Civil Air Patrol Finance Forms

The Civil Air Patrol (CAP), as a non-profit organization and an auxiliary of the U.S. Air Force, relies heavily on sound financial management. This includes the diligent use of specific finance forms to track income, expenses, and reimbursements. Understanding these forms and their purpose is crucial for all CAP members, especially those involved in unit administration and leadership.

Key Finance Forms & Their Purpose

• CAP Form 108 – Member Reimbursement: This is perhaps the most frequently used form. It allows members to request reimbursement for authorized out-of-pocket expenses incurred while performing official CAP duties. Common expenses include mileage, lodging, meals (subject to per diem rates), and training materials. Proper documentation, such as receipts and mileage logs, is essential for a successful reimbursement request. Members must accurately complete all sections, including purpose of the expense, date, and amount, and obtain the necessary authorization signature from their commander or designated authority.
• CAP Form 108A – Group Reimbursement: Similar to Form 108, this form is used to request reimbursement for expenses incurred by a group or unit, rather than an individual. Examples include costs associated with squadron activities, training exercises, or community service events. Like Form 108, thorough documentation, including receipts and invoices, is paramount. The form requires detailed information about the event and the total expenses incurred.
• CAP Form 109 – Purchase Request: Before making a significant purchase on behalf of the unit, members typically need to submit a Purchase Request. This form outlines the items or services needed, the estimated cost, and the justification for the purchase. The purpose is to ensure that the expenditure is within budget and aligns with the unit’s operational needs. Approval from the commander or designated authority is required before proceeding with the purchase.
• CAP Form 172 – Cash Receipt Form: This form documents all cash received by the unit. This includes membership dues, fundraising proceeds, or donations. The form typically includes details such as the date, source of the cash, amount received, and the purpose for which the funds were given. This ensures proper tracking and accounting of all incoming funds.
• Other Supporting Documentation: While not forms themselves, supporting documentation is critical for all finance-related transactions. This includes receipts for purchases, invoices for services rendered, mileage logs, and any other documents that substantiate the expenses being claimed or the funds being received. These documents provide an audit trail and ensure transparency in financial transactions.

Important Considerations

Accuracy and completeness are crucial when filling out any CAP finance form. Errors or omissions can delay the processing of requests or even result in denial. Members should carefully review all instructions and ensure they provide all required information and documentation. It is also essential to understand the CAP’s financial policies and procedures, which are outlined in CAP regulations. Staying informed about these policies ensures compliance and promotes sound financial stewardship within the organization.

Furthermore, proper record-keeping is vital. Units should maintain organized files of all financial documents, including completed forms, receipts, and invoices. This facilitates accurate reporting and auditing, and ensures accountability for all funds entrusted to the Civil Air Patrol.