Personal Purchasing and Reimbursement Policy

Created July 2020

• Any approved Regina Cat Rescue (RCR) expenses paid personally by co-chairs and board members (the individual) are eligible for reimbursement.

• Expense reimbursements will not be issued unless an itemized invoice/receipt with proof of payment (e.g., email confirmation of payment, debit/credit approval slips, till receipts, etc.) is provided.

• Any expenses that individuals are requesting reimbursement for must be provided, either electronically or through hard copies, to the Treasurer by no later than one month after the purchase is made or one month after the event that the purchase is related to is held. Any invoices received after the one-month period will not be eligible for reimbursement, but the individual can request a gift in kind (GIK) tax receipt. GIK receipts can only be issued for expenses from the past 3 years.

• Exceptions to the one-month period may be made in extenuating circumstances (ie - death in the family, illness, etc) and will be determined on a case-by-case basis and will require Board approval.

• The one-month period does not apply to Pet Rescue petty cash reimbursements. However, receipts are still required for petty cash disbursements and reconciliation. Pet Rescue must have all receipts incurred during the fiscal year to the Treasurer by no later than January 31 of the following year.

• Purchases over $500 require Board approval prior to making the purchase. This threshold applies to any individual purchase.  It also applies to the total cost of an event even if individual components are under the threshold. Purchases over the $500 threshold made without prior board approval may not be eligible for reimbursement and will be decided on a case-by-case basis. To request approval, the individual will send an email to the Treasurer detailing the expense, or, in the case of an event, a budget outlining the expected expenses. The Treasurer will liaise with the Board and provide a response within 48 hours.

• For circumstances where expenses are regular and recurring throughout the year (e.g., bingo canteen costs) and the individual would like to submit once annually, the individual may submit a request to the Treasurer to do so. If approved, any annual reimbursements must be submitted by no later than January 31 of the following year. If they are received later than January 31, they are no longer eligible for reimbursement but are eligible for a GIK receipt. This will only be allowed for small and steady/predictable expenses that are regularly recurring all year. It does not apply to costs associated with events or large invoices. Annual submissions must be requested and approved by the Treasurer in advance.

• Reimbursement will be provided via cheque after the Treasurer receives in the receipt(s)/invoice(s) in the subsequent monthly cheque run.

• Purchases must be paid with the corporate credit card, rather than a reimbursable personal purchase, and in accordance with the Regina Cat Rescue credit card policy, in the following situations:

  • Individuals holding a People for Animals of Saskatchewan credit card must put all their RCR purchases on the credit card regardless of the cost of the purchase;

  • Purchases over $500 made by individuals other than the cardholders must be paid for via a People for Animals of Saskatchewan credit card. The individual must contact the President to make the purchase on the President’s card.

  • Purchases under $500 can still be made on the corporate credit card at the discretion of the card holder.

• The only individuals eligible to make reimbursable purchases on behalf of RCR are co-chairs and board members. Any other volunteers making purchases on behalf of RCR may only be reimbursed if they have received approval from the Board in advance of the purchase. Volunteers are eligible for GIK receipts for non-reimbursed purchases provided appropriate receipts are provided to the Treasurer. Foster families and community cat feeders will not be reimbursed for food and other cat care costs. They are expected to use the food and supplies provided by RCR. If they purchase food and supplies personally, they are eligible for a GIK receipt rather than reimbursement.