Committee Chair SPENDING PROCESS

Frequently Asked Questions…

  1. I need to buy something for an event, project or committee activity! How do I get approval before I purchase and get reimbursed?

  2. A volunteer from my committee needs to buy something for an event, project or committee. How do I work with them?

I need to buy something for an event, project or committee activity! How do I get approval before I purchase and get reimbursed?

Before Purchasing

  1. Prepare the following information about the expense (Plan 2+ weeks out in case a check needs to be signed):

    • What do you need to buy and why?

    • About how much will it cost? (Include differences if paying with card vs check)

    • What is your target date for purchasing or paying for the item or service?

  2. Check your Committee Budget to determine if you have funds available. Note:

    • What is the Budget Account and Category for the line item you will be spending?

    • Do you have any other expenses for that line item that are outstanding and might not be reflected in your latest report?

  3. Before you spend, send an email (Subject starts with “SPEND”) to Office@nlna.org, copy the Executive Director, and Treasurer (and Cristina Grisanti - temp) with the information below as:

    • We might already have the item that you want to purchase (extras, another committee purchased, etc.)

    • There may be a discounted way to purchase using our non-profit status that the Office is aware of

    • You may receive guidance that the best way to purchase the item is through the NLNA Office, using an NLNA credit card, check, etc.

    • Information to include in your email:

      • The Date that you need to purchase the item(s)

      • Total Amount that will be spent

      • Is the purchase included in your approved budget? If so, what is the line item in the budget that the purchase(s) applies to

      • If the purchase is not approved in your budget, the Executive Director will work with the Exec Comm and Board to follow the appropriate Approval Process for the expense

    • Note: If the purchase is part of your approved budget, and you receive no response or guidance after 24 hours of notifying the Office or Treasurer - You may proceed with the purchase as if approved.

during and after Purchasing

  1. Once you receive a response, you can purchase the item - YOU MUST SAVE YOUR RECEIPT TO GET REIMBURSED

  • Scan or take a CLEAR picture of your receipt and SAVE AS A PDF

  • Complete the appropriate NLNA Expense Form below and submit within 2 weeks of purchase

submitting the expense form

  1. Download the latest version of the NLNA Expense Reimbursement Form by clicking the button above - It is best to do this from a computer or iPad.

  2. Enter your information at the top of the form and details about the items that you purchased in the table. All columns are required for Committee Chairs.

    1. Date of Purchase (Required)

    2. Description (Required)

    3. Amount (Required)

    4. High-Level Budget (Committee)

    5. Detailed Budget (Event, Sub-Committee, or Project Budget)

    6. Budgeted Expense Type (Based on your Committee Budget Line Item)

    7. Category (Based on Budget Line Item)

  3. Reply to your original email to the Office, Treasurer, ED to submit the form. You must attach the following:

    1. NLNA Expense Reimbursement Form

    2. Attach ALL RECEIPTS

A volunteer from my committee needs to buy something for an event, project or committee. How do I work with them?

BEFORE they purchase

  • If possible, make the purchase yourself using the process above - If you can’t…have them follow the Volunteer Spending Process

  • Make sure you check the budget to ensure the expense is approved

  • Notify the Office, Treasurer and ED according to the spending process above (if expense is budget approved and you don’t hear by within 48 hours on additional guidance, move forward)

  • Give the Volunteer clear approval before they spend (set this as the standard)

during and after purchase

  • Encourage the volunteer to SAVE ALL THEIR RECEIPTS otherwise they might not be reimbursed

  • Once the volunteer fills out their portion of the expense form and emails you the receipts, you must complete the rest of the form according to your budget information before submitting to the office.

  • Reply to your original notice email to the Office, Treasurer, and ED to submit and COPY the volunteer :

    • NLNA Expense Form

    • Attach all receipts

    • Copy the volunteer in case the Office has any questions