Accounts Payable Coordinator
Role Summary
The Accounts Payable Coordinator manages the processing of reimbursements and payments owed by the pack — tracking expense submissions from leaders, verifying receipts, coordinating approval with the Committee Chair, and ensuring timely payment. This role frees the Treasurer to focus on budgeting and financial reporting.
Reports To
Core Responsibilities
- Receive and organize reimbursement requests from leaders and volunteers
- Verify that each request includes a receipt and falls within the approved budget
- Route requests to the Committee Chair for approval
- Track approved reimbursements and coordinate payment with the Treasurer
- Maintain a ledger of payables — who is owed what and current status
- Ensure the pack’s tax-exempt certificate is used for significant purchases
- Manage the pack debit card process: track who has the card, collect receipts
- Report payables status to the Treasurer at each committee meeting
- Follow up on outstanding receipts from leaders who used pack funds
Key Dates / Timeline
| When | Task |
|---|
| Before each committee meeting | Compile pending reimbursement requests for approval |
| After each event/campout | Collect receipts from event coordinators and volunteers |
| Monthly | Report payables status to Treasurer |
| Year-end | Ensure all outstanding reimbursements are processed before fiscal close |
Key Resources