Expense Reimbursement Policy

Canmore Community Gardening Society
Expense Reimbursement Policy
June 2021

CCGS is a registered not-for-profit Society and therefore is required to keep accurate records of expenses. From time-to-time, members may make purchases on behalf of the Society, then claim those expenses for reimbursement. Only purchases required for the maintenance and upkeep of the garden will be reimbursed. When considering purchases for the garden, we should attempt to research lower-cost alternatives and source items second-hand or by donation to help reduce costs.

All purchases made for the Canmore Community Garden totaling $60 or less need approval by two board members prior to the purchase. If the purchase is made by a member of the board, it must be approved by one other board member. All purchases totaling $60.01 and higher need to be brought forward to the entire board for approval.

Receipts must be submitted to the Treasurer for reimbursement, using the following guidelines:

· All receipts must show the date, the amount paid and the amount of GST paid, if possible.

· If a receipt is not provided, a handwritten receipt is acceptable. It must include the date, the item purchased and the price paid, as well as the amount of GST.

· Multiple purchases of similar items must not be submitted separately.

· Seed order receipts: online seed suppliers send an itemized order confirmation via email upon receipt of the order. This is not the final invoice. Seed orders often include backorders. Most suppliers will put an actual invoice for the amount they charged to your credit card in the box with the order. When they send the backorders, they will send another invoice. If in doubt, you can cross-check with your credit card statement. You can also request a current invoice from the supplier. If possible, ask the supplier if they can invoice us directly, so we can pay them by cheque.

· Adding personal items to an order: request separate invoicing for the CCGS order and your order. If separate invoicing is not possible, circle the personal items on the invoice and deduct them, along with 5% GST if applicable, from the invoice total then write the actual CCGS amount that needs to be reimbursed on the invoice.

· Write your name on the receipt/invoice.

· If you have several receipts for reimbursement, ask the Treasurer for a copy of the CCGS Expense Report form so that you can itemize each purchase.