York Village

​St. Louis, MO

York Village Trustees Policy for Reimbursement of Authorized Expenses

From time to time, York Village Residents may incur expenses which are reimbursable according to our indenture.

In order to provide for full transparency of these expenses, and to maintain a high level of financial responsibility for York Village's assessed funds, reimbursement requests must meet the following requirements.

  • All expenses must be approved IN ADVANCE and in writing/email by the York Village Trustees.  
  • For expenses incurred by committees, the Trustees will provide a maximum amount the expense cannot exceed.  Committee members must coordinate to ensure total expenses do not exceed this authorized amount.
  • For contracted work, expenses will be authorized based on an estimate of work provided in advance; the Trustees may request multiple bids to ensure the association is receiving the best value for the expense.
  • All reimbursements require an original receipt (i.e. no hand written receipts, no "lost" receipts); it is strongly preferred that York Village expenses be on a separate receipt and not co-mingled with personal purchases
  • Reimbursement requests must be received within 90 days of the expense being incurred.
  • Expenses must be incurred in the fiscal year that they are authorized.  The York Village fiscal year runs January 1 - December 31.
  • Any expense over $500 must be pre-approved by the Trustees and recorded in the minutes of the York Village Trustees monthly meeting.

Trustees, at their discretion, will not reimburse for expenses that do not meet the above requirements.