Purchase and Check Requests

CHECK REQUEST FORM

Purchase and Check Request Guidelines:

All Booster Members, Directors and Coaches are authorized to make purchases on behalf of the
boosters. Please use the following guidelines:

Email the completed check request form with receipts to comptroller@whsimb.org and
treasurer@whsimb.org as per instructions included on the form.

All purchases should first be discussed and verbally authorized by a Booster Committee Lead or
Music Director. Committee leads and Directors should be aware of their budgets, and if they
have questions, they should contact CFO@whsimb.org.

For any non-budgeted purchase, additional authorization should be obtained from
president@whsimb.org.

Typically the purchaser will use personal funds to pay for the item then seek reimbursement via
the check request form. In some rare instances, there are arrangements with specific vendors to
bill the boosters directly, but typically the purchaser will pay for the item up front and seek
reimbursement via the check request form.

All reimbursements require completion of the check request form. Even if they are directly
billed to the boosters, a booster member, committee lead or Director should fill out and submit
a check request form so the direct bill vendor can be paid. There is no automatic payment
process, all payments require a check request. Please include images of receipts, invoices and
be sure to include an address to send checks.

No authorization signature is required on the check requests for budgeted purchases. Audits will
be done by the finance committee as needed, and two approvals of booster committee
members are obtained by the booster’s Comptroller prior to sending out any checks.