Pre approval letter for reimbursement

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TOURNAMENT EXPENSE PRE-APPROVAL LETTER

Sin City Fire Department Sports

Form Version: 1.0 | Effective Date: January 1, 2026

IMPORTANT: This pre-approval does NOT guarantee reimbursement. Final approval is subject to receipt verification and budget availability. Pre-approval expires 30 days after tournament end date.

LETTER HEADER

Date*

To (Recipient Name)*

From (Approving Officer)*

Re (Subject)

TOURNAMENT INFORMATION

Tournament Name*

Tournament Location*

Tournament Start Date*

Tournament End Date*

Sport*

Participant(s)*

List all participants covered by this pre-approval

EXPENSE PRE-APPROVAL

This section serves as official pre-approval for tournament-related expenses to be paid or reimbursed.

Expense Type*

Registration

Hotel

Airfare

Transportation

Meals

Equipment

Other

Expense Description*

Provide a detailed description of the approved expense

Maximum Approved Amount*

TOTAL MAXIMUM APPROVED AMOUNT*

PAYMENT METHOD

Preferred Payment Method*

Direct Payment by Organization (PREFERRED) - Organization pays vendor directly

Reimbursement - Participant pays out-of-pocket and submits reimbursement form

CONDITIONS AND REQUIREMENTS

I acknowledge and agree to the following conditions:*

Approval is contingent on available funds at time of payment. If budget is depleted, this approval may be revoked.

Participant must pay required contribution (minimum 20%) before departure.

Reimbursement will not exceed the maximum approved amounts listed above.

All expenses require itemized receipts and proof of payment.

Reimbursement requests must be submitted within 14 days of expense date.

All expenses must comply with the Tournament Reimbursement and Payment Policy.

By checking these boxes, you acknowledge and agree to these conditions

NON-COVERED EXPENSES

The following are NOT approved and will NOT be reimbursed:

Personal meals (beyond per diem limits)
Alcohol and entertainment
Souvenirs and personal items
Baggage fees
Upgrades (seat upgrades, room upgrades, etc.)
Jerseys/Uniforms (unless specifically approved)
Any expenses for non-participants

IMPORTANT NOTES

This pre-approval does NOT guarantee reimbursement. Final approval is subject to receipt verification and budget availability.
Expenses exceeding approved amounts will be participant's responsibility.
This letter must be attached to any reimbursement request.
Pre-approval expires 30 days after tournament end date.
Any changes to approved expenses require new written approval.

AUTHORIZATION

Approved By*

Title*

President

Treasurer

Board Member

Authorizing Signature*

Authorization Date*

PARTICIPANT ACKNOWLEDGMENT

Participant Acknowledgment*

I have read and understand the conditions of this pre-approval.

I agree to comply with all requirements.

I understand that reimbursement is not guaranteed.

Participant Signature*

Participant Date*

RETAIN THIS LETTER

Participant must keep this letter and attach it to any reimbursement request. Without this letter, reimbursement will be denied.

Sin City Fire Department Sports
Treasurer@sincityfd.com

Pre-Approval Letter - Sin City Fire Department Sports

TOURNAMENT EXPENSE PRE-APPROVAL LETTER

Sin City Fire Department Sports

LETTER HEADER

TOURNAMENT INFORMATION

EXPENSE PRE-APPROVAL

PAYMENT METHOD

CONDITIONS AND REQUIREMENTS

NON-COVERED EXPENSES

IMPORTANT NOTES

AUTHORIZATION

PARTICIPANT ACKNOWLEDGMENT

RETAIN THIS LETTER

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Pre-Approval Letter - Sin City Fire Department Sports

TOURNAMENT EXPENSE PRE-APPROVAL LETTER

Sin City Fire Department Sports

LETTER HEADER

TOURNAMENT INFORMATION

EXPENSE PRE-APPROVAL

PAYMENT METHOD

CONDITIONS AND REQUIREMENTS

NON-COVERED EXPENSES

IMPORTANT NOTES

AUTHORIZATION

PARTICIPANT ACKNOWLEDGMENT

RETAIN THIS LETTER

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