Community Planning Organization Handbook
Reimbursement Procedures for CPO Expenses
The Public & Government Relations Department (PGR) has budgeted money to cover CPO expenses in the amount of $150 per CPO for the fiscal year, which is July 1st (current year) to June 30th (following year). Usual CPO expenses may include printing, postage, training, post office box rental, meeting place rental, etc. If you have an expense that appears to be out of the ordinary, please call Citizen Involvement at 655-8552 for approval.
Please follow these procedures to insure prompt and accurate reimbursement is made:
- Each CPO Chair will be asked to provide Public & Government Relations Department a Authorization Form (pdf) indicating who is authorized to submit expenses and receive reimbursement within the CPO. This will speed the process.
Provide an original receipt; only original receipts can be accepted for reimbursement - Receipts must be dated and received in the current fiscal year (as described above) in order to be eligible for reimbursement, i.e. a receipt dated in October must be paid no later than June 30th of the following year; a receipt dated in March must be paid by June 30th of the current year
- Send receipts with a brief explanation of the expense to Public and Government Relations, Citizen Involvement, 2051 Kaen Rd. Oregon City, OR 97045
- PGR will submit request for payment to County Finance Department
- County Finance will process request and send a check directly to recipient within approximately two weeks
- PGR will send a brief memo to CPO indicating that reimbursement has been made and indicating the remaining dollar amount available for expenses until the end of the fiscal year
If you have any questions regarding these procedures, please call Citizen Involvement at (503) 655-8552
Please complete the following form and return with original receipts to Public & Government Relations, Citizen Involvement, 2051 Kaen Rd. Oregon City, OR 97045.
Request for Reimbursement
Please complete this form and return with original receipts to Public & Government Relations, Citizen Involvement, 2051 Kaen Rd. Oregon City, OR 97045.
DATE: _________________________________________________________________________
CPO NAME: ____________________________________________________________________
CPO ADDRESS: ________________________________________________________________
REIMBURSEMENT PAYABLE TO -Authorizing letter must be on file in Citizen Involvement office:
NAME: _________________________________________________________________________
ADDRESS: _____________________________________________________________________
_______________________________________________________________________________
LIST VENDOR NAME, DATE, AMOUNT, REASON FOR EXPENDITURE:
TOTAL AMOUNT OF REIMBURSEMENT: __________________________________________
_____________________________________________________________________________
Authorized CPO Signature -Form must be on file in of Citizen Involvement office.
