Reimbursement)

VOUCHER APPROVAL AND PAYMENT 3020

The Never Sweat Recreation Board will operate under a voucher system of payment for all expenditures.

A signed voucher must be accompanied by a bill or a copy of a bill.
Prior to payment, each voucher must be approved by two board members.
In the case of approved recreation grants, voucher payment may be made (in accordance with grant stipulations) with approval from two board members and in accordance with the check writing procedures in this policy manual.
All vouchers paid within a quarter must be made available for review to board members at the next quarterly meeting.

VOUCHER PROCEDURE FOR RECREATION GRANTS 3025

Upon approval of a recreation grant, the applicant / vendor must adhere to the following procedure for payment:

Upon being awarded a grant, it is the applicant’s responsibility to obtain the necessary voucher from the treasurer or his or her designee;
The applicant must submit paid receipts, bills or copies of bills accompanied by a Never Sweat Recreation Board voucher form;
These forms must be submitted to the treasurer or his or her designee on a monthly basis by no later than the 5th day of the month (or next working day if the 5th day falls on a weekend or holiday). If the voucher is received later than the 5th day of the month and has met all other criteria, a check will be issued the following month.
One (1) check will then be issued to the applicant / vendor for the submitted voucher amount (in accordance with the original grant approval);
Money awarded to grant applicants must be used within one (1) year of the date it is awarded unless a special exception was given at the original grant approval.
An extension of time can be applied for by the grantee prior to the one (1) year deadline. To apply for an extension, a grantee must fill out a Grant Extension Form and return it to the treasurer or his or her designee prior to the expiration date of the original grant. An extension will be determined by majority vote at the next regular quarterly meeting. All extensions will be for ninety (90) days from the extension approval date and then the funds will automatically revert to Special Projects.

Checks will ONLY be issued if the above criteria is met.