Overview

To ensure proper stewardship of SCORE resources and compliance with organizational policies, pre-approval is required for most expenses prior to purchase or reimbursement submission.

Effective immediately, the pre-approval process is completed via email (no longer via form) and must be documented and attached to your expense submission.

When Pre-Approval Is Required

Pre-approval is required before incurring any expense, unless the expense falls under the limited exemptions listed below.

Summary of Cost Containment Protocols (Effective May 12, 2025)

All SCORE-related Field expenses must receive pre-approval from the District Director before being incurred.
New permissible expense rules have been put into place.
All expenses must comply with our Executive Order Compliance Guide.
A non-local travel freeze is in effect as of May 12, 2025. Only travel that has already been booked to the Regional Meetings in June is permitted.
A hiring freeze for SCORE HQ is in effect as of May 12, 2025.

Summary of Expense Policy Updates

Update Category	Policy
Events	Only profitable fundraising or client-facing events that count toward service totals are permitted. All other events are suspended.
Field Meetings	Chapter/District meetings must be virtual or held in no-cost venues. No food may be purchased.
Appreciation & Networking Events	Suspended until further notice.
Travel (Field and Chapter)	All travel over 50 miles is suspended.
Administrative & Misc. Expenses	Lease payments, utilities, and essential operations may continue. Expenses such as sponsorships, memberships, and new subscriptions are frozen.
Food & Alcohol	No expenses involving food or alcohol will be reimbursed under any circumstances.

Failure to obtain pre-approval may result in:

Delayed reimbursement
Denial of reimbursement
Follow-up review by Finance or Compliance

Pre-Approval Process (Required Steps)

Step 1: Request Approval via Email

Send an email before making the purchase with the following details:

Description of the expense
Business purpose (how it supports SCORE’s mission)
Estimated cost
Vendor name
Date of anticipated purchase

Step 2: Obtain Approval

Chapter expenses → Approval must come from your District Director
District expenses → Approval must come from your Regional Vice President (RVP)

Approval must be clearly documented (e.g., written email approval).

Step 3: Retain Documentation

Save the approval email for your records.

Step 4: Submit with Expense

When submitting your expense:

Attach the approval email
Include all standard receipts and supporting documentation
Submit to: 📧 [email protected]

Expenditures NOT Requiring Pre-Approval

The following expenses are exempt from per-transaction pre-approval, provided they are routine, reasonable, and aligned with approved chapter/district operations.

Important Conditions

These apply only to the vendors/categories listed below
Your District Director may require a recurring expense list
Use this form to document recurring expenses:
👉 https://tinyurl.com/RecurringBillsApprovalForm
No other expenses are exempt

Routine Operating Expenses

Local travel
Monthly electricity, telephone, and internet services
Monthly office rent is governed by a lease agreement
- (Note: Meeting space rentals still require approval)
Office parking is governed by an agreement
PO Box rental
Monthly storage unit rental

Existing Contracts

Contracts that cannot be changed, postponed, or canceled, including:
- Ecropolis
- AboveX

Recurring Bills Required Action:
Submit the Recurring Bills Approval Form to: 📧 [email protected]

Compliance Reminders and Best Practices

Compliance Reminders

Pre-approval is a control requirement under SCORE financial policies.
All expenses must be:
- Reasonable
- Necessary
- Allocable to SCORE activities
Even exempt expenses may be subject to review

Best Practices

When in doubt, seek pre-approval
Keep a dedicated folder for approval emails
Periodically review recurring expenses for necessity and cost efficiency

Questions

For questions regarding pre-approval requirements, contact:
📧 [email protected]