Question: VP Reimbursed out of pocket

Our VP of our PTO "felt bad" that a committee member was not able to get immediate reimbursement for an expense while the Treasurer and checkbook were unavailable so he gave her the cash out of his own pocket and requested he then be reimbursed by the treasurer. This doesn't seem "clean" to me. Is there a policy/best practice I can reference to prevent this from happening in the future?

Asked by ahiett



Advice from PTO Today

Craig writes:
You're right, that certainly isn't clean. For one thing, the vice president isn't giving you the opportunity to review the expense to make sure it's authorized and proper, and that you have the necessary receipts/paperwork. Your policy should be that you only reimburse the person who spent the money and only if the proper receipts are presented. Although his act was well-meaning, it's important that financial transactions be straightforward to avoid the appearance of funny business.

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