Procedures for completing local expense forms and submission

All MAPE members or local officers seeking payment or reimbursement for expenses must complete the Local Expense Reimbursement form completely and submit to the local treasurer.

Locals with checkbooks, the local treasurer will:

• Review/approve and sign the Local Expense Reimbursement Request form. If a second signature is needed the treasurer is responsible for asking another officer to review and sign.
• Write the check for the amount of the expense.
• Capture this expense in the local checkbook ledger and the local reconciliation form.
• Complete a Local Checkbook Replenishment form and submit form and required documentation to the MAPE Financial Specialist for checkbook reimbursement.

Locals without checkbooks, the local treasurer will:

• Review/approve and sign the Local Expense Reimbursement Request form. If a second signature is needed the treasurer is responsible for asking another officer to sign.
• Capture this expense in the local reconciliation form.
• Submit completed form and required documentation to the MAPE Financial Specialist who will create the check and mail to the proper location (member or business).

To complete the Local Checkbook Replenishment form:

*All amount fields must have a value, enter 0.00 in any open fields and then press F9 to calculate electronically.

• Please print or electronically complete the top portion of the form:

  • Local Treasurer’s
    -- Name
    -- Daytime phone
    -- Local #
    -- Work email
    -- Home email
• List of checks issued including
  -- Place of meeting
  -- Date of meeting
  -- Check number
  -- Who the check was paid to
  -- A description of the expense, such as food or gift cards
  -- Amount
• Complete the signature portion of the form
  -- Local treasurer (required)
  -- Local officer if over $500
  -- Submission date

To complete the Local Expense Reimbursement Request form:

*All amount fields must have a value, enter 0.00 in any open fields and then press F9 to calculate electronically.

• The person requesting the reimbursement should complete the top portion of the form with their:
  -- Name
  -- Daytime phone
  -- Address
  -- Work and home email
  -- Place and date of meeting
  -- Local #

• The treasurer may need to assist in entering the amount next to the correct category

• Complete the signature portion of the form
  -- Requester (required)
  -- Treasurer (required)
  -- Local officer if over $500

NOTE: No person should sign an expense form in more than one place. If the local treasurer is completing the expense form as the recipient of the reimbursement, another officer should sign the approval line(s).