[Sec-l] Expense Payments

[Dave Hinders]

I believe R/C Gary McKinley has already passed this along but just to be
sure everyone gets the word, I'm sending it again.  Make sure your committee
members understand this.  I've also included an item from the OCOM Reference
Guide relating to expense payments, FYI.

 

Cheers,

 

Dave

 

Good Morning All, 

This concerns compliance of the use of general expense vouchers.  This use
of travel vouchers has compliance of 99.9%. R/C's, chairman of special
projects and other persons have not been complying with the general expense
voucher policy. There have been invoices submitted to Budget Officers and to
headquarters without general expense vouchers. The vouchers have been for
payment to vendors as well as to individuals. This includes all educational
as well as other grants. Please inform your people that if this practice
continues the payment may be denied until the voucher is submitted resulting
in delay of vendor or individual receiving reimbursement. The general
expense vouchers can be download from the Treasurers web site. Thank you for
your help in this matter. 

 

Dick

R/C Richard Peoples, SN

Asst.Treas./Budget Officer

 

 


Payment of Expense Claims


 

Com  14 Dec 91 (Treas)                         

The Operating Committee discussed budget-related problems caused by the late
filing of claims for expense reimbursements.  In some cases, Headquarters
received claims for expenses which were incurred in a preceding fiscal year
(on which the books have been closed).  The Operating Committee APPROVED a
standard operating procedure which prohibits USPS payment of expense claims
filed more than six months after the expense was incurred.  It was pointed
out that the Form Bud-1, General Expense Voucher, clearly bears the
instructions:  Submit Within 60 Days.  Forms Bud-2a, Travel Expense Voucher,
is clearly marked:  Valid only if submitted to Budget officer within 60 days
of activity.  Timely submission is necessary so that budget officers,
department heads, committee chairmen, and managers can accurately monitor
expenditures throughout the year.  [This supplements earlier established
procedures.  See Minutes of the Operating Committee, 11 November 1989, page
7.]

 

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