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CSPE/CSPEEF Expense Approval, Advance and Reimbursement Policy
I. POLICY STATEMENT
Activity Approval
All activities funded through monies held in the CSPEEF account must be approved in advance via the Activity Approval and Expense Form.
Advance
A CSPE Chapter or MATHCOUNTS Chapter/State Coordinator or Volunteer may request and receive an advance on reasonable event expenses with prior submission of the ActivityApproval and Expense Form.
After the event, the Chapter/State Coordinator or Volunteer must submit an updated Activity Approval and Expense Form with supporting receipts for reconciliation of expenses.
Reimbursement Without Advance
A CSPE Chapter or MATHCOUNTS Chapter/State Coordinator or Volunteer may request and receive reimbursement of reasonable competition expenses with prior submission of the Activity Approval and Expense Form. After the event, the Chapter/State Coordinator or Volunteer must submit an updated Activity Approval and Expense Form with supporting receipts for reimbursement.
II. WHO IS AFFECTED BY THIS POLICY
This policy affects all CSPE Chapter and MATHCOUNTS Chapter and State Competition Coordinators and Volunteers.
III. POLICY
CSPE/CSPEEF Event/Project Approval and Expense Form
Prior approval is required for any event or project that will be funded through money held in the CSPEEF account. Only the Activity Approval and Expense Form can be used for this purpose.
The CSPE Chapter or MATHCOUNTS Chapter/State Coordinator or Volunteer may also use the Activity Approval and Expense Form to request advance funding.
Reconciliation of Advance Funding
Chapter/State Competition Coordinators or Volunteers who request and receive an advance on expenses must resubmit their original Activity Approval and Expense Form updated with actual expenses and receipts for reconciliation. If the advance exceeds the documented expenses, a check made out to “CSPEEF” must accompany the form. If the expenses exceed the advance, CSPEEF will issue a check made out to the name on the form from the appropriate account.
Reimbursement
For reimbursement without advance funding, the Activity Approval and Expense Form must be resubmitted with actual costs and substantiated with receipts.
Substantiation
Original receipts for all expenditures greater than or equal to $50 are required. Receipts for expenditures less than $50 need not be submitted.
Approval
All forms are to be submitted to the CSPEEF Executive Director, who will forward submitted forms to CSPE President or Treasurer or the CSPEEF President or Treasurer for approval and issue funds as appropriate.
Deadline to Submit
For Advance Funding – Please allow one week after submission of theActivity Approval and Expense Formfor a check to be issued.
IV. FORMS
TheActivity Approval and Expense Form is used to seek approval of fund use, to request advance funds, to reconcile reimbursement and to request reimbursement without an advance.
V. ROLES AND RESPONSIBILITIES
CSPE Chapter and CSPEEF Chapter/State Competition Coordinators and Volunteers submit the Activity Approval and Expense Form to the CSPEEF Executive Director.
The CSPEEF Executive Director submits forms to the CSPE President or Treasurer or the CSPEEF President or Treasurer for approval.
The CSPEEF Executive Director issues checks.
VI. UPDATE LOG
Adopted by CSPE and CSPEEF on January 28, 2018.