ABCDEFGHIJKLMNOPQRSTUVWXY
1
KW Little Theatre Expense Reimbursement Form
2
3
Production Expense is associated with (or General Thatre Expense)Date:
4
(Insert production name or general theatre expense)
5
6
Your Information :
7
* Name:
8
* Email Address:
9
* Phone Number:TOTAL REIMBURSMENT REQUESTED:0.00
10
* Address:
11
* City, Province:
12
* Postal Code:
13
14
*Date on Receipt*Description of items purchased*Type of
Expense		*SubtotalHST*TOTAL
15
16
17
18
19
20
21
22
23
24
25
26
Remember:
27
- Only one person reimbursed per expense form
28
- Production-related expenses must be received within 30 days of the production's closing night
29
- Non-production expenses must be received within 30 days of the date the expense was incurred
30
All Receipts must be scanned or photographed and submitted with all information readable
31
- Submit completed expense form to finance@kwlt.org
32
33
34
Additional notes:
35
- Only one person reimbursed per expense form. If several people incurred expenses, a different form must be filled out for each person.
36
- If the expenses are production-related, completed expense forms must be received by the KWLT Finance Director within 30 days of the
37
production's closing night to be eligible for reimbursement.
38
- If the expenses are not production-related, completed expense forms must be received by the KWLT Finance Director within 30 days of the day the
39
expense was incurred to be eligible for reimbursement.
40
- Please list Canadian funds only in the expense form. Expenses in foreign currencies will only be refunded if they were paid for using a credit card.
41
For expenses incurred in other currencies, please track the expense in Canadian funds, list the currency and the actual amount in the Description,
42
and include with your receipt a copy of a credit card bill with the Canadian and foreign currency amounts on them.
43
- DON'T FORGET TO ATTACH ALL RECEIPTS/INVOICES! It is KWLT policy that no cheque will be issued without an attached receipt or invoice
44
that is relevant to the expense.
45
46
Expense categories:
47
Lighting (PE):
Extra lighting costs (spotlight rental, gel purchases, etc.)
48
Sound (PE):
Extra sound costs (specialized sounds, speaker rentals, etc.)
49
Props (PE):
Any expense related to props (sword rentals, breakaway bottles, etc.)
50
Set (PE):Any expense related to the set (wood for flats, paint, etc.)
51
Costumes (PE):
Any expense related to costumes (hats, dresses, etc.)
52
Make-up (PE):
Any expense related to make-up (sponges, base, etc.)
53
Publicity (PE):
Any expense related to production publicity (newspaper ads, production business cards, etc.). Includes poster costs above and beyond the PB maximum.
54
Posts/Progs (PB):
Materials and copying expenses related to posters and programs
55
Truck Rtl (PB):
Truck rental for set-up and strike, including gas
56
Strike Party (PB):
Non-alcoholic snacks for strike party
57
Tech (PB):
Basic tech expenses (light focus, etc.)
58
Rights (PB):
Performance rights/royalties
59
Scripts (PB):
Scripts
60
Theatre Rtl (PB):
Rental costs for the theatre
61
Tickets:Any expense related to the printing of tickets.
62
Concession:
Any expense related to the purchase of concession items.
63
Concession-Alcohol:
Any expense related to the purchase of alcoholic concession items.
64
Rebuild:
Any expense related to the rebuild effort (contract estimates, supplies, meal subsidies, etc.)
65
Publicity:
Any expense related to non-production publicity (newspaper ads, banner supplies, etc.).
66
Office:
Any expense related to ongoing office work (envelopes, stamps, PO box rental, etc.)
67
Other:Any expense not fitting into one of the above categories
68
69
- "Production Base" (PB) expenses are one of two things:
70
1. a required expense (for example, rights and scripts, which are absolutely required for a production to proceed); or
71
2. a relatively stagnant cost (for example, posters, programs, and ticket printing, which do not change greatly from production to production).
72
- "Production Extra" (PE) expenses are costs that can vary greatly from production to production, depending on the complexity of the show (for
73
example, costumes, props, and set).
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100