This Standard Operating Procedure (SOP) defines the mandatory financial processes for American Legion Post 86, ensuring the integrity and accuracy of the Post’s financial records and resource management.
I. Core Doctrine & Authority
II. Accounting & Record-Keeping
III. Funds Management & Deposit Protocol
IV. Expenditure & Reimbursement Protocol
To receive payment or reimbursement, all members and officers must adhere to the following procedures:
- Standing Authorization: Recurring operational expenses (e.g., utilities, insurance premiums, software subscriptions) are considered pre-authorized by the standing budget and do not require individual monthly approval, provided they remain within 10% of the expected norms.
- Deadline: All receipts, invoices, and requests for reimbursement related to an expenditure must be submitted to the Post Finance Officer by the deadline set for the next regular General Membership Meeting.
- Reimbursement Standard: The Post adheres to a strict “No Receipt, No Reimbursement” policy. Requests submitted without a completed Form 86-FIN001 (Reimbursement Request) signed by the Commander accompanied by a valid receipt (digital or physical) will be automatically rejected.
- Approved Submission Channels: Documents (Form + Receipt) may be submitted through the following official methods:
- Approved Submission Channels: Documents (Form + Receipt) may be submitted through the following official methods:
- Uploaded via the Post Document Management System (SeedDMS) (Preferred).
- For authorized users, receipts may be uploaded directly into the Post’s accounting software (WaveApps).
- Emailed directly to the Post Finance Officer.
- Delivered in person or placed in the designated Finance Officer’s mailbox.