Using this template.
Reimbursements get messy when members buy supplies, food, or travel personally. This policy requires the matching approval at every amount, including under $100, an itemized receipt, an event or operations code, and a budget line.
Pay only the amount the receipt supports, and require return of any excess or unused advance. The policy does not decide whether a member is an employee or whether a payment is taxable. Ask an advisor about that.
This resource is educational only. It is not legal, tax, or accounting advice.