Purchasing & Reimbursements

New Expenses

Purchases on behalf of VWS must be made with a club credit card, ACH origination, or check payment. This is required for the club to use our Virginia retail sales tax exemption status.

Recurring purchases or subscriptions must be set up with a club credit card (preferred) or direct debit from our account.

Software purchases should be made under relevant nonprofit pricing (via TechSoup or Goodstack, as an example) unless not otherwise offered.

Reimbursement Policy

Reimbursements will be made to members for costs incurred on behalf of VWS when there is no method to use club funds.

The preferred method is to complete the online reimbursement form and attach receipts as a part of the submission.

A paper form is available on request from the club treasurer.