Reimbursements

If someone spends money on something for SAGA, you can reimburse them.

The Reimbursement process is up to the two check signers.

To get a reimbursement, the person MUST fill out the Request Reimbursement or Payment form.

Form & Folder

The form is built with JotForm. Log in to JotForm using the "Log in with Google" option with the SAGA gmail, info on the Passwords documents.

The form is automatically uploaded into this Google Drive folder when someone fills it out.

The Reimbursement/Payment Tracker is in the above Drive folder. Completed Reimbursements are also in the above drive folder.

Process

What will happen when someone requests a reimbursement or payment

1. You will receive an email in the SAGA email. It will be tagged "reimbursement"
2. The information will be uploaded to this Google Drive Folder (it is under the Budget folder in the main saga Google Account folder). You will have to be signed in to the SAGA email to access it.
3. A folder will be automatically generated with the person's name and date

What Officers need to do to execute a reimbursement

1.  Enter the submission information in the Reimbursement/Payment Tracker spreadsheet
2. you see in the above drive folder.
3. Once a month or more frequently, the two check signers will go through all reimbursements. They will write the checks, ensure there are sufficient funds in the bank account, and will deliver the checks to each person requesting a reimbursement.
   1. They will diligently fill out the Reimbursement/Payment Tracker 
   2. they will enter each separate line item the master Budget in expenses. Anything short of this will be considered fraudulent.
4. Write & sign the check. In the memo line, write "reimbursement for...."
5. Once the reimbursement check is written and delivered, fill this out on the Reimbursement Tracker. Move the JotForm submission folder with the form + info into the "complete" folder.

Backup

there is a backup of all reimbursement requests in the UT Box folder. this shouldn't be something you need to address often, or hopefully at all.