If you are making an expenditure for a SERVE event, you will be provided an approved budget amount from either the SERVE Treasurer (Lisa Fernald) or Event Coordinator (Carlye Bogue).
If you are the lead Coordinator for a specific event, you can work directly with Carlye if you have questions or need assistance in determining how to allocate your budgeted amount. As an experienced Event Coordinator, she is an extremely valuable resource for you so feel comfortable asking for her advice.
All expenditures that will take you over your budget must be pre-approved by the SERVE board prior to purchase.
If you think you might go over budget, just use the Purchase Pre-Approval form (available below) and let us know. We’ll review the overage request and respond with a decision in a timely manner. This small step will make reimbursements a breeze and help us all be good stewards of the financial resources God has blessed with.
IMPORTANT: any unapproved expenditure that takes a project over budget may not be approved for reimbursement.
For anyone purchasing ad hoc supplies outside of a formal event (refreshments for a meeting, misc decorations, supplies, etc), you will also need to get a pre-approval prior to purchase so we can make sure the finances are available for reimbursement.
To submit a reimbursement request, you may proceed with one of two options:
ONLINE - fill out the online Reimbursement Request form (available below) and upload your receipt(s) where indicated. This is the preferred method, and is the easiest and the quickest way to get reimbursed. This form will work on mobile devices and will be easy to attach photos of receipts directly from your phone's camera. You will receive a copy of your request and receipts via email immediately after you submit the form, confirming that your request was submitted successfully and providing you with a paper trail for your records.
PAPER FORM - Linked below you will find a paper form you can download and fill out by hand to turn in with a photocopy of your receipts. There is a mail slot for Carlye Bogue in the front office, just leave it with Wendy at the front desk for it to be put in Carlye's bin for pick-up. This may take a little longer to process, but you are welcome to use this method if it’s easier for you.
IMPORTANT: Please do not turn in reimbursement forms and receipts directly to the NVCA accounting office.
If it is a SERVE reimbursement, then the request needs to come to SERVE first to be processed. Circumventing this step creates a variety of issues and may delay your reimbursement. We cannot guarantee that your request will be processed correctly if you do not follow the correct process.
All reimbursement requests must be submitted within 14 days of the end of the event/activity for which it was purchased. After that deadline, the books will close for that event/activity and any outstanding expenditures will be regarded as a donation.
Our SERVE team is the absolute BEST and we know many many members go above and beyond by purchasing supplies/decor for an event/activity and only ask for partial reimbursement. They want to donate part of their purchase as a blessing to the school (we see you over there being awesome).
If this is you, there is a field on the reimbursement form for you to document the full amount you spent, even if you are only asking for part of it back. Don’t worry, we aren’t asking for this information to sing your praises to the masses (although we’d love to), we are asking so we can have an accurate understanding of how much the event truly costs for future budgeting. By honestly documenting the full amount you spent, you are equipping us to do the best job possible in stewarding our finances and keeping accurate numbers.
Please relay this to everyone on your team who may be purchasing supplies for your event.