Receipts From Community Service Teams
Community service teams are part of their chapter, and the board is responsible for retaining receipts for reported expenses for seven years in case of an audit.
The contact person for a service team conducting a Care Abounds in Communities® activity, or a locally supported chapter activity, must keep receipts for:
- Expenses reimbursed from donations made payable to the chapter for activities where the funds raised will be deposited to the chapter's checking account. Example (Link opens in new window)
- All supplies purchased to perform hands-on service, educational or member social activities, up to the amount provided by the chapter. Example (Link opens in new window)
Receipts for supplies should be sent to the financial director or another designated leader upon completion of the activity, along with the proper activity reporting form, donor checks made payable to the chapter (if applicable), and a list of donations valued at $250 or more.
After the receipts have been received, everything balances, the activity has been reported online and the financial director has verified that all deposits have been credited to the chapter's checking account, he or she can issue a check for any funds that were submitted for deposit to the chapter's account as well as the supplemental funds from the chapter's Care Abounds in Communities® funds.
Receipts for Operating Funds Expenses
Board members or service teams requesting reimbursement of expenses from the chapter's operating funds should complete the Chapter Expense Reimbursement Request form (Link opens in new window) (Word, 289K) and attach receipts for any expenses. The completed form and supporting receipts can be provided to the financial director or another designated board member.
After verifying there are receipts for all reported expenses and the board has approved the expenses, the financial director can issue a check to reimburse those expenses by going online and confirming the purpose of the expenditure. See Managing Income & Expenses for details.
If $25 of the $200 in donations raised by a service team is used to reimburse someone for the purchase of food, the contact person should have the receipt for $25.
The chapter provides $1,600 toward the purchase of supplies to build a new playground; receipts totaling $1,600 should be submitted.