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INFO:
COV’s are allocated to regions/wings and are not issued or assigned to individuals. As such, CAP/LGT’s standard reimbursement procedure is to reimburse the region/wing the vehicle is allocated to. Meaning no squadron or individual will receive direct reimbursement for any vehicle maintenance, service, or repair. Members should not use personal funds for any vehicle maintenance, service, or repair. As unique and urgent situations occur, these do not omit the need for CAP to be fiscally responsible when it comes to vehicle maintenance, service, or repairs. If a situation occurs in which other means of payment are used, CAP/LGT will review the situation and reimburse the region/wing as appropriate.
It is the wings’ responsibility to reimburse the squadron or member for any appropriate vehicle maintenance, service, or repair.
Maintenance, service, or repairs costing over $500 accomplished without prior CAP/LGT approval may not be reimbursed and must be funded by the wing.
Keep all receipts when paying for vehicle maintenance, service, parts, or repairs.
CAP/LGT only reimburses appropriate vehicle maintenance, service, parts, or repairs.
CAP/LGT does not fund fuel, it is a wing/unit expense. Thus, fuel is not reimbursed by CAP/LGT.
STEP-BY-STEP GUIDE:
1. Send an email requesting reimbursement to CAP/LGT.
The email should include the following items:
- Paid invoice/receipt
- Vehicle Number
- Reason for reimbursement
- Addition of the wing administrator or wing finance officer to email
2. CAP/LGT will assess your request.
*Reimbursements are processed once a week, if you do not get a response from CAP/LGT in seven business days, please reach back out.
CAP/LGT will reach out to you if there are any issues with the request.
3. Reimbursement Approval/Denial
Approval: If your reimbursement request is approved, you will get the below in an email from CAP/LGT.
“This request has been approved and processed by CAP/LGT. It has now been sent to the CAP Financial Team to process payment. Please allow them time to process payment and funds will be sent to the Wing. Thank you.”
**This is your approval notification of the reimbursement. If you ever have any questions or issues about this reimbursement, please respond to this approval email.
Denial: If your reimbursement request is denied by CAP/LGT, you will be sent the reason why in an email and be given guidance on what else you can do (if anything).
4. CAP Finance Review. The CAP Finance team will review and process the request in the order they receive them. If they see any error or issues, they will send them to CAP/LGT to correct. Sometimes, CAP/LGT must reach out to the requestor to fix whatever the issue is. Please give CAP Finance time to process this request, as they normally process several other financial requests and have wait queues.
5. CAP Finance Approval/Payment. The region or wing will receive the funds.
6. Final step. You must follow your region/wing procedures to receive the funds. Some wings may wait until they receive the funds before they reimburse you.
