POLICY ON BUDGET REQUEST AND REIMBURSEMENT
1/2/2015
If any CHPAMS member needs to spend money on CHPAMS-related business activities, the member has to apply for the budget with the request form in advance. The amount requested is estimated based on the applicant’s best information.
Based on the bylaws (Section 6.10), President, Secretary, or Treasurer are the officers to maintain the daily operation and any of them can approve the budget request. Based on the bylaws (Section 9.5), if the requested amount is over $500, 2/3 of the Board has to approve.
Once the budget is approved, the applicant can spend the money and submit the reimbursement form with receipts or other supporting documents.
Another officer (President, Secretary, or Treasurer), who is different from the officer who approves the budget, verifies the amount and approves the reimbursement. Therefore, any transaction will be approved by at least two officers. Based on the bylaws (Section 6.4), only President and Treasurer can write a check, so only these two officers can approve the reimbursement. Once approved, a reimbursement check will be issued. If President or Treasurer applies for the budget, another officer needs to approve the request in advance.
If there is any issue in the process, the officers will try to resolve in the first place. If there is dispute between the officers, the Board will review and settle the case.