Reimbursements, Advances,
Floats
How to claim a reimbursement
To request a reimbursement for an expense you have incurred on behalf of the Atwell Scout Group, you will need to email the Treasurer (AtwellScoutGroupTreasurer@gmail.com) as follows:
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Subject: Reimbursement
Content: The email should include the following information. It is not necessary to provide the information in the order shown nor are separate statements required for each point.
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Request - Include a statement noting that you are requesting a reimbursement and the amount of that reimbursement.
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Description - Include a brief the goods/service that you are seeking the reimbursement for.
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Purpose - State what the goods/service will be used for
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Who - State if the goods/service are for use by a specific troop or are for general use by the group (where
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Bank details: Advise the bank account details where the reimbursement is to be deposited (BSB, Account Number, Account Name). If you have received a reimbursement in the previous month you will only need to make a statement that the reimbursement is to be paid to your previous/usual account.
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Attach evidence of the expense - including evidence showing details of the goods/service purchased and evidence of payment. The evidence should also include the date of the purchase/order. This may simply be a receipt listing goods purchased and showing an eftpos or cash payment with nil balance. Another example is a copy of an order for goods along with a separate copy of payment for that order.
Note: It is not necessary to provide original paper copies of receipts, etc - a photograph or scan is all that is required. In addition, where your receipt includes irrelevant content after the full sale information, this does not need to be included in the image provided (for example, special offers and fuel discounts). -
Orders for goods / Future services. If you are requesting a reimbursement of expenses for goods or services that have not yet been received/processed, the reimbursement will be made on the understanding that you must notify the Treasurer if some or all of the goods/services are not received/provided.
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Mixed expenses. Where your receipt contains a mix of purchases for the Group and personal purchases, please ensure that you clearly identity what purchases are for the Group.
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This sounds like a lot of work - but in reality most requests will be simple to make.​
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Here are some examples:
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Subject: Reimbursement for Scout T2 hike camp expenses
Content: Hi, I would like to request reimbursement of $190.21 for food, drink, etc purchased by me for the Scouts term 2 hike camp. Please reimburse to my usual account. The relevant receipts are attached.
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Subject: Reimbursement for Scout Store purchase
Content: Hi, I would like to request reimbursement of $99.50 for badges and woggles purchased from the Scouts WA Store. The patrol badges are for Scouts and the remaining badges - Flag & Beeliar district - and the woggles are for use for Investments. The order and payment confirmation can be found in the history below. All items have been received. Please reimburse to my usual account.
How to request a float
If you require a float for a fundraising activity (such as a sausage sizzle), then you can either:
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provide the float yourself and then redraw the float back at the end of the fundraiser or when sufficient funds are available. It is recommended that you document the float and have it witnessed - this can be as simple as making a statement that "$XX amount of funds have been provided as a float to commence this XXX fundraiser" which is signed by you and witnessed by another. Then when you redraw the float that can also be noted on the same document.
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request that the Treasurer provide a float - this can be done by emailing the Treasurer with a request for the float, noting the amount required and its purpose. At the start of the fundraiser it is recommended that you document the float as noted in point 1 above.
How to request an advance
An advance may be required where you will be making a purchase or purchases for the group and the total expense will be significant. An advance can be requested by emailing the Treasurer with a request for the advance, noting the amount required and its purpose. You should also include details of the purchase(s) and the expected costs. Where an advance is provided you will be required to provide a reconciliation of the advance within a reasonable period (set by you when requesting the advance or by the Treasurer when approving the advance). Where the expenses are less than the float you will need to return the remainder of the advance and where the expenses are greater you can request a reimbursement of the additional expense.