Keeper of Records

The Reimbursement Form enables members and officers of the Western Province of Kappa Alpha Psi to submit requests for repayment of authorized, out-of-pocket expenses incurred on behalf of the Province. It ensures financial accountability, accurate recordkeeping, and timely reimbursement.

Key Sections of the Form

1. Member Information

* Full Name

* Chapter Affiliation

* Position/Role (if applicable)

* Email Address

* Phone Number

This section identifies the member requesting reimbursement and ties the expense to their official duties or approved activity.

2. Expense Details

* Date of Expense

* Expense Category (e.g., travel, lodging, meals, supplies, registration fees, other)

* Description of Expense (narrative detail—what was purchased and why)

* Vendor/Payee Name

* Amount (USD)

This section itemizes the reimbursement request and provides the necessary transparency for audit and approval.

3. Supporting Documentation

*. Upload or attach receipts, invoices, or proof of payment

* Attach approval documentation (if pre-authorization was required)

* Receipts are mandatory for all expenses. Requests without documentation will be delayed or denied.

4. Payment Method Requested

* Check (mailing address required)

* Electronic Payment (Zelle, ACH, etc.) – specify account details

* Credit to Future Dues/Fees (if permitted by Province policy)

5. Approval Workflow

* Signature – Requestor (date)

* Chapter Polemarch/Approver (if applicable)

* Province Keeper of Exchequer Review

* Final Authorization – Province Polemarch or Designee

This ensures compliance with Western Province financial policies and provides layered accountability.

6. Office Use Only

* Date Received

* Reimbursement # (tracking ID)

* Date Processed

* Amount Approved

* Check/Transaction Reference #

Process Guidelines

1. Forms must be submitted within 30 days of incurring the expense.

2. All expenses must be pre-approved in alignment with Province financial policies.

3. ncomplete forms or missing receipts will result in delayed processing.

4. Standard reimbursement processing time: 10–15 business days after approval.

The Constitution and Bylaws of the Western Province of Kappa Alpha Psi Fraternity, Inc. serve as the governing framework for all Province-level operations, leadership functions, and chapter relations across the Western Region. Together, these documents define the structure, authority, and responsibilities that ensure alignment with the Grand Chapter’s Constitution while addressing the unique needs of the Western Province.

Constitution

The Constitution establishes the foundational principles of the Province, including:

The scope of the Province within the fraternity’s national framework.

The composition and powers of Province leadership, including the Province Polemarch, Keeper of Exchequer, Keeper of Records, and other elected or appointed officers.

The relationship between Province leadership and undergraduate and alumni chapters.

The rights, privileges, and obligations of Province members.

It provides the legal and organizational foundation upon which all Province business is conducted.

Bylaws

The Bylaws operationalize the Constitution by detailing the policies, procedures, and protocols that guide day-to-day governance and financial accountability. Key areas include:

Election procedures and terms of office for Province leadership.

Duties and responsibilities of officers and standing committees.

Financial management, budgeting, and audit requirements.

Rules for Province meetings, conventions, and special sessions.

Member conduct standards and disciplinary processes.

The Bylaws  serve as the procedural handbook, ensuring that Province operations are carried out with transparency, efficiency, and fairness.