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VI. Cash Disbursements & Expense Allocations
Cash disbursements are generally made for:
1. Payments to vendors for goods and services
2. Taxes/license fees
3. Staff training and development
4. Memberships and subscriptions
5. Meeting expenses
6. Employee reimbursements
7. Marketing/promotional materials
Checks are processed weekly. Invoices submitted to the Operations Manager by Wednesday will be
processed and paid by Friday of the same week. Checks can be prepared manually within one day, but this
should be limited to emergency situations.
Requests for cash disbursements are submitted to Accounting in three ways:
1. Original invoice
2. Purchase request (submitted on approved form)
3. Employee expense report or reimbursement request
All invoices must have the account code written on them and approved by the Program Manager prior to
being submitted to accounting.
Every employee reimbursement or purchase request must be documented on the approved form with travel
authorization, receipts, nature of business, program allocation, and funding source (if applicable) before
approving for reimbursement as follows:
Lodging - an itemized receipt from the hotel detailing all charges, the person(s) for whom the lodging was
provided, and the specific business purpose.
Meals and Entertainment - a receipt must be provided showing the cost of food, beverage, and
gratuities, including the names of every person for whom food or beverage was provided, and the specific
business purpose.
Other Expenditures - a receipt from the vendor detailing all goods or services purchased (including the
class of service for transportation) and the specific business purpose.
The Operations Manager reviews all requests for payment and:
1. Verifies expenditure and amount
2. Approves for payment if in accordance with budget
3. Provides or verifies appropriate allocation information
4. Provides date of payment taking into account cash flow projections