Financial Process
Any and all monetary or items exchanged for monetary value must be entered into the books of RCR in keeping with sound bookkeeping practices.
Credit Cards
RCR will hold credit cards (“corporate credit cards”) under the legal name, People for Animals of Saskatchewan (PFA). The number of cards, cardholders, and the card limits will be authorized by the Board of Directors.
The corporate credit cards must have minimal fees, depending on bank offerings.
The Personal Purchasing and Reimbursement Policy outlines purchases that must be paid for, or are eligible to be paid for, with the corporate credit cards.
In the event that a vendor does not accept credit cards, the cardholders may pay for purchases personally and be reimbursed in accordance with the Personal Purchasing and Reimbursement Policy.
No personal purchases are permitted to be made on the corporate credit cards.
Corporate credit cards cannot be passed off to non-cardholders.
The corporate credit cardholders must provide an itemized invoice/receipt for each corporate credit card purchase to the Treasurer within one week of the purchase.
Credit card statements will be received directly by the Treasurer and paid in full before the due date to avoid interest charges.
General
RCR Treasurer will hold the only debit card for the General bank account. Online access for any other members will be at the discretion of the Treasurer but at least one other Board member will have this access and may also include other lead volunteers (with restricted access). Any other bank accounts for RCR use will be disclosed to the Treasurer and will include Treasurer in signing authority. Such accounts will have a minimum of 2 signers (one of which is Treasurer) unless the Treasurer position is vacant, then it will be the President and one other board member.
Signing authority for the General bank account will be two of four signatures, consisting of Operations Manager, RCR Treasurer, RCR Board President and one other RCR Board Member.
Post office box keys will be held by RCR Treasurer and/or Operations Manager.
Access to PayPal will be limited to RCR Treasurer and or a designate from the Financial Committee.
The RCR Treasurer will have the primary authority to issue charitable receipts except as outlined in Charitable Receipt Policy.
Any cash given in advance for expenditures will be maintained on a Petty Cash Form. Amounts are to be pre-determined and approved by the Board.
RCR Treasurer will be responsible to submit the Corporate Registry, application for GST, and T3010 within the appropriate deadlines.
RCR Treasurer will submit books to the Auditor (as assigned at Annual Meeting).
See the Expenditure Authorization Policy for further details on dollar range and authorization information.