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Reimbursement RT

406 bytes added, 10:03, 8 August 2018
Chow moved page Reimbursement to Reimbursement RT without leaving a redirect: Moving from RT to Freshdesk ticketing system
== Ticket Generation ==
* Create a ticket by sending an email to
* Please put the word reimbursement in the RT ticket title!!!
* An RT ticket must exist to document any expenditure of PS1 funds, as purchase, bill payment, expense, or reimbursement for any of the above. Attach receipt(s) or invoice(s) to the ticket. For convenience, it may be easy to submit a photo of the documentation, or scan, in a separate email to info@. When doing this, make sure to comment on the supporting RT ticket, the ticket number for the documentation.
* RT tickets must specify, or obviously imply, the following pieces of information
*** For non-area expenses, the name of the vote, or the date of the board meeting where a documented decision to purchase the item or service was made
*** For reimbursement, if the ticket creator is an area host, then it is assumed that they made the purchase with personal funds. Otherwise, the ticket must specify the active member who made the purchase. Funds will be sent to the PayPal email in the member profile unless otherwise specified. Non-members requesting reimbursement will require board review and authorization before reimbursement. Non-members should seek pre-approval for any PS1 expenses as un-approved non-member expenses will be considered, at best, donations.
** What*** An : an itemized list of items purchased, quantity, unit price, and grand total. For bulk items, provide a general description of the bulk and price. For items by weight, provide the price per unit weight, the weight, and the subtotal.** When*** The : the date of purchase, or invoice. Inferred from the receipt or invoice. Particularly in the case of handwritten receipts, the date can sometimes be missing.** Where*** What : the budget(s) will the expense(s) be charged against. It is acceptable to specify any number of budgets to divide the expense. Specify either the percent allocations, dollar value, or combination thereof. The rounded fraction, if any, will be charged to the budget associated with the largest portion of the expense, or the ticket owner's area budget, or a random associated budget, in that order of precedence.** Why*** Provide : provide a one sentence reason for the expense, unless it is blatantly obvious. Also, categorize the items, unless readily apparent, as follows:**** Supplies: consumables and , hand tools, and small replacement parts**** Tools: portable equipment, non-consumableslarger than hand tools, and non-portable equipment, all under $1,000**** Equipment: anything over the $1,000 capitalization limit is probably equipment. Note that area host spending is limited to purchases under $500 without board approval for each large purchase. If the item(s) is over $1,000 and is not equipment, the categorization will be inferred from the description.*** Repair: services, shipping, and large replacement parts*** Entertainment: used for things like pizza for a build out the space event, etc. Please be certain this sort of expenditure meets the area host guidelines*** Advertising: used for things like subscription invoices
A template for RT expense tickets is depicted in the "Area host and director onboarding process" document.
== RT procedure ==
*[[Treasurer Procedures]]
== Executing Payment ==
Domain Admins

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