Request for Reimbursement

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Blank Form

MFS: REQUEST FOR REIMBURSEMENT

TO The Treasurer, Monaro Folk Society
<mfs-accounts(at)googlegroups(dot)com>
CC:(Organising Team)

May I please request reimbursement as detailed below.

Requested By:
Reason:
MFS Account:

Amount:

Approved (In Budget / MFS Committee / Treasurer / Approval Now Requested):

Receipts:

Requested Payment Method (E=Electronic or C=Cheque):

a) If Electronic Transfer:

Name of financial institution:
Account Name:
BSB:
Account Number:

OR
b) If Cheque:
Payee:
Postal Address:

Regards


How to Use the Form

The above headings show the information needed by the bookkeeper. You need to provide the information in writing - on paper but more usually by email. For email, you may find it easy to "resend" a previous message, changing the details, otherwise:

1) Copy the Blank Form headings into a plain text email addressed

TO mfs-accounts(at)googlegroups(dot)com

CC your organising team if applicable

Subject: MFS Request for Reimbursement

2) Follow the headings as described below:


NOTES - MFS REQUEST FOR REIMBURSEMENT

Requested By: Your name - normally an MFS organiser.

Reason: eg event name, date and venue: supper

MFS Account: From the List of Accounts
If necessary, show split of amounts between accounts, and the total.

Amount: Total amount

Approved (In Budget / MFS Committee / Treasurer / Approval Now Requested):
eg "in 2010-11 budget", or approved MFS Committee 27 July 2010.
If "approval now requested" is shown, you are seeking retrospective approval for the expenditure and the Treasurer will action the request for approval before making payment, otherwise you are certifying that the expense was approved in the MFS budget, or by the MFS Committee or Treasurer.

Receipts:

Receipts must be made available for audit. Please show an appropriate advice of the receipt status, eg:

"Receipts attached and original will be provided" - receipts have been photographed with a digital camera or scanned and attached to an email, with the originals to follow perhaps in a batch. Write something like 'Copy for file, reimbursement claimed by email (date)' on the receipt.

"Receipts filed for financial year audit" - separate filing of receipts has been agreed. Write something like 'Copy for file, reimbursement claimed by email (date)' on the receipt.

"Receipts Attached" - for a paper claim with receipts attached. Please keep a digital photo or scanned copy if you can.

Requested Payment Method (E=Electronic or C=Cheque): Show "E" or "C"
Please note that the electronic payment method is significantly faster than cheque payment.

a) If Electronic Transfer:

Name of financial institution:
Account Name:
BSB:
Account Number:

NOTE: if arrangement has been made for the Bookkeeper to retain this information, you must advise of any change, or show eg "NAB Jo Smith as per file" above.

OR
b) If Cheque:
Payee:
Postal Address:

For clarity, please delete the unused section (a) or (b) above.

3) Send the email



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