There are generally three triggers for the issuing of a cheque requisition.
- Reimbursement of a member for a purchase made on behalf of co-op.
- Payment of supplier. This is usually that of casual labour. Paul Stallion will not be submitting any invoices in March.
- Refund of $50 share from someone who is withdrawing from the waiting list.
In each case the treasurer must take steps to determine that goods or services have been received for the funds to be re-imbursed. Members must submit receipts and the funds must have been spent for a recognized budget category. Suppliers must submit numbered invoices. In the case of work done on maintenance, the treasurer should request an email from the maintenance chair confirming that the work being billed for was completed. In the case of refunds: the chair of the membership committee will supply an email or other correspondence that requests a refund.
Having collected this information the member should:
Scan the appropriate invoice and receipts. If they arrived as emails, save them as PDFs.
Consult the current year budget to determine the account to which the cost is to be attributed. A link to the 2024 operating budget can be found here: https://www.oldgracehousingcoop.ca/wp-content/uploads/2023/11/OGHC-2024-budget-approved-at-November-28-2023-Board-meeting.pdf
Download a copy of a cheque requisition form from here:
https://drive.google.com/file/d/1p4WG2mN01DU774nJ1KKZFxTgbQgbUjdQ/view
Fill out the form.
There will be no invoice number for member reimbursements or waiting list refunds. In these cases, write “not-applicable.”
Put your name in the bottom left-hand corner for “completed by”.
Print, sign, and scan. (Or insert an electronic signature and save as PDF.)
If your PDF reader allows you to do this, combine the completed cheque requisition form and all supporting documents. (For example, the invoices and any emails confirming that the work has been done.
Then email them to: Ashley Hozempa: ashleyh@brydgespm.com and Cheryl Houle: cherylh@brydgespm.com
Copy the person being paid. And copy the treasurer.
Dear Cheryl and Ashley,
Please find attached a cheque requisition form.
The total amount is $xxxx.
The cheque is to be paid to XXXXXX.
Please feel free to contact me with any questions.
Record the requisition in this spreadsheet: https://docs.google.com/spreadsheets/d/1XQUPAG-SnSZ6pMNIpgIEZzBOHer0GMHh/edit#gid=1247621330
Record all requisitions under the tab “Cheque requisition”. In addition, record the waiting list withdrawals a second time under “Friend withdrawal” tab.