Expense Vouchers

An expense voucher must be submitted if any expenses related to CACRAO business are incurred. In order to appropriately manage CACRAO’s budget, invoices should be submitted for payment within 30 days of the expense being incurred. A receipt or invoice is required for each expense item. There are 3 types of expense vouchers through ProcessMaker:

Request for payment - This is the most commonly used form. It should be used to summarize expenses related to CACRAO business, along with all receipts, for reimbursement or payment.

Credit card/ACH authorization - This form will typically be used by EC members who either hold a CACRAO credit card to reconcile expenses made or to request a payment by credit card or ACH authorization.

Travel reimbursement - This form is used to summarize personal travel expenses, including receipts, for CACRAO business.

• Direct Expenditures: Effective 1/1/2026 Mileage Rate is 72.5 cents per mile.
• Meal Reimbursements:
• In North Carolina or South Carolina
• $16.00 Breakfast
• $19.00 Lunch
• $28.00 Dinner
• In states other than North Carolina or South Carolina
• $18.00 Breakfast 
• $20.00 Lunch
• $31.00 Dinner 

Expense Voucher Policies

• Expense vouchers must be submitted by CACRAO members only.
• Invoices should be submitted within 30 days of the expense being incurred for payment.
• Contracts over $2,000 should only be signed by the CACRAO President. Multi-year contracts of any amount should only be signed by the CACRAO President. Submit a Request for Payment and upload the contract for signature using the general upload at the bottom of the EV. If a deposit is required, include that as a line item.
• If an expense is over $5,000, you should email the Treasurer ([email protected]) and President ([email protected]) for pre-approval. The appropriate VP should be cc’d.
• Types of payments that CACRAO will make:
• ACH/wire transfer - This is the fastest form of payment. Payee will need to provide account information.
• Pay by check - Checks can take up to 3-4 weeks to be received via mail.
• Credit card - Consider the processing or convenience fee required.
• Unless you indicate payment by credit card is needed, Jessica, CACRAO Admin, will contact the payee/vendor to inquire about ACH or check payment preferred.