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How does your club handle payment for expenses?

Discussion in 'Shooting Related Threads' started by mixer, Sep 18, 2009.

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  1. mixer

    mixer Well-Known Member

    Joined:
    Jan 29, 1998
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    3,386
    Location:
    Coral Springs, Florida
    Does your club use a debit/credit card, checks only, cash, for items purchased?
    Who has the authority to make the purchases, is your BOD involved and would they use their own funds and get reimbursed by the club? Any input is appreciated.

    Eric
     
  2. dverna

    dverna Active Member

    Joined:
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    2,717
    Small club - 70 members or so

    Checks. Two signatures needed President, VP or Treasurer.

    All expenses must be approved.

    On small stuff, and sometimes or larger purchases, we use our own funds and get reimbursed.

    Don Verna
     
  3. halfmile

    halfmile Well-Known Member

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    Location:
    Green Bay Wisconsin
    We have credit accounts for a couple things, hardware items and gas/oil/diesel.

    directors with purchasing power get reimbursed for small items out of petty cash and larger items by check. Everything has to be backed up by receipt or invoice.

    NO one wants to open the Debit/credit card can of worms.

    600 member club.

    HM
     
  4. mixer

    mixer Well-Known Member

    Joined:
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    3,386
    Location:
    Coral Springs, Florida
    Thanks for the input guys, it helps a lot.


    Eric
     
  5. wolfram

    wolfram Well-Known Member

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    Jul 17, 2007
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    6,258
    Checks for big items like targets and building materials. Debit card for food supplies/BEER and cash for everything else.

    Shoot payouts are generally cash unless the shooter leaves the grounds without collecting, then we mail a check.

    As far as who controls the purse strings, it is generally a single person, our secretary/treasurer but both the club president and vice president have signature authorization for checks.

    We have a small club (300 member) operated by a close knit bunch of volunteers. The trust level is high. For bigger operations with more hands in the till things need to be quite a bit more formal.
     
  6. Recoil Sissy

    Recoil Sissy Well-Known Member

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    mixer:

    At my club significant ongoing operational expenses are paid by check after they're read and approved at a monthly club meeting. Examples include things like utilities, targets, and insurance.

    Capital items are relatively rare, always approved in advance and paid by check.

    Smaller consumables are bought on an as needed basis by individual members who are reimbursed out of petty cash. Receipts are required. Examples of consumables include cleaning supplies, misc hardware, and diesel fuel/gasoline for mowers. Food, soft drinks, and candy bars for resale is another major component of this category.

    Bylaws specifically prohibit individual members from taking unauthorized actions on behalf of the club such as purchases, purchase commitments, or entering contractual obligations. The board can reject any invoice or expenditure that wasn't approved in advance.

    sissy
     
  7. mixer

    mixer Well-Known Member

    Joined:
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    3,386
    Location:
    Coral Springs, Florida
    Once again thank you all. You've given me the information I needed.


    Eric
     
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