Purchasing & Reimbursements
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Purchasing & Reimbursements
Guidelines for managing club expenses and submitting reimbursement requests.
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New Expenses
Purchases on behalf of VWS must be made with a club credit card, ACH origination, or check payment. This is required for the club to use our Virginia retail sales tax exemption status. Recurring purchases or subscriptions must be set up with a club credit card (preferred) or direct debit from our account. Software purchases should be made under relevant nonprofit pricing (via TechSoup or Goodstack, as an example) unless not otherwise offered.
Reimbursement Policy
Reimbursements will be made to members for costs incurred on behalf of VWS when there is no method to use club funds. The preferred method is to complete the online reimbursement form and attach receipts as a part of the submission. A paper form is available on request from the club treasurer.
Submit a Reimbursement
Please complete the form below to request reimbursement. Ensure all receipts are attached in PDF or image form.
Frequently Asked Questions
Common questions regarding club spending.
What documentation is required?
Attach all receipts in PDF or image form. Credit card or bank statements can be provided if receipts are not available. Reimbursements will be delayed if no documentation is provided.
Recent Activity
KE4PDS on April 24, 2026 at 6:37 pm
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