Reimbursements

Parents and leaders will sometimes incur troop related expenses.

Submitting A Receipt for Reimbursement

The procedure depends on the type of expense. But generally, a receipt is submitted to the treasurer for reimbursement.  If the account is in good standing with no open balances, and the receipt for reimbursement is over $100, then the family can choose to receive reimbursement (via Zelle for example).  Alternatively, families can also choose to have the family's account credited against future expenses & dues.

Monthly Campout Food

The limit on spending is $5 per scout per meal. Typically, there are 4 meals per scout per campout. For details on monthly campout meals see here. So, for a patrol 5 that would mean $120 budget for the Grubmaster. The parent submits the grocery receipt to the troop treasurer. They should cross out items purchased for personal/family consumption vs. patrol consumption on the campout and subtract the amount from the total. This avoids having to go through the cashier twice for a combined family/troop grocery run. The treasurer credits the family’s account.

Expenses for Driving Scouts & Pulling the Trailer 

If an adult is driving more than just their own scouts to the campout or if they are pulling the Troop's trailer, they can be reimbursed for costs.  Submit receipts and/or mileage to the treasurer.

• Pulling the trailer - Actual fuel reimbursement.

• Transporting scouts - $.15/mile (mileage from the meetup spot, usually the parish hall to the campsite)

• Tolls - actual tolls reimbursement

NYLT

Parents are 100% reimbursed for NYLT feeds for their scouts upon successful completion of the course.

All other expenses

All other expenses that are not explicitly budgeted need prior approval from the troop committee. In these cases, the receipt should also be copied to either the scoutmaster or troop committee chair in addition to the treasurer.

Adult Leader Training

If an adult leader seeks to be reimbursed for costs associated with training, they should seek approval by sending an email to the scoutmaster or committee chair.  The scoutmaster and committee chair will work with the treasurer to decide if approval is granted, and communicate back to the leader.

Adult Leader Costs (Non-Training)

Monthly Campout Food Costs are not charged to the leaders as they are built into the scout costs above.

The following items are per current policy charged to adults unless explicitly voted on by the committee for each event.

• Non-food costs on all campouts monthly or otherwise.  Some examples are

  • Campout costs charged by BSA (BSA camp, council, district, etc.)

  • Equipment rental portions for adults.

• Food costs on non-monthly campouts.

• Leader BSA dues.  (There are no troop dues for adult leaders)

Again, none of the above items are currently reimbursed by the troop unless voted on for an event and approved by the committee.