Reasons to Use Check Request & Reimbursement Forms

Following is a transcript of this podcast episode, with audio/video below.

Welcome to the Two-Minute Treasurer’s Tip Podcast. I am your host, Cyndi Meuchel. I’m the co-owner of MoneyMinder, where our goal is to make your life as a volunteer way easier.

Today I’m answering the following question: Are check request forms and reimbursement forms really necessary? Ari writes in, “I’m a new treasurer. Things like check request forms and reimbursement forms feel like way more work than is necessary. Can you give me some rationale for why I want to create this extra work for myself?”.

Gosh, I can see how getting people to fill out these forms might seem like overkill, especially if your organization doesn’t write a lot of checks or bring in a lot of revenue, but as a treasurer, it’s really imperative that you have a good clean paper trail for every penny that comes in and goes out. So using these types of forms is going to make it especially clear that you are spending money according to your budget or, in other words, showing that you’re being financially responsible. Also, it might not seem like it on the surface, but these will save you a lot of time and hassle.

I have personally experienced volunteers, uh, try to give me a crumpled receipt while I’m getting into my car in the parking lot after a meeting and standing there expecting a check in return right at that moment. So that would mean I have to find the checkbook, while I’m balancing everything else in my hands, write a check, and then remember what it was for by the time I got home. That puts the onus on me. I don’t like that personally.

I’m of the belief that if people want money they can learn how to fill out a form. If you’ve ever raised children or puppies, one of the things you quickly learn is that routines make everybody’s life a lot easier. Very boring, but very necessary. Similarly, I would say your life as a treasurer should be boring and routine. Trust me, this is not a place you want to create excitement. So my advice to you is to use these forms to create boundaries for others and organization for yourself.

That’s it for today. Thanks for listening! If you have a question you’d like answered, just email it to me at [email protected]. My name is Cyndi Meuchel and this is your Two-Minute Treasurer’s Tip for today.

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