Reimbursement

FAQ

• The Treasurer needs to know how you want to be paid - please say "Chase Quick Pay" as that is the easiest. other options are below.
• The Treasurer also needs to know what budget to apply this to.
• And The Treasurer needs help keeping track of things, so send a message to [email protected] so a ticket gets created and put in the Treasurer's queue.
• And all this other stuff might be relevant too.

Authorization

• Ongoing payments such as utilities
• One time payments
  • From an area or administrative budget
  • For a vote

Ticket Generation

If you are a member and you want to be reimbursed for some money you spent:

• Create a ticket by sending an email to [email protected].
• REQUIRED: the word reimbursement must be in the email subject!!!
• Include how you want to be paid: Chase Quick Pay or handed a check on Tuesday are the best options.
• A Freshdesk 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 Freshdesk ticket, the ticket number for the documentation.
• Expense documentation tickets must specify, or obviously imply, the following pieces of information
  • Who
    • For area host expenses, usually the area host can be inferred from the ticket creator, though not always. If the ticket creator is not the area host, the area host must comment on the ticket to authorize the expenditure
    • For bill payment, to whom will the payment be made out to. This can be inferred from the attached invoice
    • 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 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 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: 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 a one sentence reason for the expense, unless it is blatantly obvious. Also, categorize the items, unless readily apparent, as follows:
    • Supplies: consumables, hand tools, and small replacement parts
    • Tools: portable equipment, non-consumables larger than hand tools, and non-portable equipment, all under $1,000
    • Equipment: anything over the $1,000 capitalization limit is probably equipment. 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 meetup.com subscription invoices

A template for Freshdesk expense tickets is depicted in the "Area host and director onboarding process" document.

Freshdesk procedure

• Treasurer Procedures

Executing Payment

• Chase
• Paypal

Accounting

• Treasurer Procedures