Building Treasurers
As a building treasurer, your role is to look at every request. You are looking for the following.
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Are all the items on the quote/receipt allowed to be purchased according to policies?
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Does the form have all the required information and required documents?
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Are they within budget?
Online Disbursement Approval Process
When you log onto SmartSuite, click on the "ResLife Association Solution".
Click on your building’s view on the left. You will see the section that is pending approvals.
Click to expand the view of the request record.
Verify the information input is reasonable and accurate. An event title and description should be present, along with the applicable eres number. Check that names were provided if prizes were distributed and that meeting minutes were attached if community funds are being used. Meeting minutes should be from the week that the request was presented and approved.
Open the attached receipt and verify that it is itemized and shows proof of payment. For example, all Amazon receipts must be the “Final Details” version and show the card transactions. Take note of the total amount spent.
Scroll down to the Links to Line Items section and verify that the inputted amounts are correct and consistent with the receipts provided. Verify that the amounts will not put you over the limit by checking the amount left in the line item. The highlighted number shows you the amount you have left in that line item. In this example, you would deny it because they are requesting more than you have left in the budget.
Confirm that all payment information is provided correctly and is appropriate for the type of reimbursement method requested.
Once everything has been verified and is correct, mark it as approved.
