ABTC members authorized to submit an invoice or other acceptable documentation to the ABTC Treasurer for direct payment do not need to submit a  form. Simply signify approval of the payment by signing and dating the appropriate paperwork, and then forward to the Treasurer for payment.

Recurring invoices such as those for printing of the TNT, etc. can be forwarded directly to the Treasurer by the appropriate vendor.

ABTC members requesting issuance of a payment to a company/individual without an invoice or other acceptable documentation must complete and submit a CHECK ISSUANCE REQUEST form. Include the reason for the expenditure, the amount of the expenditure, and the name and address of the party to whom the payment should be issued. Sign and date the request form, and forward to the Treasurer for payment.

Obtain BOD approval signature if expenditure exceeds $250.00.

NOTE: A scanned image of a CHECK ISSUANCE REQUEST and/or invoice attached to an e-mail sent to the Treasurer is acceptable as long as the requestor’s signature is present. (NOTE: Should be a .pdf or .jpg file.)

1. List all expense items separately, and then total them.

2. Attach copies of receipts or other supporting documentation.  If a receipt has been lost or is otherwise unavailable, please explain this on the back of the form.

3. Make sure receipts match the line items described on the form.

4. Include the name and address of the person to whom the check should be mailed.

5. Sign and date the form. Obtain BOD approval signature if expense exceeds $250.00.

6. Forward to the Treasurer for payment.

Cash should never be sent through the mail. If substantial monies are involved, recommend they be forwarded to the ABTC Treasurer by either Certified Mail or Priority Mail with Delivery Confirmation.  All monies should be in the form of checks and/or money orders made out to “ABTC, Inc.”  All monies should be in US$ only. (The ABTC has to pay its bank a fee for any monies not made in US$.)

Include a brief note with submitted checks that describes what they are for. For example: “new membership applications”, “donations” (include the appropriate reason … memorial, health fund, rescue fund, etc.). This is important to insure the checks are posted to the proper club ledger account.

Include your name as the person forwarding these monies.