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This is a good example of why new members/pledges shouldn't be solely responsible for the planning of any events, even a philanthropy, because they have not been educated regarding the policies and procedures of things such as reimbursement of out of pocket expenses. I would imagine that most, if not all, organizations require that the expenses be approved ahead of time by a financial officer of the chapter or else they would risk not being reimbursed.
Have them work on committees with experienced officers/members rather than plan and execute something all on their own and you avoid these types of issues.
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