Booster Club Vendor Master File Review: Prevent Duplicate and Unauthorized Payments
A booster club vendor master file review is a periodic audit of the organization’s complete vendor list — every company, contractor, or individual the booster club has paid or is authorized to pay — to identify and correct duplicate entries, outdated records, unauthorized vendor additions, and payment detail errors before they produce improper payments. For most athletic booster clubs, the vendor list is informal: a collection of payees in accounting software, a spreadsheet inherited from prior officers, or a growing roster of approved recipients that expands each season as new relationships form. Informal lists that are never systematically reviewed develop problems that maintained ones do not — duplicate vendor records that trigger accidental double payments, vendors added without board approval, former officers’ personal accounts that remain active, and payment details no one has verified are still accurate. This guide explains why a structured vendor master file review matters, what the review process covers, and how clean vendor records protect the recognition commitments your program makes to sponsors and donors.
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