NESFA Treasury Procedures: Receipts and Proof of Expenditure

Ordinarily any expense report filed by a member must be accompanied by receipts which document any expenses claimed.

The Treasurer may accept an expense report without receipts when it is accompanied by an explanation of what the expenditure was and possibly why there is no receipt, and when there is independent evidence that the expenditure actually took place. (The evidence might be as simple as that a new piece of equipment has arrived, or that a vendor is not longer billing us for something. It need not be elaborate.) This process is not intended to be complex or onerous; The Treasurer is expected to exercise reasonable diligence to assure that the claim is legitimate.

The Treasurer may not approve expenditures without receipt by himself or family without approval by the EBoard. The Treasurer should seek EBoard approval in cases involving other people where the amount is large or there are other extraordinary circumstances.

As a matter of policy NESFA does not wish to be in the position where a member claims to have spent a significant amount of money but, due to lack of documentation, can't get it credited to his advance account. Annoying volunteers this way is not in NESFA's best interests.  It is the Treasurer's duty to resolve this sort of thing promptly.  The Treasurer should seek the advice of the EBoard if uncertain.