Author: Rick Lewis
Happy September Brothers All. Can you believe it? We are a mere 30 days from finishing Q1 of our fraternal year. Where has the time gone?
QUICK UPDATES:
Thanks to the diligence of our technical team, we hit the benchmarks we set as noted at the DD ORG Meeting and CLT Training:
First Half Per Capita Billing: was sent out on August 15, as is scheduled to do. Thanks to all those councils that have responded so far (and there are many) with your payments in return. We appreciate your due diligence. For those that have not, please submit your payments as soon as possible.
Insurance Billing: will be sent out on September 1, as is scheduled to do so. Please be as prompt in paying your insurance invoice as you are in paying your per capita.
State Web Site Directory: ALL councils can now update their officer information. We (the State Council) have done the initial load in of officer information based on data from Supreme. That means, if you sent in your Form 185, we have the most accurate information. If you did NOT, well, then some updates will need to be made.
ACCESSING THE STATE DIRECTORY: It’s a very simple link at https://www.kofcnc.org/
After accessing, you will need to log in OR join. If you have not accessed the site as of yet, you will need to register. Just click on “Login or Register” and follow the prompts. To register, you will need your membership number, found on your membership card.
Once you gain access, go to “DASHBOARD”, and you can update your member information and your profile information. Additionally, you should look through ALL the areas we have on our site and be familiar with how to access different areas like Membership, programs, directories, THK publications, etc. For further information and assistance, you can reach out to myself (statesecretary@kofcnc.org) or our Communication Director (comm@kofcnc.org) for help and guidance.
REQUESTING REIMBURSEMENTS:
We have encountered a couple of situations in Q1 about how to get reimbursed for APPROVED expenditures. Other than District Deputies who submit most of their expenses to Supreme, with State Deputy approval, everyone else must submit a voucher with supporting receipts.
Log into the state website https://www.kofcnc.org/, then under the RESOURCES TAB;
Click Google Drive Resources and Forms
Click RESOURCES FOLDER buttong
Click FORMS (CURRENT)
Click STATE (CURRENT)
Click State-Voucher Reimbursement Form 2024-2026
Click Open in Excel at the top of the page
You now have access to the form. There is an instructions tab on how to fill out all the information requested as it pertains to you. There is also the actual form. You can fill in the form without printing and handwriting information. If filling in mileage, please know the spreadsheet will automatically calculate the mileage for you. When entering other expense amounts, also know the form will automatically calculate these amounts and provide a total amount in the “TOTAL” amount box. You do not need to do anything other than enter amounts and descriptions. Finally, make sure the section on whom to make the check out to and the mailing address information are filled in accurately. If they are not, it will delay getting your check to you.
Once you have filled in ALL the required information, save it to your computer. Be sure to also scan/save your receipts for anything other than mileage.
Last step…you need to submit your voucher and receipts to vouchers@kofcnc.org for review and processing. The State Council operates exactly the same as a local council; there is a process:
Expense requests are received by the State Secretary (Equivalent to the FS of a Council] to generate a voucher. The State Secretary ensures that all information is completed correctly on the form and receipts are attached. If not complete, will be sent back to the sender for completion.
The voucher is sent to the State Deputy [Equivalent to the GK of a Council] for review. After review, and if approved it moves along to final disposition.
A signed voucher by the State Deputy is then sent to the State Treasure [Equivalent to the Council Treasurer] for execution of the check and sending.
We hope this helps in understanding the process and procedure for expense reimbursement.
Let’s have a great September and finish the quarter strong!