Committee Budget Requests, Expense Reports & Audit Trail Reqs

Effective Date: July 30, 2025 Applies To: All Committee Chairs · Vice Chairs · Executive Directors · Finance Officers · ThriveFund Administrators · CrownThrive LLC Finance Teams

1. Purpose

This policy standardizes financial management within CrownThrive and ThriveAlumni to prevent misappropriation, strengthen fiduciary trust, and ensure all committee spending aligns with ecosystem priorities.

2. Budget Request Requirements

Committee Chairs must submit quarterly or annual budget requests including:

  • Purpose and justification for each line item
  • Breakdown of recurring vs. one-time expenses
  • Projected outcomes or deliverables tied to funds
  • Supporting documentation or quotes (if applicable)

Requests are reviewed by the Finance Committee and require:

  • Executive Director sign-off
  • ThriveFund availability confirmation
  • Upload to CHLOM™ governance records

Budget caps are determined by committee type, strategic level, and revenue health.

3. Expense Submission & Reimbursement

Approved committee expenses must:

  • Be submitted within 30 days of transaction
  • Include receipt, proof of payment, and context
  • Use the official reimbursement form available in the Member Dashboard
  • Be logged under the correct budget allocation ID

Finance Officers must process reimbursements within 10 business days unless flagged for review.

4. Audit Trail & Financial Oversight

All transactions must be:

  • Recorded using the CrownThrive Financial Ledger or CHLOM™ Audit Trail Module
  • Categorized under committee, project, and designation level
  • Reviewed quarterly by the Internal Audit Subcommittee

Discrepancies over $100 must be escalated to the Ethics Committee for review.

5. Unauthorized or Misused Funds

If any leader, Chair, or member:

  • Spends funds without approval
  • Misrepresents reimbursements
  • Fails to submit audit documentation

They may face:

  • Full restitution repayment
  • Immediate removal from designation
  • Legal referral if fraud is suspected

All incidents are permanently recorded in the CHLOM™ governance ledger.

6. Public Transparency

An annual Budget Report will be published for all committees including:

  • Approved budgets
  • Actual expenditures
  • Variance explanations
  • Summary audit notes

This ensures full transparency to CrownThrive members and external partners.

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