Post by jklrunswithscissors on Dec 16, 2013 20:48:12 GMT
I'm trying to come up with a means of giving people at the build site / events some source of money that they can spend without giving them any cash or access to the bank account. This is the best process I can come up with - please help me flesh it out, make it a reality and make it better. Find holes, please.
1. Key people are issued a gift card from Target or Home Depot. -Gift cards can be bought online for less than their value, at Giftcardgranny.com
2. The card is registered in their name, we put a sticker on it that includes their name. The person who accepts the gift card signs a thing acknowledging that they are taking a "loan" from the CORE project in the value of the card, and that they will only use the card for purposes approved.
3. There is a document that states the approved automatic purchases. This includes things like perishables (glue, safety equipment, etc.), medical supplies and ...?
4. The person who uses the card saves receipts and then one of us who is supporting budgeting takes in the receipts, adds up the amount that they have spent and issues them a new card with a better balance (or all the little ones.) Any non-ok purchases will have to be paid for by the person issued the card at that time, and a lost card means that the person who had the card needs to reimburse the project.
I think the lost card part is a bit tough. that could really be a problem to some of us. I think if someone is buying materials for the project and is a lead then maybe something easier would need to be available. Cash in an envelope that must be accounted for before more cash can be dispensed is my thought. Cash out - receipts in. Its important that money for materials be available on build days for all the things that come up and such. And what about the big purchases, say the day most of the lumber gets bought?
Post by myriadcolours on Dec 23, 2013 16:49:54 GMT
In my opinion, some cash is fine, for some people, but I just don't think it should be the default way of dealing with things. And I'd imagine that the big purchases, like the two or so times that are the bulk of the lumber purchases, one of the main leads should be present for.
Post by jklrunswithscissors on Dec 23, 2013 17:50:55 GMT
I'm thinking that home depot has pretty much anything we would need in a pinch, and yes, Fin, what you said, big purchases will be done with a lead.
I'm also thinking that if a person would prefer to use their own money and get a reimbursement, that is okay too. That way they do not hold project money and are not accountable for it. The gift card idea basically is there so that we can ask anyone to run to the store and not worry about using their money. Plus, having it digital keeps us from counting pennies.