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AIBU?

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Original poster

Expenses claim

44 replies

Shrubsie1 · 26/04/2025 20:26

I am a volunteer treasurer for a small local club. Members pay an annual subscription, there isn't much in the pot but we tick along ok.

Last week one committee member suddenly wanted to buy some shrubs for outside. We had loosely discussed it in the past. I suggested he raises it with the committee. He sent an email, one other committee member agreed, the others either didn't see or said nothing, he then bought £200 of shrubs an hour later, saying 'no one objected'. I wasn't happy as I felt it was rushed and we should have agreed collectively how to spend members funds.

I was busy working my day job when he phoned and asked to be reimbursed. I said he needs to provide the receipt. He has been unable to get one, saying the supplier hasn't replied/given him one. He's now hassling to be paid without a receipt.

I since found out he'd also bought some shrubs from the same supplier for his own house on the same day, which could be a bit suspicious as no receipt and I only have his word on how much he paid, also may explain his sudden urgency.

Aibu to decline to pay without a receipt? Or am I being too meticulous here. I like to do everything by the book.

Fwiw the £200 he's claiming is a bit high for the shrubs he bought but not ridiculously so.

OP posts:
Strollingby · 26/04/2025 22:26

Am a treasurer of a small charity. We have recently changed our approval policy to require approval to be 3 trustees, 2 of which must be from a defined list (chair, vice, treasurer and secretary) to avoid any ambiguity when no one objects.
Payment without receipt is for small sums at my discretion but £200 would have me discussing it in a trustee meeting. With my trustee group we probably would reimburse on the understanding it's a one off, but we have a high level of trust borne of long experience of each other.

1Ivebeenthinking · 26/04/2025 22:23

Tell him to contact the man he bought the shrubs off for proof, like messages saying the shrubs were £200

Puzzledandpissedoff · 26/04/2025 22:20

Shrubsie1 · 26/04/2025 21:24

There is definitely a (brief) expenses policy which requires a receipt for reimbursement. I suppose I just need to smile politely and keep telling him this.

Yes, you do

I've done practically everything else, but this is precisely why the treasurer's job is one I'd never take. There's always someone with a story as to why they must have money NOW, why they can't produce a receipt and god knows what else, and I've never needed the stress

nomas · 26/04/2025 22:16

If you’re entrusted to buy something like this, you need to buy from a reputable / verifiable source, not off the back of a van.

Original poster
Shrubsie1 · 26/04/2025 21:53

Thanks, I feel bad because I didn't outright decline it when he asked, I asked him to email the committee which he did, he had one reply saying yes to the shrubs (though he didn't say the price), he then went ahead.

So I guess my best approach is just to insist on a receipt before payment. Any future claims must have committee approval though, thankfully I doubt he'll do this again as he's clearly very unhappy I haven't just paid him.

OP posts:
JackieDaytonaLuckyBrews · 26/04/2025 21:47

I wouldn't cave on this one. No receipt, no payment. He would be free to come and take the shrubs away again for his garden obviously.

Reliablesource · 26/04/2025 21:43

Shrubsie1 · 26/04/2025 21:24

There is definitely a (brief) expenses policy which requires a receipt for reimbursement. I suppose I just need to smile politely and keep telling him this.

Under no circumstances reimburse any expenses without a receipt. You must keep a paper trail of all monies in and out. It was outrageous of him to spend £200 on shrubs! That’s not petty cash, it’s a sizeable expense for a small club. He’s taking the piss. Don’t discuss it any further by phone either, there needs to be a record of the discussion. He is trying to pressurise you personally, but the decision on the shrubs should have been taken collectively. If he asks again, send him an email and cc in the rest of the committee. “Dear Jim, unfortunately the purchase of shrubs was not authorised by the whole committee, nor was such a large expenditure discussed. This matter will require discussion by the committee but in any event, no expenditure can be refunded without a dated & itemised receipt, which you have said you do not have. You are welcome to remove the shrubs if you prefer.”

As others have said, you need to get a procedure in place going forward for approval of any expenditure. You said yourself there isn’t much in the pot, yet this CF decided to spend £200 on a frippery?! If I was a member, I would be fuming at my subs being wasted on something like this.

parietal · 26/04/2025 21:25

He can take away the shrubs and replant in his own garden but he can’t claim costs for the group without agreement from everyone and a receipt.

Original poster
Shrubsie1 · 26/04/2025 21:24

There is definitely a (brief) expenses policy which requires a receipt for reimbursement. I suppose I just need to smile politely and keep telling him this.

OP posts:
Original poster
Shrubsie1 · 26/04/2025 21:23

SBHon · 26/04/2025 20:57

Could you take the matter to the whole committee to make a group decision?

Thing is, it was all done so quickly that I'm probably the only one who knows he bought shrubs for himself too. He lives close to me so I saw them, he mentioned it to me knowing I'd see he'd bought some for himself as well as the club.

OP posts:
Original poster
Shrubsie1 · 26/04/2025 21:20

Thanks, the shrubs were bought from a man with a van and so no way of verifying the price, it was someone he found advertising on social media apparently.

OP posts:
nomas · 26/04/2025 21:01

Best case, he doesn’t want the shrubs for his own house and is palming them off on the club.

Worst case, he bought cheap quality shrubs and is trying to make a profit at the expense of the club.

There’s no way he didn’t get a receipt.

SBHon · 26/04/2025 20:57

Could you take the matter to the whole committee to make a group decision?

B1indEye · 26/04/2025 20:55

Can someone go to the place he bought them from and price up what he bought as an independent check if he can't get a receipt?

And obviously make the procedures clear that no one can unilaterally spend the clubs money

loropianalover · 26/04/2025 20:54

No receipt, no payment.

Tell him he can take his shrubs and his sorry arse home.

tourdefrance · 26/04/2025 20:51

As treasurer (even for a small club), it is your responsibility to make sure funds are looked after properly. No receipt, no repayment and I would put it on the agenda at the next meeting to agree a proper procedure for spending club money, eg at least 2 people plus the treasurer must approve.

YourSnugHazelTraybake · 26/04/2025 20:48

No receipt no payment. All club members have the right to see the annual accounts, as treasurer you're responsible if there are discrepancies. No receipt means no proof the club purchased anything. Sounds like he's trying it on anyway, generally purchases would need a majority of the committee to agree on, not just one person.

Original poster
Shrubsie1 · 26/04/2025 20:36

Thanks. I doubt he will be able to produce a receipt, as he may well have got his shrubs including in the price. He has definitely provided some shrubs though, which makes it awkward.

OP posts:
travelforthesoul · 26/04/2025 20:29

no, keep yourself and the committee right - no receipt, no payment. Thats how it works.

And by running it past the committee means in an appropriate manner, a meeting or an email with please let me know your thoughts by ... a date/time. He is an arse for behaving this way.