Each race director is responsible for the entire financial activity and accounting of their race(s). We have developed processes to assist you with completing a well-accounted for and financially sound race. Please follow these processes to ensure you receive timely payment from the ORRRC, and to ensure your third-party vendors are likewise paid rapidly.

1. Check your race/event budget

Your specific race/event budget may be found on the race budgets tab of this site. You are encouraged by the ORRRC Board of Directors to spend per that budget:  the Board does not seek extreme cost-savings that would make our events “cheap”, but also does not authorize spending over the budget. If you are going to spend over your budget, let the Board know (via the President or Treasurer) at least 30 days prior to your event so they can get approval from the Board for the overage.

2. Get and Bring “Seed Money” to Your Race

You are responsible for bringing “seed money” to your race. Seed money will be used to make changes for participants who pay cash at the event. For a race of 100 people, it is best to bring a mix of a few single-dollar bills (less than ten), many $5 bills (around twenty), and many $10 bills (around ten). Since our events cost most non-members $19, you will go through fives/tens quite quickly. This seed money will be returned to you at the end of your race. The Treasurer cannot provide this money to you.

3. Print the ORRRC Race & Event Financial Accounting Document (OREFAD)

The OREFAD may be found by clicking here. There is an Excel spreadsheet form and a PDF for your use – either will be accepted. This is the document you will use to show your income, the seed money you brought, and then the payouts made during the race. The OREFAD is mandatory, and you must submit an OREFAD to be reimbursed for your race.

4. Bring the OREFAD to your race and fill out the information based on your race’s activities.

You must fill out the OREFAD and have an independent person (not the race director nor the Treasurer) verify your accounting, then have them sign off on the OREFAD. Without independent verification, your voucher will not be accepted. You also must sign the OREFAD, indicating you believe that the document has been completed with integrity and accuracy.

5. Upload the OREFAD on the “Submit a Voucher/Invoice”

You can upload the OREFAD on the “Submit a Voucher/Invoice” tab on this page. Include any receipts you have, and fill out the information required in the voucher submission.

If you have cash from the race and the Treasurer was not there to handle it, you may elect to keep the cash and receive a payment from the ORRRC less the held cash, or you may arrange to securely deliver the cash to the ORRRC Treasurer.