Our treasurer does most of the purchasing so we don't have to worry about this too much. Though we don't give out blank checks to purchase things, if we know the vendor and exact amount ahead of time, we will give out a check. We do have a policy that reimbursements should be handled immediately, because if the spending has already been approved, there is no reason to wait around. We have 2 sahm that sign the checks and are in the school almost everyday to pickup kids, so to not write a check immediately would be laziness. If your treasurer works, then I would a think a week would be sufficent time or she should allow you to contact her and work something out so it can get done. Needless to say, this timeline isn't discussed in our bylaws, it's just one of those things that we would appreciate being done for us so we extend to others.
The irony of commitment is that it’s deeply liberating-in work, in play, in love. The act frees you from the tyranny of your internal critic, from the fear that likes to dress itself up and parade around as rational hesitation. To commit is to remove your head as the barrier to your life. --Anne Morris
Believe me you're not the only one with this problem. Our treasurer was pokey last year-I waited a month for one reimbursement. This year she wasn't doing much better, I dropped some hints and I think some others did too and she has sped up now. It's an uncovered area in our by-laws that I think I'm going to suggest we address. If someone completes our reimbursement form, attaches their receipts and the purchase is an approved purchase, there should be no reason they shouldn't get their check in a week.
We also did something new this year-debit cards. Two officers who are signers on the checking account have a card and can make purchases. We're hoping it will cut down on reimbursements(so less work for the treasurer)and people won't have to use their own money and go through the paperwork. Another thing to do is ask businesses if they can invoice your group for the purchase. The "shopper" can then get the invoice to the treasurer and she/he can pay the business directly.
I would definitely bring this up at your next meeting. It's an area for improvement and I agree that it will drive people away from volunteering to shop for events if they don't see prompt reimbursement.
Hi, How does your group handle reimbursements to members who purchase items with their own $ and turn in receipts? I can ill afford to spend over $150 and not see a check for over 2 weeks. I am a sahm and have a very tight budget.These are receipts for many small items from several different stores .Is there any other way to purchase items without having to spend your own $? I think this process may keep some parents from volunteering to board positions and we are a title one school so lack of $ is the norm.
Am I the only person with this problem?
