Committee and Team Leads ExpenseS Policy
Sometimes, an opportunity arises for a Committee member or Team Lead to buy something that AMS needs or wants.
The correct method is to contact other mamagement members to get a quorate vote to purchase the item. This will depend on available funds and budgets. Only in rare circumstances could a purchase go through without prior approval. In which case approval needs to be sought at the earliest oppertunity.
Asset Purchasesses
Expenditure should be planned and voted on wherever possible. Even if there is limited opportuniity you should try to contact the rest of the Committee. Sometimes other committee member are aware of implications of plans that you may not be aware of.pecial cases only
special cases only
Committee members should not expect to be reimbursed quickly or at all when purchasing without prior approval. Making impulse purchaes puts you last on the list to be repaid and if cash flow is too tight, this may take some time.
Being able to purchase things in this manner is not a default position. Use the Committee “Whats App” to get approval before purchasing.
Committee members and team leads cannot club together and spend extra money by combining their spending.
Team leads have a debit card with a small monthly budget to buy agreed AMS consumables for their area. These cards should not be used to purchase assets.
travel
If a team lead, committee member or Trustee makes a trip on behalf of the AMS they will be eligible to claim reasonable travel expenses. This should be agreed in advance to ensure claims are not excessive and trips are shared if they involve more that one person.