Policy on Dropbox: 1st Harpenden Expense Policy

Pre-Approval for All Expenses

Before spending any monies on behalf of 1st Harpenden you must receive pre-approval and apply for pre-approval at least 2 weeks beforehand.

• For expenditure on events or out-of-pocket items for weekly meetings, which will not be fully funded by parents, you must receive pre-approval from the Group Treasurer.

• For expenditure on equipment you must follow the 1st Harpenden Equipment Purchase Policy pre-approval process. 

• The Group Treasurer has already pre-approved expenditure on camps or events which will be fully funded by parents on the condition that the section below on "Events - Budget, 3% Fee and Reconciliation" is followed and the Section Leader provides written approval to the leaders incurring the expenditure.

Any spend on items without pre-approval will not be reimbursed without the approval of the Group Scout Leader.

Events - Budget, 3% Fee and Reconciliation

The budget for each event must have the written approval of the Section Leader.  It is expected that the income and expenditure for all events will be budgeted to break even such that neither a profit nor a loss is made on events (+ / - £10).  This includes all events such as off site visits and camps etc.  Remember to include an additional 3% to the costs of an event if using online payments because this is the fee which OSM will charge for each transaction.

After each event the finances should be reconciled by the organising leader to confirm that neither a profit nor a loss has been made on an event  (+ / - £10).  If a loss greater than £10 has been made on an event the organiser must chase payment.  If a profit greater than £10 has been made on an event the Group Treasurer must be informed.  

Remember - any spend on items without pre-approval will not be reimbursed without the approval of the Group Scout Leader.

Receipts and Reimbursement

Please remember to provide receipts for reimbursement of all expenses. The Expense Claims process is detailed below.

To claim expenses please download this spreadsheet and follow these instructions:

1. Obtain the necessary approvals (claims without receipts need Group Scout Leader approval)

2. Download a copy of this spreadsheet.

3. Itemise your expenses in the spreadsheet

4. Gather electronic photos of your receipts

5. Provide Bank Details in the spreadsheet so you can be reimbursed

6. Update the name the spreadsheet to include Your Name and the Date.
   Example: "1st Harpenden Scout Group Expense Claim Form - Your name - 01-Jan-2020.xlsx"

7. Email the spreadsheet along with copies of your receipts to treasurer@1stharpendenscouts.org.uk , please remember: 

• Provide receipts, invoices and documents rather than emails confirming amounts. 

• Pictures need to be readable so check before sending

• Be clear in the email that you need reimbursement

8. The Group Treasurer will process your claim, contact you with any issues, and provide reimbursement.