Purchase Card Policy

Policy:

Upon utilizing a Bento card from MakeICT you agree to the terms and conditions set forth in this policy.

Bento Cards will be assigned to Leads with an approved budget at MakeICT upon approval of the Treasurer.

• Bento cards have a limit that will be set by the Treasurer and can not be exceeded during any one month.
• Each member with a Bento card, will have their approved monthly budget, any shop specific donations, and purchase of materials from that specific shop available on their bento card the following month.
• Bento cards should only be used for expenses that are designated to your area and no other expenses.

Use of Cards

• The member with a Bento card will receive an email from Bento to set up a profile. It is recommended to download the app to utilize these functions easily.
• For every purchase on the Bento card, take a photo of the receipt and upload it to the Bento app. All receipts must be legible and show the itemized copy which includes all items purchased, the grand total, and where it was purchased from. Receipts must be uploaded by the last day of the month.
• Misuse of the Bento card could result in forfeiting the Bento card to the Treasurer.

Some reasons that the Bento card could be forfeited include but are not limited to:

• Using the Bento card for personal expenses*
• Using the Bento card for another areas expenses
• Not taking photos of the receipts and attaching them to the transaction via the Bento app.
  • If photos are not uploaded by the last day of the month it will be assumed that purchases were for personal expenses.
• If the Bento card is used for personal expenses, the member will be required to reimburse MakeICT immediately, no later than the last day of the current month. If the member refuses to reimburse MakeICT, disciplinary actions will be taken that may result in revoking membership privileges and/or legal action.

Approved by the board on April 20, 2023