- Ongoing payments such as utilities
- One time payments
- From an area or administrative budget
- For a vote
- 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 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 and hand tools
- Tools: portable equipment, non-consumables, and equipment, all under $1,000
- Equipment: anything over $1,000 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.
A template for RT expense tickets is depicted in the "Area host and director onboarding process" document.