Accounts Payable Coordinator

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 / Works With

Relationship	Role
Reports to	Treasurer
Works with	Committee Chair, all leaders who submit expenses

Requirements

• Registration: Registered adult leader of BSA; current with YPT
• Inherits training requirements from the Treasurer role

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