Executive Committees---MSCA Reimbursement Form

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MANHASSET EXECUTIVE COMMITTEE

MSCA Reimbursement & Vendor Expenses Policies

All reimbursements MUST be made within 30 days of expense. This is an IRS Rule therefore after 60 days we cannot accept any reimbursements.

Audit rules require all reimbursements to have a written request describing purpose/use and all receipts and supporting documents.

The SCA is a “tax exempt” organization making items purchased for the use of the organization exempt from sales tax. Tax will not be reimbursed. Obtain an Exempt Organization Certification Form from the School President or from the SCA Executive Treasurer.

Non-Reimbursable Expenses
Any expense incurred more than 60 days before submission is not allowable.

Any expense in the following categories - alcohol, gambling, or any other category that is deemed unacceptable by the SCA Executive Board upon review ,

Any expense missing supporting documentation such as receipts, invoices etc,

Extended Extras/Saturday Series teacher instructional fees without a teacher contract signed by the SCA President,

Any expense being paid to a vendor without the tax ID,

Any student assistance form without all the proper approvals from the school principal and SCA school president

Tips to vendors and service providers must be reasonable, limited only to cases that are necessary, and are to be limited to maximum of 20%. For compliance purposes- a detailed explanation of reason for tips must be included with the check request. Tips more than 20% and lacking reasonable explanation will not be reimbursed or paid.

When possible, expenses should be paid to the vendor directly by the MSCA, pursuant to a duly executed contract or invoice, not by way of reimbursement to the volunteer coordinating such purchase.

Expenses that are not provided for in the SCA Budget must be pre-approved by the appropriate
SCA President.

ALL expenses must be approved and go through the channels. There are no expenses that do not require approvals.

Payment will be mailed out within 15 days of receipt by the executive treasurer of the complete form. Please plan accordingly if payment is needed by a certain date.
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Expense Submitter Name* This field is required.
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Expense Submitter Email Address* This field is required.
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Date of Expense or Invoice* This field is required.
Date
Month
Day
Year
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Expense Amount* This field is required.
$1 - $599
$600 - $1,999
Over $2,000
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Committee/Event/Activity* This field is required.
Please Select
Administrative: Accounting/Audit Fees
Administrative: MONEY MANAGEMENT FEES (BANK ETC)
Charitable Contributions
Administrative: Custodial End of Year Gratuities
Administrative: Donations
Gifts
Administrative: IT Annual Fees
Administrative: Insurance
Administrative: General Office
Community Education
Educational Grants
Enrichment
Family Theatre
Historian
Hospitality
Hospitality: Recognition/New Officer Luncheon
Hospitality: Retirement Tea (June)
Hospitality: Superintendent's Breakfast
Membership
Nominating Committee
Planet Manhasset
Project Share
Publicity
Safety
Saturday Series
Senior Awards
Sports Fundraiser
Summer Studies
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Committee Chair Name* This field is required.
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Committee Chair Email Address* This field is required.
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Please describe the expense (Type of Expense, Usage, Program etc)* This field is required.
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Please enter the name of the person or vendor to be paid * This field is required.
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Address for Payment * This field is required.
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Amount to be paid - Do Not Include Tax (refer to policy)* This field is required.
Amount USD
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Additional Information Sup[lemental Information
TAX ID FOR THE VENDOR
ELECTRONIC PAYMENT INFORMATION
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Additional Information
Huge
Large
Normal
Small
Ok
Ok
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Upload all Receipts, Invoices and Supporting Documents* This field is required.Approvals will be sent automatically to the required parties. Expenses will not be processed until all approvals are completed
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Select files to upload
Max. file size: 4.9MB
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Upload Executive Committee Approval (Expenses >$2,000) For expenses over $2,000 Executive Board Committee Approval is needed. Please obtain separately via email and upload the approval here.
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Max. file size: 0.5MB
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