Finances and Budget

The steering committee shall produce a budget at the beginning of each school year documenting the anticipated income and expenditures for the upcoming year. Please contact the team’s treasurer (see Team Leadership) with inquiries about the current budget and financial status of the team.

Purchasing and Reimbursement

1. Please don't make purchases that are not budgeted for without permission from team leadership. If something comes up that is in this category, please bring it to the weekly steering committee meeting. If a more rapid decision is needed, please talk to the lead mentor, Ryan Cahoon.
2. All requests for reimbursements should be made to the treasurer of the non-profit 501(c)(3). Email with scanned documentation to payments.team766@gmail.com. The founder of the nonprofit Jeremy Wire (jbwire@gmail.com; 2550 Vassar Drive, Boulder CO 80305) can also help answer questions.
3. All requests need to include scanned (PDF) invoices and/or receipts (both is best) and ideally nothing other than very small items are being done on a cash basis. In some limited cases, the relevant portion of your credit card statement may be requested.
4. Don't make expenditures on behalf of the team if you need speedy reimbursement, as payment requires a multi-step process of passing physical documents. We don't use electronic reimbursement capability for financial control, documentation, and accounting reasons (e.g., PayPal).
5. REGISTRATION FEES to FIRST for competitions can and should be paid by the school district because that is one of the few items the district will cover. Follow these steps:
   1. The lead mentor will obtain an invoice from FIRST during registration in September.
   2. Complete the “Request for Expenditure via P.O. - M-A Robotics” form (can be found in the folder: https://tinyurl.com/Team766Fundraise )
   3. Give form and invoice to faculty liaison, who will give it to the M-A Treasurer, who will submit it to the district office.
   4. Someone at the district office will submit payment for the registration fees directly to FIRST according to the instructions on the invoice. The money never passes through the hands of Team 766 members.