Table of Contents
7.1 Reimbursement of Expenses #
- List all expenses eligible for reimbursement to an individual on Expense Form (See Dashboard). Note: since Devxchange pays for each processed cheque, it is preferred to accumulate reimbursable expenses not to exceed $500, before processing reimbursement.
- Prepare a cheque requisition (See Dashboard) for the amount to be reimbursed.
- Direct transfers overseas are not considered as reimbursable expenses as the money has not actually been spent. Transfers must always be done through Devxchange so that proper accounting and tracking can be set up through the Devxchange field accounting system.
- Devxchange uses direct deposit- so submit a Void cheque if it is your first request for reimbursement.
- Submit your requests online (found on Dashboard). Requests need to be in by 10 AM on Mondays in order for Treasurer to approve. If this deadline is missed the cheque will be delayed until the following week.
7.2 Overseas Transfers #
- A Transfer Request Form must be submitted by Project Lead Member to withdraw funds from an authorized account (See Dashboard).
- Executive Director and Treasurer must sign off on all Request Forms after verifying funds are in the designated account and the Concept Paper, Project Brief or Project Proposal, along with the Project MOU, are signed and on file.
- If the transfer is a second or subsequent installment, financial reports need to be up to date before authorizing transfer. If the project has outstanding reports a transfer will not be authorized. This can be verified by viewing your project status on your project dashboard.
- Lead Member will be informed of amount and date of transfer.
- It is up to Lead Member to verify that the funds were received.
