Policy Index

DIAMOND SPRINGS/ EL DORADO
FIREFIGHTERS ASSOCIATION 

 

POLICIES AND PROCEDURES

 

 

APPENDIX 1 - PURCHASES

Being a Tax Exempt Corporation, the Association must justify all money received and spent.  With expanded programs and larger budgets, it becomes more necessary and complicated to track and document all transactions.  Some money has specific requirements as to where and how it is spent and how it is documented with receipts.  Following is the procedure to make a purchase on behalf of the Association.

 

CHARGING

 

To charge a purchase to the Firefighters’ Association:

 

1.      Note on the charge slip what the purchase is for and what budget it is charged to. All committee chairpersons are responsible for any charges by their committee.

 

2.      Make sure it is charged to the “Association” and not the “District” account.  Many suppliers have accounts for both organizations.

 

3.      All receipts must be placed in the Treasurer’s mailbox at Station 49 as soon as possible, so that these can be matched to the vendor invoice.

 

REIMBURSEMENTS

 

Fill out the Request for Reimbursement form (a copy is included in the Policies and Procedures Manual).  To control the number of checks written, wherever possible consolidate all claims on one request form.

 

1.      Attach all receipts.

 

2.      Have the committee chairperson sign the request form.

 

3.      Place the request in the Treasurer’s mailbox at Station 49.

 

Reimbursement checks are usually processed immediately on receipt by the Treasurer.

 

PURCHASES BY CHECK

 

If an expenditure is too large for an Association member to advance personal funds, the Treasurer can issue a check directly to the vendor prior to purchase. A receipt must be provided to the Treasurer as soon as the purchase has been made.