Revised 1/01, 9/03,4/04

BYLAWS AND SOCIETY REGULATIONS:

The Treasurer shall assure the receipt and expenditure of funds in accordance with directives of the Board of Directors and:

A. Have the accounts audited every two years at the end of the term of office by a public accountant at the Society’s expense or by an auditing committee appointed by the President from the professional membership.

B. Be under such Bond as established by the Finance Committee.

C. Submit a statement of all Revenue and Expenses, Assets and Budget comparisons for the fiscal year to date to all meetings of the Board of Directors and to the ASCLS-PA House of Delegates.

D. Submit a complete financial accounting of ALL activities (Budget Items, Assets, Convention, & Funds) from the previous fiscal year to the Fall Board of Directors meeting.

E. File the IRS report Form 990 or 990EZ by the 30th day of the third (3rd) month after the accounting period ends.

F. File the proper Pennsylvania Sales Tax report and remit the tax due by the discount filing date.

G. Be an ex-officio member of the Finance Committee.

H. Be elected for a term of two years, or until successor is elected and qualified for office; and shall not serve in this office for more than two consecutive full terms.  The term of a newly elected treasurer shall be from September 1 to August 31 inclusive.  A vacancy in the Office of Treasurer shall be filled by the Board of Directors.

I. The outgoing Treasurer shall orient and assist the newly elected Treasurer in establishing the books of record for the next fiscal year, prepare the report for the previous fiscal year, the annual IRS report, and deliver all records to the newly elected Treasurer at the Fall Board of Directors meeting.

2. Collect, deposit receipts, and pay bills promptly.  Handle cash disbursements and cast receipts for all committees, publications, seminars, workshops, annual meetings and scholarships.

3. Keep neat accurate and complete records of all transactions, using standard double-entry ledger to expedite accounting principles.  File paperwork in the Treasurer's books for each transaction made.

4. Keep signed receipts and bills as submitted by members on committees.  Ensure that all disbursements are authorized by approved ASCLS-PA reimbursement guidelines.

5. Bill chapters for dues or other revenues, if imposed by the Organization.

6. Keep a ledger of Voided or Returned checks.

7. In cooperation with the Finance Committee, prepare a proposed budget for the upcoming fiscal year to be presented to the Board of Directors and the House of Delegates at the Annual Spring meeting.

8. Reconcile the bank statements each month and file reconciliation reports with the bank statements.  Bank interest should be credited in the month in which it was accrued.

9. If computerized records are maintained, ensure the safety of the data by maintaining back up copies on disk or similar media.

10. If accepting credit card payments for meeting registrations, etc., ensure the confidentiality of credit card information obtained.  Submit for credit card authorization within thirty days of the date of the event; follow-up with any declined authorizations or credit card challenges.

11. As the outgoing Treasurer, deliver all records following last audited report, and all cash on hand to the next Treasurer, and prepare the financial statements for the previous fiscal year to be presented at the Fall Board of Directors meeting.

12. The newly elected Treasurer and the outgoing Treasurer should work together to ensure that the following list of items is completed in a timely manner.
        a. Train the new Treasurer how to use the computer program (if applicable) and information as to the current
             status of  the accounts (re-investments ready to mature, need for cash over the next year, etc.).
        b. File form with the Pennsylvania Department of State, Corporation Bureau detailing the new ASCLS-PA officers.
        c. Call the Bond company to change the names on the Bond.
        d. Call the Credit Card company to change the authorized representative to make credit card charges.  The  
             authorized people should be the Treasurer, the Finance Chair and the Secretary.
        e. Call Advance Magazine to change the name and address of the person to receive Partner’s for Progress checks.
        f. Call ASCLS office to change the name and address of the person to receive ASCLS dues checks.
        g. Submit a change of address form to the Pennsylvania Department of Revenue if the Society has a current sales tax
            license.
        h. Change the authorized check signers with all applicable banks.  The authorized people should be the Treasurer, the
             Finance Chair, and the Secretary.
        i. Change the name and address with all banks for the correct mailing of bank statements.
        j. Purchase new checks and deposit slips (if needed) with the correct name and address of the new Treasurer.

RULES FOR MAINTAINING INTERNAL CONTROL AND KEEPING NEAT AND ACCURATE RECORDS:
1. Record all transactions immediately.  Include a complete description of all transactions.  Failure to do this may be the biggest troublemaker of all.  Do not trust your memory.

2. Before making payments to members or directly to a company, insist that members present receipts, bills or invoices with a “requisition for funds” form.  The invoice or bill is authorization and supporting evidence for payment.

3. Deposit all cash receipts in a bank account at regular dates and keep a copy of deposits for your file.

4. Write checks for all disbursements, no matter how small the amount.  This will give a complete record of disbursements.
     The checks in the checkbook should be pre-numbered for use in verifying all checks, issued or unissued.
        A. Account for all checks even though voided.
        B. Keep spoiled checks in file and write VOID across the face (including signature line).
        C. Keep detailed information on check stub or memo area on check face.

5. All paid bills and receipts should be in Treasurer’s files.  Keep records for each fiscal year together.

6. Record on “requisition for funds” the date of payment, the check number, and amount paid.

7. Account for all checks returned by the bank because of insufficient funds, etc.

8. When help is needed in handling a transaction, seek it immediately from the President or a former treasurer.  Do not wait
     until the end of the year.  Mistakes tend to compound themselves.

9. If the books do not balance, look for the error immediately.

10. When you hand over the records to a new treasurer, do as follows:
        MEMO TO: New Treasurer
        FROM: Immediate Past Treasurer
        DATE:
        RE:  Financial Records and File of ASCLS-PA

        The following records are being transferred to you as of said date:
            1. Cash receipts and disbursements book or computerized records.
            2. Bank statements and paid invoice file.
            3. Financial reports for all previous years.
            4. Correspondence file.
            5. Tax Return file.
            6. Miscellaneous.
        COPY TO: Former and newly installed President.

I. Contingency Fund
    A. Any unutilized monies and/or profits left over at the end of each fiscal year will be placed in this fund.

    B. Purpose and Use/How and why monies are to be withdrawn from fund:
        1. This is a restricted Fund for the purpose of providing the cash assets necessary to run ASCLS-PA for a minimum of
             one (1) year or to financially accommodate circumstances of need as determined by the ASCLS-PA Board of
             Directors.
        2. Monies are to be withdrawn for uses consistent with the purposes by 2/3 affirmative vote of the Board of Directors. 
             A complete and accurate accounting of the withdrawing of the necessary monies must be submitted in writing to
            the President by the Finance Committee for presentation at the next meeting of the House of Delegates.

    C. Limit: A maximum of $5000 may be withdrawn at one time.

    D. Time Frame: No more than $5000 can be withdrawn in a 90 day period.

II. General Cash Account
    A. Established as line item in the budget, the amount not to exceed $500.

    B. Utilized only for administrative expenses of the ASCLS-PA Treasurer.

    C. Receipts must be kept for audit and included in the itemized expenditures reported by the Treasurer to each
         ASCLS-PA Board of Director’s meeting and the House of Delegates.

All approvals for reimbursement must be made on an individual basis dependent upon the budget and/or the Financial Status of ASCLS-PA.  All requests for reimbursement must be made using the appropriate form and accompanied by receipts.  Whenever available, other sources of funds should be accepted instead of, not in addition to, reimbursement from ASCLS-PA.

1. The following expenses may be submitted directly to the Treasurer for reimbursement:
    a. Board/Officer reimbursement for travel to attend meetings of the ASCLS-PA Board of Directors.
    b. President, President-elect and Past President reimbursement for travel to attend meetings of the ASCLS Region II 
         Council.
    c. Phone/Copying/Postage expense for all authorized ASCLS-PA Committee Chairs, Board Members, and Officers not to
         exceed $50.00 per request.
    d. Fixed Expenses
        Examples of fixed expenses include expenses associated with:
        1. Society 800 phone line
        2. Printing and mailing of the Society Newsletter
        3. Pre-authorized debits (bank fees, credit card fees)
        4. Society Post Office box renewal
        5. Annual government Liaison Newsletter Subscriptions
        6. ASCLS Region II dues
        7. P.A.C.E. Renewal
    e. Expenses approved by motions of the Board of Directors or House of Delegates.
    f. Continuing Education Assistanceships and Scholarships.

2. All other reimbursable expenses must be submitted to the President and/or Finance Chair, who may authorize the reimbursement and forward the forms to the Treasurer.

3. Members of the Board of Directors and Officers must pay the appropriate registration and banquet fees when attending an ASCLS-PA sponsored educational meeting. Reimbursement of those expenses will be determined by the Board of Directors at the time of budgeting or by motion.

4. In all cases, committee members who incur expenses must submit the reimbursement form to the respective Committee Chair.  If the expense is of the nature listed in number 1c above, the Committee Chair can send the form directly to the Treasurer, otherwise, the form must have the signature of the President or Finance Chair first.

5. In all cases, when the budgetary line item has been exceeded, any requests for reimbursement must contain the signature of the President or Finance Chair prior to being sent to the Treasurer.

6. With regard to Convention, Tek Trek or other substantive meeting projects: Committee members who incur expenses must submit the reimbursement form to the respective Committee Chair.  Additionally, all forms must be signed by the Convention Finance Chair or the Convention/Tek Trek Chair prior to being sent to the Treasurer.  Any expenses over $1,000 must have the signature of the ASCLS-PA President or ASCLS-PA Finance Chair prior to being sent to the Treasurer.
7. Board Members (including the Past President, and Student Representative, but not including the Treasurer or Secretary) shall be given a travel stipend to attend the meetings of the Board of Directors and House of Delegates according to the following schedule:
        0 – 150 miles traveled round trip No reimbursement
        150-300 miles traveled round trip $25.00
        Greater than 300 miles traveled round trip $50.00

B. Authorized Expenses are as follows:
    1. TELEPHONE:  Reasonable expenses for ASCLS-PA business not including social aspects of the convention.  Calls should be made during low rate periods whenever possible.
    2. POSTAGE:  The minimum acceptable rate should be used whenever possible, especially for bulk mailings.
    3. TRANSPORTATION:  The mileage cost will be calculated according to the current approved rate/mile by the Internal Revenue Service.  Commercial fares will be at the minimum rate available.  Ticket stubs indicating fares must be submitted.  Members of the Board of Directors will be reimbursed a travel stipend in lieu of mileage to attend meetings of the Board of Directors.
    4. LODGING:  The minimum single rate available or the portion of the rate divided by the number of occupants, whichever is less.  Submit receipts for lodging.
    5. SECRETARIAL OR OFFICE EXPENSE:  Requires approval of the President on an individual basis unless budgeted.
    6. ENTERTAINMENT:  Not approved except with individual approval of at least 2/3 of the voting members of the Board.  Meals and refreshments and room or suite for ASCLS-PA Board meetings and state caucus are approved as budgeted.
    7. PRESIDENT:  Postage, telephone, printing and duplicating, transportation and lodging for the annual ASCLS and ASCLS-PA meeting, ASCLS-PA Board meetings, and Regional Council meetings, secretarial and office expenses; registration and banquet fees for ASCLS-PA annual meeting, registration fee for ASCLS Annual meeting.
    8. PRESIDENT-ELECT:  Postage, telephone, printing and duplicating.  Lodging for ASCLS President’s orientation.  Registration and banquet fee for ASCLS annual meeting.  Transportation for ASCLS-PA Board Meetings.  Transportation for Regional Council meetings.  Registration and banquet fees for ASCLS-PA Annual Meeting.
    9. PAST PRESIDENT: Postage, telephone, printing and duplicating, registration and banquet fees for annual ASCLS-PA meeting, transportation for Regional Council Meetings.
    10. SECRETARY AND TREASURER:  Postage, telephone, printing and duplicating, transportation (or one night’s lodging if travel distance exceeds 100 miles, not to exceed the cost of transportation) for ASCLS-PA Board meetings, secretarial and office expenses, registration and banquet fees for ASCLS-PA Annual meeting.
    11. BOARD MEMBERS:  Postage, telephone, printing and duplicating, registration and banquet fee for ASCLS-PA Annual meeting.
    12. COMMITTEE CHAIRPERSONS AND COORDINATORS:  Postage, telephone, printing and duplicating.

Table of Contents
ASCLS-PA Homepage