Changes

*For additional questions or issues, please email [email protected] and/or [email protected].  

*For additional questions or issues, please email [email protected] and/or [email protected].  

*The PEX app

*The PEX app

**All receipts must be attached to expenses via the PEX app.  Like this: [[PEX]]

**All receipts must be attached to expenses via the PEX app.  Like this: [[PEX]]

***If they are not attached within 2 weeks of the purchase, we may deactivate your card until you are up-to-date with your receipts

***If they are not attached within 2 weeks of the purchase, we may deactivate your card until you are up-to-date with your receipts.

***If we see suspicious activity we may discontinue your account at any time and ask you for more information, and if it is not provided, we may never reactivate your card.

***If we see suspicious activity we may discontinue your account at any time and ask you for more information, and if it is not provided, we may never reactivate your card.

****What is suspicious activity?  Food and beverage purchases (excluding parties and kitchen), your morning McDonald’s purchase, unknown unnamed vendors(?) through Square or Patreon.  Gas stations.  Etc.

****What is suspicious activity?  Food and beverage purchases (excluding parties and kitchen), your morning McDonald’s purchase, unknown unnamed vendors(?) through Square or Patreon.  Gas stations.  Etc.

**Make sure your receipts are legible or we will not accept them, and we also reserve the right to have a really bad attitude about it.

**Make sure your receipts are legible or we will not accept them, and we also reserve the right to have a really bad attitude about it.

***Well lit, reasonable levels of crinkle.  None of this dark, dingy, potato chip nonsense.

***Well lit, reasonable levels of crinkle.  None of this dark, dingy, potato chip nonsense.

**We will try to message you if you are behind on receipts and give you some amount of time to post them.  Understand that if you lost them, it is your responsibility to find them.

**We will try to message you if you are behind on receipts and give you some amount of time to post them.  Understand that if you lost them, it is your responsibility to find them.  This may extend to calling or emailing businesses.  Most large businesses have some recourse for lost receipts.

**Avoid making generic area-related purchases and vote purchases in the same transaction where possible, as dividing expenses into multiple categories is messy.

**Avoid making generic area-related purchases and vote purchases in the same transaction where possible, as dividing expenses into multiple categories is messy.

***Example  - “Dust Collector Vote - hardware and boards for cabinet”

***Example  - “Dust Collector Vote - hardware and boards for cabinet”

Budget

Budget

**YOU are responsible for tracking your budget.  We will try to keep up and keep you informed.  We manually categorize all of your expenses as receipts are attached in PEX, so there will always be some amount of lag, as we do not categorize daily.

**Each Area Host is responsible for tracking their budget.  We will try to keep up and keep you informed.  We manually categorize all of your expenses as receipts are attached in PEX, so there will always be some amount of lag, as we do not categorize daily. When there are items requiring research (even "where is the receipt?") we can't give anyone solid numbers, so we don't.  Nor do we give squishy numbers.    (Exception: if you have become an area host partway through the year, there is no reason you would know the number.  We will try to help you.)

**We encourage you to keep an eye on your own spending.  PEX is also a good resource for this.

**We encourage you to keep an eye on your own spending.  PEX is also a good resource for this.

**If we see that you have spent more than your total budget your card will be deactivated, and you will be contacted (by email).  

**If we see that you have spent more than your total budget your card will be deactivated, and you will be contacted (by email).  

***b) ask for money from a different area with a kind-hearted area host who has underspent  

***b) ask for money from a different area with a kind-hearted area host who has underspent  

***c) do nothing.  [Not a great option.  It won’t make us feel like turning your card on ever again, because it means we have to deal with your “whoops” money.  If you ask for help, we will help you figure it out but we prefer you be involved in solving the problem rather than hot-potato-ing it at us].

***c) do nothing.  [Not a great option.  It won’t make us feel like turning your card on ever again, because it means we have to deal with your “whoops” money.  If you ask for help, we will help you figure it out but we prefer you be involved in solving the problem rather than hot-potato-ing it at us].

***d) whatever else you choose to do.

***d) whatever else you choose to do. I mean, there are probably other ways I am neglecting to mention, PS1 is member run, so run with it!

 

***This is done manually, on a roughly weekly basis, so if you are spending a lot in a short period of time, you may run into a depleted account problem.  

***This is done manually, on a roughly weekly basis, so if you are spending a lot in a short period of time, you may run into a depleted account problem.  

***If you are intending to make a large purchase or a series of purchases, please send us an email many days in advance and we can boost your account.  **Tell us how much, why, and when you intend to spend it.  If we see it sitting in your account with mold growing on it, we will remove it.

***If you are intending to make a large purchase or a series of purchases, please send us an email many days in advance and we can boost your account.  **Tell us how much, why, and when you intend to spend it.  If we see it sitting in your account with mold growing on it, we will remove it.

If you have a reason why you would like a resting balance of more than 500, let us know and we will ^^^consider^^^ it.

If you have a reason why you would like a resting balance of more than 500, let us know and we will ^^^consider^^^ it. If we see it sitting in your account after several weeks, we will remove it again

**It happens.  We’d rather it didn’t, but it does.  Please keep an eye out when making purchases to avoid this.

**It happens.  We’d rather it didn’t, but it does.  Please keep an eye out when making purchases to avoid this.

**Should it happen, let us know as soon as you know.  Otherwise, we will reach out to you about it and figure out a reimbursement method, typically Chase Quickpay or Paypal.  We might turn off your PEXcard if we are concerned you’ve gone rogue.

**Should it happen, let us know as soon as you know.  Otherwise, we will reach out to you about it and figure out a reimbursement method, typically Chase Quickpay or Paypal.  We might turn off your PEXcard if we are concerned you’ve gone rogue. Keep in mind that this is something we take EXTREMELY seriously.  We are charged with the financial safety of the organization, and should this develop into a pattern or resolution happen slowly, laboriously, or otherwise suboptimally, we may elect to permanently deactivate your PEX card.

 

*Accidental PEX Charges on personal card

*Accidental PEX Charges on personal card

**This is handled the same as other reimbursements.

**This is handled the same as other reimbursements.

**Additionally, please remember that we are volunteers as well, and that sometimes someone else is doing something silly that has bumped itself to the top of our priority list.  There are approximately 30 cards that we manage currently, each with its own set of snafus in addition to a myriad of other tasks.  When you send us messages or requests, help us help you by being concise and clear in what you are asking.

**Additionally, please remember that we are volunteers as well, and that sometimes someone else is doing something silly that has bumped itself to the top of our priority list.  There are approximately 30 cards that we manage currently, each with its own set of snafus in addition to a myriad of other tasks.  When you send us messages or requests, help us help you by being concise and clear in what you are asking.

With that in mind, if you are in a pickle feel free to *politely* ping us if you haven’t heard back in a while.

With that in mind, if you are in a pickle feel free to *politely* ping us if you haven’t heard back in a while.  We are not ashamed to admit that we prioritize people with good manners.