Expense & Reimbursement Pack

Booster Club Expense & Reimbursement Pack

Create a clear, documented process for booster club purchases and reimbursements.

The Booster Club Expense & Reimbursement Pack helps volunteer-led organizations manage purchases, receipts, mileage, approvals, and reimbursements with a consistent process that is easy for both volunteers and board members to follow.

Instead of relying on text messages, loose receipts, or verbal approvals, this toolkit provides a structured system for documenting expenses from the initial request through final payment and recordkeeping.

This pack includes:

• Editable Excel Expense & Reimbursement workbook
• Purchase pre-approval tools
• Reimbursement request tracking
• Mileage reimbursement calculations
• Receipt and supporting documentation tracking
• Approval and payment workflow tools
• Expense tracking and reporting tools
• Supporting PDF guide
• White Loon Advisory License & Terms

Designed for:

Booster club treasurers, presidents, board members, coaches, event chairs, and volunteers who make purchases or request reimbursement on behalf of the organization.

Easy to customize

Adapt approval thresholds, mileage rates, receipt requirements, reviewer roles, and reimbursement procedures to fit your organization's policies.

Digital Download: Microsoft Excel workbook + PDF guide. No physical product will be shipped.

License: Purchase includes a license for use by one organization. Materials may be customized and shared internally with that organization's officers, board members, volunteers, and authorized advisors. Redistribution, resale, and use by unrelated organizations is prohibited.

Important: These materials are educational and organizational resources and do not constitute legal, tax, audit, accounting, or other regulated professional advice.

Developed by White Loon Advisory LLC | Financial Management Consulting