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APEX-FIN-001 — Receipt hygiene (draft)

Status: Draft — requires board approval in minutes before treating as policy.
Owner: Treasurer

LLC separation

Pay nonprofit expenses only from the nonprofit account. Do not pay LLC invoices without a board-approved written agreement at fair market value. See LLC separation.

When to use

Any card, check, or reimbursement from the Apex STEM Education nonprofit account.

Procedure

  1. Pay from the nonprofit account only (not LLC, not personal — reimburse separately if needed).
  2. Capture receipt same day: photo or PDF showing vendor, date, amount, description.
  3. Upload to Google Drive Finance/Receipts/YYYY-MM/ (create month folder as needed).
  4. Name file: YYYY-MM-DD_vendor_amount.pdf (or .jpg).
  5. Log in treasurer spreadsheet: date, category, amount, Drive link, program (org vs Ridge Racers team).
  6. Title / large cash sponsors: Board approval in minutes before spend; treasurer retains W-9 and gift acknowledgment per counsel.
  7. LLC-related expense: Stop — requires board vote + conflict disclosure + written contract.

Categories (align with parent transparency)

Use named categories consistent with parent_budgeting and debrief lessons (registration, travel, materials, etc.). Avoid vague "misc" when possible.

Monthly board report (3 lines)

Line Content
Budgeted Approved budget for month or YTD
Spent Actual from nonprofit account
Remaining Budgeted minus spent

Attach link to Drive folder index only — not raw receipts in email.

Do not

  • Commit receipt images or donor PII to git
  • Store bank account numbers in the wiki
  • Mix LLC merch revenue with nonprofit donations on one statement