Purchasing Procedure
Parent volunteers frequently need to purchase goods and services for the pack using pack funds. Pack 251 has some simple guidelines to follow.
- All purchases are pre-approved by the pack committee. This can mean two things. Either the purchase is included in the annual budget, in which case it was authorized when the budget was approved, or it is outside of the budget. Purchases outside the budget need to be approved during a committee meeting or by email ahead of time. Approval authority for expenses is the pack Committee Chair or Cubmaster.
- Any item the pack pays for belongs to the pack, within the limits of common sense (such as leftover food).
- You can pay for items with provided Pack funds (prepared ahead of time) or with personal funds to be reimbursed.
- Conduct all treasurer business via email (if you can scan your documentation) or in-person.
How to Obtain Reimbursement
Use of personal funds is optional but frequently more convenient. The procedure is similar to obtaining funds ahead of time. Provide the treasurer the following information:
- Request the check
- Payable to you
- Amount is ____
- Budget category (see below)
- How you will get it (see methods of exchange listed above)
- Provide the receipt (scan or original)
You may expect reimbursement within a week. You must provide receipts or paid invoices for all reimbursement.
If your purchase has items that belong to multiple budget categories, you must list the amounts by category (see below).
Budget Categories
When submitting receipts for reimbursement, you must clearly indicate the budget line in writing on the recipt (paper receipts) or in your email to the treasurer (electronic or scanned receipts). You cannot be reimbursed if the treasurer cannot determine how to allocate the expense.
If you mix multiple budget categories in a single receipt, please break out the amounts by category. The treasurer should not have to guess what money goes where in the budget software.
Use the following budget categories (report Category + Line).
| Major Category | Budget Line | Use it for… |
| Admin | Recharter | Registration fees and insurance |
| Admin | Website | Web hosting fees |
| Admin | Training | District, council, or national training class fees |
| Outings | Christmas Parade | Expenses related to Christmas Parade |
| Outings | Campout – Fall | Costs associated with Fall Family Campout |
| Outings | Campout – Winter/Spring | Costs associated with Winter/Spring Family Campout |
| Outings | Other Outings | Any expense related to special hikes, museum trips, etc… |
| Derbies | Kits | Only kits |
| Derbies | Awards | All trophies, medals, and ribbons. No patches. |
| Derbies | Supplies | Track maintenance, rocket crafts, and other consumables (including food) |
| Advancement | Arrows of Light | The actual arrows procured by the AOL den leader |
| Advancement | Rank achievement | Rank-related scout shop purchases: loops/pins/neckerchiefs/slides/cards/etc. |
| Advancement | Religious emblems | Medals only, not books |
| Advancement | Other recognition | All other scout shop purchases: Pack numbers and other patches/pins/streamers/etc. |
| Advancement | T-shirts | Class-B t-shirts |
| Advancement | Den meeting supplies | Den leader discretionary fund for den meeting crafts and other expenses |
| Blue and Gold | Food | Everything we eat at Blue and Gold |
| Blue and Gold | Decorations | Everything else at Blue and Gold |
| Fundraising | Pack prizes | Usually just gift cards |
| Fundraising | Fundraising supplies | Flyers/posters/booth items |
| Move for St. Jude | Costs associated with spring “BikeAThon” | |
| Recruiting | Recruiting supplies | Flyers, printables, other expenses used directly at recruiting events |
| Scholarship | Need-based aid | |
| Service | Scouting for Food | Printing costs for flyers |
| Service | Service Other | Costs associated with other service projects |
| Captial purchases | Captial purchases |