that the community is on board.
  3. Individuals or committees that would like to spend unbudgeted funds need to get approval from Management Committee.
  4. Use the “PAYMENT REQUEST” form to have a check generated. These forms are available in a folder in the front of the “Internal Mail” black file cabinet beside the desk as you walk into the common house from the mail room OR online (attached here)
  5. Payments can be made directly to the supplier or vendor, or can be made to reimburse a community member if they have already paid the supplier.
  6. A receipt must be submitted to qualify for reimbursement. Any exceptions must be approved by Management ahead of time.
  7. For a check to be given to supplier, attach an invoice or other documentation.
  8. If the request is for $20 or more, there must be a second signature from a member of that committee. The purpose of this is to make sure that the committee is approving the funds, and not just a single individual.
  9. Submit the request by depositing it in the “Management” folder in the “Internal Mail” black filing cabinet near the front.
  10. If an expenditure would exceed the budget, request special approval from Management Committee prior to committing to the expenditure. If an expense will overspend a budget, management will decide whether to approve reimbursement.
  11. Generally, Payment Requests will be reviewed and checks distributed at the next Management Committee meeting. If there is an urgent need for a check or payment sooner than that, contact Management Committee.
  12. There is no automatic “carry forward” of budgeted funds from one year to the next. If a committee has not spent their budget, and would like to use the funds in the following year, the committee should ask to have the desired dollars included in the new year's budget.
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