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It sets governance controls by aligning with the HOA’s governing documents and identifies responsibilities for the Treasurer and Site Manager. The procedure defines three payment and reimbursement methods: using a debit card, reimbursing individuals after they pay out-of-pocket, and paying via invoices by check or debit card, including required forms, supporting receipts or contracts, and Board Member approvals.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":21,"@type":70,"position":76},"https://docshare.wps.com/template/invoices/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/village-grande-at-english-mill-homeowners-association-procedure-105-expense-management/246400/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/village-grande-at-english-mill-homeowners-association-procedure-105-expense-management/246400.png","ImageObject",442,249,{"name":88,"@type":89},"Chloe Bennett","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-16","2026-09-12",true,{"@type":98,"interactionType":99,"userInteractionCount":8},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What types of expenses does Procedure 105 cover?","Question",{"text":108,"@type":109},"It covers expenses incurred by the HOA for events and by any HOA sanctioned club or organization. It does not apply to operating expenses managed by the HOA’s property management company and paid from the HOA operating account.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"How can expenses be paid under this procedure?",{"text":113,"@type":109},"Expenses can be paid using the debit card tied to the Activities Checking Account, reimbursing individuals who spend their own money, or paying vendor invoices via check or debit card through the Site Manager and Treasurer workflow.",{"name":115,"@type":106,"acceptedAnswer":116},"What approvals and supporting documents are required?",{"text":117,"@type":109},"Debit card use requires the “VGEM Debit Card Request Form,” receipts/invoices/contracts attached on return, and Board Member approval. Reimbursements and invoice payments require the relevant check request forms with attached supporting documents, copies made by the Site Manager, and Board Member approval before checks are issued.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},246400,1790162975,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":20,"category_name":21,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":8,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":73,"language":135,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":61,"update_tm":139,"read_time":9},962084925782,"https://ap-avatar.wpscdn.com/davatar_9964176cb1d06d4a9deccf72a44ae3dc","Village Grande at English Mill Homeowners Association PROCEDURE 105 – EXPENSE MANAGEMENT  \nProcess/ Procedure Owner: Treasurer  \n1.1 Purpose  \nThis procedure describes how expenses incurred by the HOA for events, or by any HOA sanctioned Club or organization shall be handled. Article 9 of the Declaration of Covenants and Restrictions (the“ Declaration”) empowers the Board of Trustees to promulgate, adopt and publish such Rules and Regulations as may be necessary to carry out the intent of the H OA ’s Governing Documents.  \nShould there be a conflict between the terms of this Procedure and the terms of the Governing Documents, the terms of the Governing Documents shall control .  \n1.2 Scope  \nThis procedure applies to all HOA Committees and sanctioned Clubs. This procedure does not apply to operating expenses that are managed by the HOA ’s Property Management Company and paid from the HOA Operating Account.  \n1.3 Roles and Duties  \nExpenses for events or club activities can be paid for in three ways: (a) using the Debit Card associated with the Activities Checking Account; (b) individuals using their own money to pay for expenses with the expectation of reimbursement; and (c) providing an invoice to be paid by check or debit card by the Site Manager .  \nUsing the Debit Card-The Debit Card associated with the Treasury Checking Account is safely kept by the Site Manager . A request to use the Debit Card requires completion of the “ VGEM Debit Card Request Form”. Some individuals may be preapproved for use of this card due to their position on a committee. This form includes the estimated dollar amount and the reason for the expense. The form also requires the borrower’s signature when the card is received and the Site Manager’s signature when the card is returned. Associated documents such as receipts, invoices or contracts must be provided to the Site Manager when the card is returned for attachment to the form . The Club/ Event should be clearly identified on the receipts. The expense must be approved by a Board Member .  \nReimbursement-When an Event Committeeperson lays out money for event expenses the Committeeperson completes a “ VGEM Activities Account Check Request Form” in order to get reimbursed. This form includes the requested dollar amount and the reason for the expense.  \nAssociated documents such as receipts, invoices or contracts must be attached. The Site Manager makes copies of the documents and provides the check request form to the Treasurer . The Treasurer writes the check and returns the check request form along with the check to the Site Manager . The Site Manager obtains approval of a Board Member on both the check request form and the check .  \nThe Site Manager distributes the check to the requester .  \nInvoice Payment-The Committeeperson shall provide an invoice attached to a “ VGEM Activities Account Check Request Form” and forward to the Site Manager . This form includes the requested dollar amount and the reason for the expense. The Site Manager makes copies of the documents and provides the check request form to the Treasurer . The Treasury writes the check and returns the check request form along with the check to the Site Manager . The Site Manager obtains approval of a Board Member . The Site Manager distributes the check to the requester or mails the check to pay the vendor’s invoice.  \n1.4 Definitions and Acronyms  \nRequester – The person requesting funds.  \nGoverning Documents-Shall mean the Declaration of Covenants, and Restrictions for the Village Grande at English Mill, By-Laws of the Village Grande at English Mill Homeowners Association, Inc., and or any other Rules & Regulations duly adopted by the Board of Trustees for the Association .  \nHOA –Village Grande at English Mill Homeowners Association , Inc.  \nSite M anager-The person responsible for the day to day administration of the H OA and the person who receives the forms, invoices and receipts from the Requester and forwards to Treasure","cbCaitakS2IF9BnH","https://ap.wps.com/l/cbCaitakS2IF9BnH","pdf",55228,"English","# Procedure 105 – Expense Management\n## Purpose\n## Scope\n## Roles and Duties\n## Definitions and Acronyms\n## Attachments\n## References\n## Inquiries","[{\"question\":\"What types of expenses does Procedure 105 cover?\",\"answer\":\"It covers expenses incurred by the HOA for events and by any HOA sanctioned club or organization. It does not apply to operating expenses managed by the HOA’s property management company and paid from the HOA operating account.\"},{\"question\":\"How can expenses be paid under this procedure?\",\"answer\":\"Expenses can be paid using the debit card tied to the Activities Checking Account, reimbursing individuals who spend their own money, or paying vendor invoices via check or debit card through the Site Manager and Treasurer workflow.\"},{\"question\":\"What approvals and supporting documents are required?\",\"answer\":\"Debit card use requires the “VGEM Debit Card Request Form,” receipts/invoices/contracts attached on return, and Board Member approval. Reimbursements and invoice payments require the relevant check request forms with attached supporting documents, copies made by the Site Manager, and Board Member approval before checks are issued.\"}]","Village Grande at English Mill Homeowners Association - Procedure 105 - Expense Management | PDF",1789235234]