So many stores now offer refillable looking credit cards. Ex. American Express and Visa offer gift cards that are suppose to be refillable. This way you can put the $200 on the card and what is left over can be turned into you with the reciepts OR the card is still turned back in with reciepts and documents how much the shopper went over.
Also, I have noticed that the new thermo paper reciepts fade in time. I would rather have a copy AND the original with the copy stamped "copy" .
We require 2 signatures on each check and the best time to write checks is at the end of every board meeting. Sometimes reimbursements are a little slow because the 2nd check signer isn't always available when a check is needed.
We came up with a system that works for our group. Let's say the board approves $200 for food for an event. During the board meeting, I will write a check for $200 and give it to the chairperson (or the person who will do the shopping). That person can deposit the check into her bank account and begin shopping. At the end of the event, I collect all of the receipts. If the person spent more than $200, the board needs to approve the amount she needs to be reimbursed. If the person spends less than the $200, then that person has to pay back the difference.
This eliminates financial burdens on chairpersons. If you think this would work for your group, here are a few suggestions:
--Make sure the board approves the amount, and write the check at a board meeting before the event. So if there's an event coming up and you're doing the shopping, ask for board approval and the check the month prior to the event.
--Make a copy of all of your receipts and give the originals to the treasurer.
