Expense Reimbursement
There are 2 types of reimbursement procedures.
For general race program expenses.
For trip related expenses.
They are similar but there are differences as to where they are sent to. Please read carefully and follow the procedures. Note there may be a 2 week turn around after your claim has been submitted. The sooner claims are submitted the sooner the reimbursement will be completed.
General Procedure
At the top right hand corner please fill in your name and the date (month, day year)
Payee: Who the expense was paid to.
Type: For general expenses there may be a drop down that is relevant otherwise select misc.
Program: Drop down, select racing
Total: Include total cost
HST (other tax): Please include any tax incurred, this should populate the net of tax column
Explanation: For General Expenses a brief explanation of what it was for. For Trip Expenses, include the name of trip (brief from Corsizio, i.e. location) and a brief explanation as to what it was for.
Scan the receipts. Ensure they are legible and big enough.
Please prepare a VOID cheque or access your Direct Deposit Form/Electronic Funds Transfer information from your online bank account. (Once you have done this for an initial expense, the Nakkertok accounting department should have your information on file and it won’t be necessary to do it again, unless asked for by our bookkeeper.)
Create an email with the 3 attachments.
For Trips: The email with attachments should be sent to the Main Trip Coordinator for the trip. They will then review to ensure the claims meet our guidelines. The trip coordinator will compile approved claims from the trip (that are sent in fairly soon after the trip) and then send them along to our bookkeeper laura@balancebusinessonline.com, and treasurer@nakkertok.ca also copy trip coordinators swelke@bell.net, sankey23@gmail.com as determined prior to the trip.
For General Expenses: The email with attachments should be sent to laura@balancebusinessonline.com, and treasurer@nakkertok.ca also copy racing.director@nakkertok.ca and nakkertoktripaccount@hotmail.com for approval.