Fort Worth Chapter TSCPA Fort Worth Chapter TSCPA CE Corp. Policies Manual

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1 Fort Worth Chapter TSCPA Fort Worth Chapter TSCPA CE Corp. Policies Manual Amended and restated March 20, 2015, by action of the board of directors, Fort Worth Chapter TSCPA. Unless otherwise provided, the effective date for policies restated or amended in this document is March 20, 2015.

2 Contents I. Governance Policies... 4 A. Mission... 4 B. Authority; amendment... 4 C. Obligations to the public Information available Privacy Offering continuing professional education to the public... 4 D. Obligations to members Information available Privacy... 5 E. Speaking on behalf of the Chapter... 5 F. Strategic plan... 5 G. Budgeting... 5 H. Fiscal year... 5 I. Insurance Directors and volunteers Premises liability and casualty Workers compensation... 6 J. Reports to the board of directors... 6 K. Conflicts of interest... 6 L. Volunteer reimbursement President-elect nominee President-elect President Expenses reimbursed... 7 M. Relationships with staff Executive director Other staff... 7 N. Financial reserves Chapter operating reserve Technology fund CE Corp. operations... 8 O. Digital information security... 8 P. Written procedures... 8 Page 1

3 II. Accounting Policies... 9 A. Accounting method Revenues Expenses... 9 B. Accounts payable procedures... 9 C. Accounts receivable write-off... 9 D. Audited financial statements... 9 E. Bank reconciliations... 9 F. Business credit card... 9 G. Capitalization and depreciation H. Check disbursements I. Check signing J. Confirming delivery of materials purchased K. Contract signing authority L. Contributions M. Control over checks, cash and credit card information N. Depository accounts O. Electronic funds transfer P. Event reconciliation Q. Financial statements R. Intercompany accounts S. Leases T. Payroll procedures U. Petty cash fund disbursements V. Records retained W. Records retention and destruction X. Tax deadlines Y. Website III. Employment Policies A. Definitions Full time employee Part time employee B. Compensation Paydays Pay periods Overtime C. Employee safety D. Employee protection Page 2

4 E. Equal employment opportunity F. Expense reimbursement G. Evaluations H. Holidays I. Office closings for inclement weather J. Office hours K. Telephone, and internet use L. Personal time off Accrual Use M. Relations with other staff and Chapter members N. Retirement savings O. Substance abuse P. Supervision and management Q. Terms of employment R. Time records S. Written procedural guidelines Page 3

5 I. Governance Policies A. Mission The Fort Worth Chapter, Texas Society of Certified Public Accountants (Chapter), together with the Texas Society of Certified Public Accountants (TSCPA) works to enhance the integrity of the CPA certificate by developing members and volunteers, by implementing programs that build professional skills, by broadening public perception of CPAs knowledge and services, and by facilitating members delivery of services to meet market needs. The Fort Worth Chapter Continuing Education Corporation (CE Corp.) is a charitable organization that benefits the interests of certified public accountants and the public. B. Authority; amendment This document comprises all policies established by action of the board of directors under Article XVI, Operating Policies, of the Chapter bylaws, and Article Two, Section 2.02 of the CE Corp. bylaws. The bylaws of the Chapter and the CE Corp. control all matters regarding governance of the Chapter and the CE Corp., and interpretation of this document. It is the intention that the Chapter and CE Corp. bylaws remain consistent with those of the TSCPA. The board directors may amend these policies from time to time as proscribed by the cited article of the Chapter bylaws, which provides as follows: Article XVI, Operating Policies. The Board of Directors shall adopt policies to provide guidelines and procedures by which the Chapter and the CE Corporation, its staff, officers, directors and volunteers will operate. Any such policies may be adopted or amended by twothirds vote of the members present at any meeting of the Board of Directors. Unless inconsistent with the Bylaws of the TSCPA, these Bylaws, or the Articles of Incorporation of the Chapter or the CE Corp., policies adopted by the Board shall govern operation of the Chapter and CE Corp. Page 4 C. Obligations to the public 1. Information available Records, books and annual financial statements for the current year and three prior years shall be available at the Chapter office for inspection and copying by the public during regular business hours; the Chapter may charge a fee of $.10 per page to prepare a copy of any report or record. This policy shall be posted on the Chapter website. 2. Privacy The Chapter shall make reasonable efforts to assure that information collected from members and the public in the ordinary course of business is kept safe from theft or unauthorized use. 3. Offering continuing professional education to the public The Chapter offers continuing professional education as a program service to members and to the public, in accordance with regulations promulgated by the Texas State Board of Public Accountancy and under contract with the National Association of State Boards of Public Accountancy National Registry of CPE Sponsors. At such times as the Chapter advertises an activity or program to members or the public with a claim that participation in such activity or program entitles the participant to continuing professional education

6 credit, the Chapter shall assure that an appropriate contract is in place with the Texas State Board of Public Accountancy such that those who receive the service of continuing professional education are able to claim credit and substantiate credit for that service with the TSBPA or other regulatory or licensing body. The Chapter shall conduct continuing professional education activities in accordance with the quality control document for such activities, adopted as a written procedural guideline. D. Obligations to members Each member of the Chapter shall have the rights authorized and reserved by the bylaws. 1. Information available a. Each member of the Chapter shall have access to a directory ( member-only directory ) of other members contact information, via digital display on a website maintained by the Chapter. Data in the member-only directory shall include, at most, the name, organizational affiliation (if any), preferred street address, and phone number of each member who has not opted out of listing in the directory. b. Members who conduct client practice of public accountancy may choose to register their firm with the Chapter s online public referral service, in accordance with the written procedural guideline for that service, which is subject to review by the executive committee. A charge may be made for participation in the referral service, and members may be required to demonstrate that they hold a current practice permit to participate. 2. Privacy Chapter shall not disseminate members contact and other information otherwise than by the member-only directory. Specifically, distribution of names and/or contact information of members and/or those attending events is not permitted. E. Speaking on behalf of the Chapter Only the Chapter president, or a person to whom authority is specifically delegated by the Chapter president, may represent to the public or to the news media that he/she is presenting the official position of the Chapter on any matter. F. Strategic plan The Chapter shall establish goals and objectives to fulfill its mission by preparing a strategic plan every third fiscal year, to be effective for the three succeeding years. It shall be the responsibility of the board of directors to consider, authorize and monitor implementation of the strategic plan. G. Budgeting The board of directors shall establish a budget each fiscal year. After the budget is established, changes in circumstances or assumptions need not be reflected by modifications to the budget, although the executive committee may request a projection for year end result taking such changes in circumstance or assumption into account. H. Fiscal year The Chapter s fiscal year is June 1 May 31. Page 5

7 I. Insurance 1. Directors and volunteers The TSCPA provisions liability insurance for some Chapter volunteers because of the joint governance responsibilities of Chapter and TSCPA officers, directors and volunteers. It is the policy of the Chapter to review the provision for this coverage periodically to consider adequacy for the Chapter s circumstances. 2. Premises liability and casualty The Chapter may insure against risks of property loss and liability to guests and others on its premises and at events it conducts off premises by purchasing commercial insurance coverage, as determined from time to time by the executive committee. 3. Workers compensation The Chapter shall maintain workers compensation insurance through a suitable commercial carrier. J. Reports to the board of directors At each meeting of the board, or as often as the president deems advisable, the board of directors shall receive the following reports on the operations of the Chapter, in writing or by verbal report from the appropriate officer: membership statistics, financial activities, communications statistics, member involvement statistics, and continuing professional education program statistics. The board of directors will be given an opportunity to review federal income tax returns for the Chapter before filling. K. Conflicts of interest Prior to a board action on a contract or transaction, directors shall disclose any potential interest (personal, financial or business) of the director or his/her family that would be affected by the action being considered. Such disclosure may be verbal or in writing, and shall be delivered to the president. When the president is the person from whom the disclosure is required, the disclosure shall be delivered simultaneously to the president-elect and to the treasurer. A director who has a personal, financial or business interest in the action being considered may not: be present for, or participate in, board discussion and voting on the matter, except that the director may meet with the board to disclose material facts and respond to questions; attempt to exert his/her personal influence on the action being considered; or vote on the action. Scope: For the purpose of this policy, board action includes action taken by the executive committee or the board of directors. L. Volunteer reimbursement Volunteers incurring expense in connection with service to the Chapter will not be reimbursed for those expenses, except the following: 1. President-elect nominee Reasonable expenses will be reimbursed for attendance at the TSCPA mid-year board meeting. Page 6

8 Page 7 2. President-elect Reasonable expenses will be reimbursed for attendance at the TSCPA annual meeting, one meeting of the TSCPA executive board, the TSCPA mid-year board meeting, and the large chapters meeting. 3. President Reasonable expenses will be reimbursed for attendance at the TSCPA annual meeting, one meeting of the TSCPA executive board, the TSCPA mid-year board meeting, and the large chapters meeting. Reasonable expenses for a president s spouse accompanying the president to the TSCPA annual meeting will be reimbursed. 4. Expenses reimbursed Reimbursement under this section is limited to reasonable expenses incurred by the officer and substantiated as appropriate, and shall be limited to: registration fees for the event; airfare or mileage for use of a personal vehicle (at the standard IRS business rate, plus tolls if any); shuttle fees or cab fares; parking; meal expenses during the meeting and in transit; lodging; and tips. M. Relationships with staff 1. Executive director The Chapter executive committee has the authority to establish qualifications and a job description, and to hire, evaluate and dismiss an executive director. Prior to the close of each fiscal year, a compensation committee shall meet and evaluate his/her performance, review the terms of the executive director s compensation, and specify terms of compensation for the next fiscal year. The compensation committee comprises the current president, the president elect, the current treasurer and the treasurer elect. The results of their review shall be committed to writing and presented to the executive director. From time to time, the compensation committee shall review data on positions comparable to that of the executive director to establish whether his/her current and proposed future compensation is reasonable. 2. Other staff The executive director has the authority to establish qualifications, hire, evaluate and dismiss other Chapter staff. The executive director shall prepare and maintain a written job description for each staff member. N. Financial reserves 1. Chapter operating reserve It shall be the policy of the Chapter to maintain, as an operating reserve, an unrestricted fund balance equal to or greater than one-half the amount of the prior year s membership dues income. The finance committee shall consider this policy in development of each year s budget. 2. Technology fund It shall be the policy of the Chapter to designate a portion of the fund balance as a reserve for use on enterprise-level technology. The initial goal amount of the fund shall be $50,000, to be accumulated by whatever means the executive committee directs, over the period FY The fund shall be utilized as directed by the executive committee for any purpose and at any time within the general requirement that the funds

9 advance the Chapter s utilization of digital technology. Should a designated reserve exist as of May 31, 2018, with no direction for use by the executive committee, the executive committee shall determine whether to release the fund from designation or retain the designation for an additional period. 3. CE Corp. operations It shall be the policy of the CE Corp. to operate in accordance with statutory and regulatory requirements to maintain its tax exempt status as an IRC sec. 501(c)(3) corporation. Toward this end, the executive committee shall annually review the CE Corp. s activities and financial statements, and shall review its IRS return prior to filing. O. Digital information security The Chapter shall organize and secure its terrestrial and cloud-based data resources to minimize threats of loss and damage, by creating and maintaining backup systems, firewalls, virus protection and other physical mechanisms, or by contracting with providers to assure that threats are minimized. P. Written procedures These governance policies and operations policies are established by the board of directors to direct the activities of members, volunteers, those charged with governance and staff. To implement these policies and the Chapter bylaws, the executive director may establish written procedures for guidance of staff and volunteers regarding such matters as he/she may deem appropriate. Written procedures shall be maintained in a common file for use by staff members. Page 8

10 II. Accounting Policies A. Accounting method The Chapter records and reports financial activities in accordance with U.S. GAAP, utilizing the accrual basis of accounting, which recognizes revenues when earned and expenses when incurred. 1. Revenues Revenues are treated as earned in the month received, except for material items, including: a. Corporate contributions supporting specific events b. Fees for continuing professional education events with respect to which credit earned is 4 hours or more, and c. Membership dues, which are treated as earned ratably over the twelve months of the membership year to which they apply. 2. Expenses Expenses are treated as incurred in the month payment is due, except for material items, including: a. Expenses associated with continuing professional education events with respect to which credit earned is 4 hours or more, and b. Premiums for insurance with a term of greater than three months. B. Accounts payable procedures The executive director reviews the coding of vendor statements and invoices and approves payment. C. Accounts receivable write-off To the extent practical, the Chapter uses all available means of collecting accounts receivable before write-off. D. Audited financial statements The Chapter obtains an annual independent financial audit of the financial statements of the Chapter and the CE Corp. The finance committee of the board of directors serves as the Chapter s audit committee; that committee comprises the current president, the treasurer and the treasurer-elect. E. Bank reconciliations The mailing address for the Chapter s operating depository bank account is the home or office of the treasurer. The accounting manager prepares a reconciliation of each depository account from statements downloaded from each respective financial institution s website as part of the month end closing. This reconciliation is reviewed by the executive director. F. Business credit card The executive director has control of the Chapter s business credit card and assures that receipts are obtained for expenditures. Page 9

11 G. Capitalization and depreciation The Chapter capitalizes fixed assets with a cost of $500 or more and depreciates fixed assets on a straight line basis over 5 years. Fully depreciated fixed assets remain on the statement of financial position until they are disposed of or otherwise deemed worthless. (Note, below, the accounting policy regarding depreciation of a website.) The Chapter capitalizes leasehold improvements with a cost of $200 or more. Leasehold improvements are depreciated on a straight line basis over the remaining life of the lease or the useful life of the improvement, whichever is shorter. H. Check disbursements The Chapter keeps check supplies and signed checks that have not been mailed or delivered safeguarded under lock and key. All check disbursements require substantiation. I. Check signing The president, treasurer and executive director receive signing authority for depository accounts by the board of directors at the beginning of each fiscal year. No more than one signature shall be required for disbursement from any account. J. Confirming delivery of materials purchased When an item valued at $200 or more is purchased, it is the responsibility of the executive director to confirm to the accounting manager that the item has been received and placed in service as anticipated. K. Contract signing authority Those officers and the executive director authorized to sign checks are also authorized to sign contracts as long as the financial implications of the contract are included in the budget. If the financial implication of signing a contract is not included in the budget, approval of the executive committee shall be obtained in advance of execution of the contract. L. Contributions Gifts or contributions, whether in cash or in kind, are acknowledged to the donor, and any honoree designated by the donor, in writing. M. Control over checks, cash and credit card information The Chapter endorses checks immediately upon receipt with a stamp reading as follows: For deposit only Full organization name Bank name Account number Cash remains under lock and key. Any document bearing a payor s credit card number is shredded as soon as practical after use. N. Depository accounts Cash assets are maintained in interest bearing accounts in nationally chartered institutions that provide FDIC insurance to depositor accounts. O. Electronic funds transfer The executive director is authorized to electronically transfer funds between depository bank accounts. Page 10

12 P. Event reconciliation With respect to each event for which a fee is charged, the staff member responsible for registering attendees assures that the Chapter s retained record of attendance and payment is accurate. The accounting manager compares the attendance and payment record with the record of funds received. Points of difference between the two records are reconciled and resolved before the month s business is closed. Q. Financial statements The Chapter prepares monthly financial statements consisting of the following: Statement of financial position (balance sheet), comparing the position at current monthend to the prior fiscal year month-end Statement of activities (profit and loss statement), comparing the current fiscal year to date to the prior fiscal year to date Statement of activities, comparing the current month actual activities to the budget for the month, and fiscal year activities to date to the budget to date and year end budget. Statement of cash flows The CE Corp. prepares monthly financial statements consisting of the following: Statement of financial position (balance sheet), comparing the position at current monthend to the prior fiscal year month-end Statement of activities (profit and loss statement), comparing the current fiscal year to date to the prior fiscal year to date Statement of cash flows These statements are prepared as soon as practical after the close of the month. R. Intercompany accounts Each entity subject to these policies (Chapter and CE Corp.) maintains a clearing account for the purpose of handling expenses or receiving payments on behalf of the other entity. These accounts are cleared out as often as is practical and beneficial. S. Leases The Chapter expenses rent on a straight line basis over the life of a lease. T. Payroll procedures It is the responsibility of each nonexempt employee to complete a time record. It is the responsibility of the executive director to review time records for employees before payroll is initiated. It is the responsibility of the accounting manager to track personal time off. U. Petty cash fund disbursements The Chapter maintains a petty cash fund of no more than $300. The accounting manager ensures that the petty cash fund is under lock and key. Disbursements from the petty cash fund are made for approved expenditures. V. Records retained A digital copy of a document is identical to the original of the document for all purposes. W. Records retention and destruction Document Accounts payable and receivable source documents Bank reconciliation work papers, bank statements and merchant processing statements Retention Period 7 years 7 years Page 11

13 Document Contracts and leases Employee personnel records (including tax forms supplied by employees) Federal, state and county tax returns, renditions, reports and substantiating documents Fixed asset files Insurance policies and records of claims Ledger and monthly financial statements Minutes of meetings of the board of directors and annual meetings of members Payroll records (including time sheets) Reports of annual independent financial audit Workpapers and schedules for recurring journal entries and balance sheet detail Retention Period 7 years after termination 7 years Permanent 7 years 7 years after expiration 7 years Permanent 7 years Permanent 7 years X. Tax deadlines The executive director assures that federal, state, and county tax returns are timely prepared and filed. Y. Website Website development costs are amortized over the estimated useful life of the website, as per U.S. GAAP. Any maintenance, web hosting or other expenses that do not create new features or functions are expensed. Page 12

14 III. Employment Policies A. Definitions 1. Full time employee Full time employee means a person employed in a salaried position requiring 30 hours of work each week or more. The number of hours of work required shall be agreed between Chapter and the prospective employee at the time of hiring. 2. Part time employee Part time employee means a person employed in an hourly-paid position requiring fewer than 30 hours of work each week. The number of hours of work required shall be agreed between Chapter and the prospective employee at the time of hiring. B. Compensation 1. Paydays Employees shall be paid by direct deposit or by check on paydays. Paydays are the 15th of the calendar month and the last day of the calendar month. In the case that a payday falls on a day the office is closed, employees are paid on the last day the office is open prior to the payday, with the exception of the year-end holiday office closure, the payday for which is the last day of the calendar year that is not a Saturday or Sunday. 2. Pay periods A pay period consists of the day following a payday and each day following, up to and including the next payday. 3. Overtime Full time employees who are not exempt from overtime pay requirements under the wage and hour provisions of the U.S. Fair Labor Standards Act, and hourly paid employees, are entitled to overtime pay at the rate of 1-1/2 times their hourly rate for hours worked in excess of 40 in any given workweek. Advance approval to work overtime must be obtained from the executive director. Overtime pay is paid on the next regular payday after the overtime hours are worked. In lieu of overtime pay, full time nonexempt employees may opt to take compensatory time off on an hour-per-hour basis during the pay period within which the overtime hours are worked. Employees must schedule compensatory time off with the executive director. C. Employee safety In the interests of providing a safe work environment, employees are prohibited from possessing firearms or lethal weapons in Chapter offices and while performing job-related duties outside the office. Employees are responsible for awareness and observation of regulations and hazard warnings established by the building where they work. D. Employee protection Employees can report circumstances in which they believe Chapter officers, directors, the executive director or other staff have committed violations of ethical, legal or regulatory standards without repercussions to their employment status. However, such reports must be made within the procedure for complaint laid out in this policy, and nothing in this policy shall be construed to entitle an employee to continuation of employment in an otherwise at-will employer-employee relationship. Page 13

15 In the case that an employee makes an allegation with regard to a violation of a law, that employee is entitled to protection from sanction, including dismissal, only if the employee brings the alleged activity to the attention of the Chapter with sufficient specificity and in a manner that provides the Chapter with a reasonable opportunity to investigate and correct the alleged activity. If an employee reasonably believes that some policy, practice or activity of the Chapter is a violation of law, that employee is obligated to file a written complaint pursuant to the procedure outlined below. All complaints regarding alleged violations of ethical, legal or regulatory standards shall be made in writing and shall be delivered by U.S. mail or hand, simultaneously, directly to at least two current members of the Chapter executive committee. Any such complaint must be signed and dated by the employee. E. Equal employment opportunity The Chapter practices equal employment opportunity. Employment, termination and promotion decisions are made without regard to race, color, gender, national origin, sexual orientation, age or religion, or disability, expect in cases in which disability may be a bona fide occupational qualification or impediment for a particular job. F. Expense reimbursement Reasonable expenses incurred by employees in the course of employment may be reimbursed. Reimbursable expenses include: use of a personal vehicle for job-related travel outside Tarrant County; meals, lodging and incidental expenses incurred in connection with travel to and from job-related duties outside Tarrant County; and travel using commercial transportation for job-related duties outside Tarrant County. Expenses must be substantiated with appropriate documents. Reimbursement for use of a personal vehicle is paid at the rate currently prescribed for business use of a vehicle for federal income tax purposes. Staff development expenses, such as fees for educational or training courses, must be authorized in advance by the executive director. G. Evaluations Each Chapter employee is entitled to a performance review on or near the end of each fiscal year. Adjustments to salary or hourly rate of pay may or may not be made in the context of an evaluation. H. Holidays The following paid holidays are observed: New Year s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday following, Christmas Eve, Christmas, New Years Eve, and the business days between Christmas and New Year s Eve. Employees shall be entitled to take time off in observance of religious holidays upon notice to the executive director. Such absences shall be treated as personal time off. I. Office closings for inclement weather As a general guideline, the Chapter offices will be closed or delay opening, and Chapter sponsored events will be canceled or postponed, if weather is inclement, according to the schedule announced by the Fort Worth Independent School District for days of inclement weather. Page 14

16 The executive director may determine an alternative opening or cancelation schedule, which will be posted on the Chapter website. Regardless of whether the Chapter office opens, each employee shall use his/her judgment to determine whether he/she can safely travel to the office. Hours during which the office is closed in observance of this policy, or when an employee is unable to travel safely to the office, are considered hours worked for full time employees. Full time employees should use their best efforts to perform service within their job function, if possible, during such periods. Part time employees who work from outside the office during such periods will be compensated based on hours worked. J. Office hours The Chapter s office hours are 8:30 am 5:00 pm daily. As a general rule, the Chapter office is open every business day not designated as a holiday. K. Telephone, and internet use Each communication associated with the Chapter should reflect a high level of professionalism, discretion and respect, in content and style. Personal use of phone and computer equipment is permissible but must be limited and should not interfere with the work performance of the employee. L. Personal time off 1. Accrual In addition to monetary compensation, full time employees receive personal time off (PTO), which is time during which duties are not performed but for which the employee is paid at his/her regular rate. From the date of employment through the seven-year anniversary of that date, full time employees accrue 8 hours of personal time off per month. Following the seven-year anniversary of date of employment, full time regular employees accrue 12 hours personal time off per month. Computation of the rate of PTO is based on anniversary of date of hire. Accrual and use of PTO is tracked and reported on paydays to the employee based on the fiscal year. 2. Use Time spent voting in governmental elections and at jury duty shall be not considered use of PTO. PTO may be carried over from one fiscal year to the next, except that no more than 120 hours (for employees employed fewer than seven years) or 160 hours (for employees employed seven years and more) may be accumulated. If an employee terminates with accrued, unused PTO, that employee is entitled to compensation for the PTO hours not to exceed pay at regular rates for 40 hours work. If an employee is absent from work after use of all available personal time off, such absence is unpaid. Page 15

17 M. Relations with other staff and Chapter members Chapter staff shall treat all members of the Chapter and the TSCPA, fellow Chapter staff members and members of the TSCPA staff with professional courtesy and respect at all times. Correspondingly, members of the Chapter staff are entitled to be treated with professional courtesy and respect by members and fellow staff. Sexual harassment in any form is expressly prohibited. All claims of discourtesy, disrespect or sexual harassment by Chapter staff or by others upon Chapter staff in the course of their employment shall be reported immediately to the executive director, who shall promptly investigate or cause an investigation to be made. Conflicts or complaints between staff and/or members of the Chapter shall be discussed with and resolved by the executive director. In the event that the issue lies between an employee and the executive director, and the employee cannot resolve the issue to his/her satisfaction, the Chapter employee may contact the president of the Chapter. Authority regarding termination of employment of an employee other than the executive director remains with the executive director. N. Retirement savings Employees are entitled to participate in any retirement or other savings plan the Chapter may sponsor, under terms and conditions of participation that are expressed in the employee benefit plan documents and made available to employees as summary plan descriptions. With regard to the Fort Worth Chapter TSCPA Profit Sharing/401(k) Plan, established effective June 1, 1997, eligibility for participation begins the first day of the first or seventh month of the fiscal year (plan year) following the first anniversary of employment. O. Substance abuse The illegal use or possession of controlled substances by employees is prohibited in Chapter offices and while performing job related duties. P. Supervision and management The executive director of the Chapter is responsible for employing, determining duties and compensation, and evaluating the performance of all employees of the chapter, and of any professional advisors, consultants, independent contractors, or other individuals or firms engaged or retained for the benefit of the Chapter. Times and dates of absence from predetermined work schedules are to be scheduled with the executive director. If unscheduled personal time off is to be taken, the executive director should be notified. Q. Terms of employment Employees of the Chapter are employed at will. Each employee is classified, for purposes of federal wage and hour regulation, as exempt, full time nonexempt or part time nonexempt. From time to time, the Chapter may contract with independent contractors for services. Employees should give notice of intent to separate from employment at least two weeks in advance of the last day of work (excluding holidays and vacation) however employment may be discontinued immediately upon notice by employer or employee. Page 16

18 R. Time records Each nonexempt employee of the Chapter shall keep and submit a record of hours worked each pay period. Such records shall include PTO used, compensatory time used, and overtime claimed. The executive director shall review and sign time records prior to completion of each payroll. S. Written procedural guidelines The following procedural guidelines will be prepared by the executive director, and maintained and reviewed as needed for the direction of the staff: Computer maintenance protocols Continuing professional education quality control manual Information security protocols Professional staff job descriptions Public practice firm referral service guidelines Terms of contract for services delivered to the public, including members, other than membership dues Volunteer officer and director job descriptions Page 17

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