Policy on the Expenditure of Association Funds

Funding requests:
Annual Budget Request Form
One-time Funding Request Form

1. Funding of Routine Association Business:

Routine Association expenditures are authorized by the SUNYLA Council. Individual officers may authorize the expenditure of up to $200 of association funds in carrying out Association business without Council or Board approval. In such cases, the officer must notify the treasurer in writing that a bill has been authorized. He/She must send an original bill with his/her authorization letter. All routine expenditures over $200 must be recommended by a vote of the Executive Board and approved by a vote of the Council. NOTE: This is the sum anticipated to cover most routine travel expenses and supplies. It will not cover participation at Head Librarians’ Conferences, banquet speakers, and other large expenses. The officers may collectively approve an emergency expenditure of up to $500 without Council approval. When the officers approve an expenditure outside an official Board meeting, the President should send the Treasurer a memo stating the amount of the expenditure, its purpose, and the method by which it was approved.

2. Funding for Special Projects:

Association projects which require funding of less than $100 may be approved by the officers. Projects which require funding of more than $100 must be recommended by the Executive Board and approved by the Council.

3. Reimbursement for Travel:

a. Eligibility:

Elected officers (see Article IV, sect. 1.1 of the Constitution for a definition) and appointed members of the Executive Board (see Article IV, sect. 4.1 & 4.2 of the Constitution for a definition), are considered representatives of the Association and are eligible for reimbursement for transportation expenses incurred while carrying out Association business. Business of the Association is defined as attendance at committee and/or Board meetings and as representing the association at other meetings (e.g. SUNY Head Librarians Meetings). Those eligible for travel reimbursement should seek funding from their local unit before requesting reimbursement from the Association. Delegates to the Council are considered representatives of local campus units. Traditionally, local units have supported the travel expenses of SUNYLA delegates to Council meetings,committee meetings, and annual meetings. More recently, the Association has appropriated funds at the beginning of each fiscal year for the reimbursement of delegate travel. While these funds have been available, delegates are still asked to seek travel funds from their local unit before requesting reimbursement from the Association. If there are no funds appropriated by the Council for delegate travel for any given year, no requests for such reimbursement may be fulfilled. Executive Board and Council members will not be reimbursed for travel expenses incurred while traveling to the SUNYLA annual meeting. Others traveling on behalf of the Association, whether they are members or not, are eligible for transportation funds if the expenditure is approved by the Executive Board.

b. Amount of funding allowed:

People should travel using the cheapest practical means, including automobile, bus, train, or airplane. When a personal automobile is used, reimbursement is funded at the current IRS standard rate (per amendment at the 12/2/94 SUNYLA Executive Board/Council meeting); toll and parking charges will be reimbursed in full after appropriate documentation is submitted to the Treasurer. Reimbursement for taxi, bus, train, and airplane fares are reimbursed in full if funds are available. As usual, appropriate documentation is required.

c. Prior approval:

If a person who is eligible for reimbursement of travel expenses is unable to travel without prior payment, a travel bill may be paid in advance. In order to receive prepayment, an eligible member must submit a bill or registration form for the entire amount to the treasurer.

d. Annual Conference speakers, panel members, etc.:

There are guidelines established by the Council for the reimbursement and funding of Annual Conference participants. These guide-lines are reviewed annually by the Second Vice President and presented to the Council for approval (see attached).

e. Limitations:

Association funds disbursed for transportation expenses shall not exceed 35% of the Association’s annual income without approval of the Council. The Council may vote to raise this percentage.

4. Reimbursement for Meals and Lodging:

Reimbursement is usually granted only for transportation, not for meals and lodging. However, when Executive Board members attend the SUNY Head Librarians meetings, the Association has traditionally paid for their meals and lodging. Funding for this reimbursement must be approved by Council.

5. Fiscal Year:

The Association’s fiscal year shall be from June 1 to May 31 to coincide with the officers’ term. Executive Board and Council members have until September 1 to submit bills or reimbursement requests for their expenses. After September 1, all allocations from the previous fiscal year are closed out and new allocations are requested and approved at the September Council meeting. “The dues year shall be from September 1 to August 31.” per SUNYLA Bylaws Article VII, Section C.

6. Annual Conference:

The Second Vice President has full and complete responsibility for the SUNYLA Annual Conference. He/She is responsible for establishing a checking account (Conference Account) for paying all conference expenses. At the September Executive Board and Council meetings, he/she will request seed money for initial conference expenses. Upon Council’s approval, the Treasurer will write a check for the amount approved. If needed, the Treasurer will pay the initial bills for the conference before registration money is received and deposited into the conference account. The Second Vice President pays all other expenses unless the conference expenses exceed the cash receipts. If expenses exceed receipts, all original unpaid bills must be transferred to the Treasurer for payment. No Council authorization is required for the payment of these bills. The Second Vice President is responsible for keeping a file of the Committee’s original bills and for recording all of the Committee’s expenditures and cash receipts. When the conference is over, the Second Vice President will close the conference account and return the remaining funds to the Treasurer to be deposited into the general account. All conference account records, including all original cash receipts and bills, should be turned over to the treasurer so they are available for audit. The Second Vice President must also submit a final report to the Council regarding the conference.

7. Publications Committee:

The chair of the Publications Committee (or Newsletter Editor) is responsible for establishing a checking account (Newsletter Account) for paying the Committee’s expenses. At the September Executive Board and Council meetings, he/she will submit a budget for the year and request funds in support of that budget. Upon Council’s approval, the Treasurer will write a check for the amount approved. The Newsletter editor is responsible for keeping a file of the Committee’s original bills and for recording all of the Committee’s expenditures and cash receipts. He/She is also responsible for sending the Treasurer a report of the Committee’s income and expenditures at least one week prior to each Council meeting. At the end of each editor’s term, the newsletter account should be closed and the funds returned to the Treasurer for deposit in the general account. In addition, all newsletter account records should be turned over to the treasurer so they are available for audit. Since the Newsletter Editor is also responsible for printing the SUNYLA Membership Directory, this expense is taken from the newsletter account as well. A separate accounting of these costs should appear in the treasurer’s report.

8. Submitting Requests for Payment to the SUNYLA Treasurer:

When submitting requests for the payment of routine association expenses, one may either:
1. Have the firm send a bill directly to the treasurer. Notify the Treasurer in writing that the bill should be expected. 2. Receive the bill and forward it with a written explanation to the treasurer for payment. 3. Pay the bill and send a receipted copy of the bill and a written explanation to the treasurer requesting reimbursement. When submitting expenses for travel, always enclose original receipts for tolls, parking, and taxi, bus, train, or airplane fares. Use a standard travel voucher whenever possible. Please remember that when the treasurer writes a check, he or she must have adequate documentation that money was expended for the Association’s business. A letter saying “I paid $25.00 for postage” or “I paid $25.00 to a person for typing” is not sufficient. Please obtain a receipt from the post office for postage or a receipted bill from a typist. If you have questions, please call the treasurer.

ch 11/3/92 rev. as passed by Council 9/9/92