Q: Can I be reimbursed for mileage for a CACRAO
sponsored event?
A: Mileage can be reimbursed. You simply need to submit the mileage
directly from home institution to CACRAO sponsored event and a separate mileage
from the CACRAO sponsored event back to home institution.
Q: Whom do I send the expense voucher and/or
deposit form?
A: Send expense vouchers to the President
first. The President will sign and
forward to the Treasurer. The deposit
forms can be submitted directly to the Treasurer.
Q: Do I need a receipt for all expenses?
A: Yes, receipts are required for all
expenditures. If a company or
organization does not have invoicing capability, they should present a
handwritten receipt itemizing the services provided.
Q: I need to buy equipment for the performance of
my committee function. How is that
different and how should I handle?
A: If equipment needs to be purchased, rather
than rented, the equipment becomes the property of CACRAO. The Treasurer will need the specifications,
including equipment name, purpose, model #, serial #, warranty information,
etc. to maintain in inventory. Because
CACRAO does not have a central location for storage, this equipment will need
to be passed on to the next committee chair(s).
Additionally, other office supplies purchased should also be passed on
to the next committee chair(s).
Q: I received an email, phone call, or letter
from a vendor I’ve worked with and they are inquiring about the status of their
payment. How do I handle this?
A: Forward these requests to the Treasurer. He/She will investigate and report back to
the vendor and the committee chair involved.
Q: What is the normal turnaround on a check
request?
A: There isn’t anything normal about check
turnaround. Assuming postal mail is
used, it could take 3-4 days to reach the President, another 3-4 days to reach
the Treasurer and a day for each to handle…it could take a week to two weeks to
finalize and mail to recipient. Note: if
President or Treasurer are out of the office, additional delays could
occur. This is not meant to be an
absolute estimate.