Committee Budget Requests, Expense Reports & Audit Trail Requirements

1. Purpose

To maintain fiscal integrity, prevent misuse of funds, and ensure that all committee-related spending within CrownThrive, ThriveAlumni, and ecosystem entities aligns with approved initiatives, is properly documented, and remains auditable.

2. Applicability

This policy applies to: All Standing and Special Committees Committee Chairs, Treasurers, and Designated Budget Officers ThriveAlumni Executive Finance Unit Audit & Ethics Subcommittee CHLOM Finance Smart Contracts (if active)

3. Budget Request Procedures

3.1 Submission Timeline Quarterly budget requests must be submitted 15 days before the next fiscal quarter. Emergency or special projects may submit outside the cycle with documented rationale. 3.2 Required Details All requests must include: Initiative description Total requested amount Justification & intended outcomes Vendor or partner details (if applicable) Expected start/end date ROI or impact projection (where feasible) 3.3 Approval Workflow Reviewed by the Committee Chair and Treasurer Forwarded to the Executive Finance Unit Final approval via Board vote or CHLOM governance module (if budget exceeds threshold)

4. Expense Reporting Requirements

4.1 Reporting Window All expenses must be reported within 10 days of transaction Late reports may result in forfeiture of reimbursement or future budget freeze 4.2 Report Inclusions Expense reports must contain: Digital receipt or invoice Description of expense Category code (e.g., Outreach, Software, Travel) Authorizing signature CHLOM-logged transaction ID (if applicable) 4.3 Reimbursement Clause No reimbursements are issued without proper documentation unless overridden by unanimous Executive Finance Committee vote and audit chair countersignature.

5. Audit Trail Requirements

5.1 Digital Recordkeeping All budget requests and expense reports are to be: Stored in the Governance Ledger Logged via CHLOM (if applicable) for transparency and historical traceability Reviewed quarterly by the Audit & Ethics Subcommittee 5.2 Red Flag Criteria Spending patterns triggering audit alerts include: Over 15% deviation from requested budget Repeated emergency budget requests Multiple undocumented reimbursements Expenditures outside of mission-aligned categories 5.3 Quarterly Audit Enforcement Audit Subcommittee must file a summary report each quarter to: Executive Director Compliance & Governance Chair CHLOM Governance Archive (if active)

6. Fraud, Misuse & Financial Misconduct

Any confirmed financial misconduct will trigger: Immediate freeze of committee’s remaining budget Suspension of role(s) involved pending investigation Referral to Legal & Ethics Committee CHLOM smart contract restrictions (token voting suspension and wallet lock)

7. Training & Compliance

All Chairs and Budget Officers must attend annual Fiscal Responsibility & Digital Ledger Compliance training Certification is required to unlock budget request privileges 📌 Document Version: v1.0 📅 Effective Date: July 30, 2025 📁 Maintained by: Executive Finance Committee · Audit & Ethics Subcommittee · CHLOM Ledger Auditors