Editing Party Expenses (section)

== Petty Cash Procedure ==
Any member of the Party tasked with completing an item with an approved budget may request a "Petty Cash" advance.  Such a request should be made at least one week and preferably two weeks before the cash will be required. The individual receiving the advance (the "Trustee") must obtain receipts and invoices for all expenses.  

For ongoing tasks (e.g. New Member Kits, Thank You Cards) the advance should be sufficient to cover expected expenses for 2-3 months.  As the Petty Cash gets low and if additional expenditures are expected, the Trustee should provide an [[Expense Statement]] or email listing and totaling the expenses incurred and all receipts and invoices (originals or scanned copies) to the Treasurer.  The Treasurer will then issue a cheque in the amount of the reported expenses as an advance to replenish the Petty Cash fund, obtain a second signature and send/deliver it to the Trustee. The Treasurer should not issue a cheque that would exceed the budget by more than 10%(?). 

If it appears that the expenses required to complete the task will exceed the approved budget, a motion should be made to approve an increase in the budget or to terminate the task. The Treasurer should not issue a cheque to replenish Petty Cash until the increase is approved. The Trustee should advise the Executive prior to a meeting if an increase is required before the next meeting. 

If the task is nearing completion, the Treasurer should only issue a cheque for the amount required to complete the task.  If the task is completed, a cheque should only be issued for the amount not already covered from Petty Cash advances. If the full amount of the Petty Cash has not been spent (i.e. cheques issued is greater than expenses reported) the Trustee must return the unused portion to the Party.