Operations: Expense Policies and Procedures 04.19.2024

Last Updated: 04.19.2024

1. Expense Model:
   1. All expenses must be attached to a “Department” or “Committee”.
   2. All expenses must be attached to an expense category.
      1. Some expense categories exist in multiple Departments and Committees, while other expense categories are the sole responsibility of a particular Department or Committee.
   3. All expenses must be attached to a funding source.
      1. If the funding source is “Restricted Funds”, the expense must be attached to the business name of the donor or the name of the grant or award.
      2. If the funding source is a “Loan”, the expense must be attached to the loan name and date of the loan withdrawal.
   4. All expenses must be attached to a program, project or other approved activity.
2. Funding Sources: “Where can funds be drawn from?”
   1. Restricted Funds
   2. Unrestricted Funds
   3. Loans
   4. Reserves
3. Expense Request and Approval:
   1. Determine if the expense is a part of a larger project.
   2. Projects, programs and events require that a comprehensive budget is presented to the CEO, supported by a narrative companion document that details the justification for the line items in the budget.
      1. The CEO approves, amends or denies the request.
      2. In an approved budget, each expense line item is a separate “Purchase Request Form”.
      3. This allows the CEO to schedule the expenses separately based on cash flow and campaign success.
   3. Single purchases require a “Purchase Request Form” be approved by the CEO.
      1. Purchase requests must be approved by live signature.
      2. Electronic or debit/credit purchases must be approved by a hard copy purchase request form.
4. Preferred Methods of Payment:
   1. Bill/Divvy App
      1. Debit/Credit
      2. System Generated Check
      3. ACH