We hear numerous anecdotes of association staff or volunteers submitting expense claims months after the expense was incurred...in some case, in the next fiscal year!

To avoid this problem, ensure that you have a policy in place ahead of time.

Sample Policy

All requests for reimbursements must be made in writing by the completion of a expense claim form, with all supporting receipts attached.

The reimbursement request should be submitted as soon as possible after the expense is incurred. Except in unusual circumstances, reimbursement requests should be submitted for review and approval no later than thirty (30) calendar days after the expense was incurred.

Policies and Practices highlights sample policies and practices that can be adapted and implemented by associations and other not-for-profit organizations.