Healthcare Financial Management Association Texas Gulf Coast Chapter Board Procedure Manual. Table of Contents

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1 Table of Contents PROGRAMS Pages 3-10 o Marketing Programs at other HFMA Chapters o Joint Program with other HFMA Chapters o Other than HFMA Chapters Requests to send information to HFMA Meetings Mailing List o Marketing Copy Guidelines for Co-sponsored and Cooperative Organization Educational Events o Planning and Reporting Co-Sponsored and Joint Educational Programs o Attendee list o Program Registration Form o Suggested Pricing for Program morning and lunch sessions o Mailing/ Address List Program Handouts o Processes for Submitting Speaker Education Program Presentations for Posting to Texas Gulf Coast Website o Timing between when a chapter reports chapter education hours/attendees in the PPT and when the data is displayed on the CBSC and acknowledgment reports CERTIFICATION Page 11 MOST MOTIVATED MEMBER Page 12 CHAPTER LEADERSHIP Page 13 o Selection of new Officers and Board Members o Selection of Committee Chairs and Co-Chairs BOARD Page 13 o Board Meeting Agenda ACADEMIC AFFAIRS Page 14 o Student Scholarships SPONSORSHIPS Page 15 NEWSLETTER Pages 16 o Newsletter advertising policy OTHER Page 17 o Flowers in the case of death of a family member P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 1

2 o Membership Directory o Surveys o University of Houston Spring Forum FINANCIAL Page P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 2

3 PROGRAMS Marketing Programs at other HFMA Chapters o Marketing programs for other HFMA chapters to our chapter s membership has to be approved from the President of the respective Chapter and if the program interferes with our meeting agenda related to attendance, we would not approve. However, it is at the President s discretion to determine the appropriateness of the request such as consideration of a nationally renowned speaker. The President should look for opportunities to reciprocate, i.e., ways the other Chapters can assist us. Joint Programs with other HFMA Chapters (Per July 2007 Board Meeting Minutes) o Joint programs, in particular, the Statewide meeting and the Region 9 meeting, are governed by the State Chapters Operating Agreement and the Region 9 Agreement. Refer to these documents for operational information for these meetings. Other than HFMA Chapters Requests to send information to HFMA Meetings Mailing List: (Per February 2008 and August 2009 Board Meeting) o Refer all requests to Newsletter Chair to provide an advertising opportunity at minimal cost in the Newsletter sent to all members. o Ask them to Partner with HFMA for future meetings where HFMA can participate in planning so that we could get education hour credit. At the Presidents discretion, some educational programs will be accepted to go to our membership despite lack of involvement by Chapter. An example of this could be a program from ACHE or other organization that is bringing a nationally recognized speaker to town that would benefit our membership, but we did not participate in the planning. In these situations, HFMA will send correspondence to the membership. We will not share our mailing list. Marketing Copy Guidelines for Co-sponsored and Cooperative Organization Educational Events Co-sponsored o If an HFMA chapter and another local organization are co-sponsoring an educational program, the names of both organizations should be listed together in a prominent place on the marketing piece, such as the top of the front panel of a brochure or in the subject line and at the top of an . P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 3

4 o When the names of both organizations are listed together in a prominent place on the marketing piece, regardless of the language used (i.e., co-sponsored by, in conjunction with, in cooperation with, etc.), it conveys that both groups are putting on or cosponsoring the event. Both organization names are listed together and are given equal billing. o On websites, both names should be listed with the respective organization getting primary billing on their website. Cooperative Organization o If another organization assists an HFMA chapter with an educational event but is not a co-sponsor, the chapter may want to recognize the organization in their promotions, however, not to the same extent as a co-sponsor. In this situation, the following sample copy suggestions can be used. This language is a starting point and can be adapted to fit the situation. Special thanks to the Illinois Society of CPAs for their assistance and support of the Accounting & Regulatory Technical Update. A special thank you to the Illinois Society of CPAs for their assistance and support of this program. o This language could be placed in a box on the back panel of the marketing piece or at the top or bottom of the chapter s corporate sponsor list, if appropriate. By putting this language on the back panel of the marketing piece, the assisting organization is given recognition in a high traffic area of the marketing piece and the chapter conveys that the organization played an important role in the success of the event. However, at the same time, the chapter also conveys that this was an event put on solely by the chapter and the assisting organization is not a co-sponsor. Planning and Reporting Co-Sponsored and Joint Educational Programs (From National 11/08) o Chapters are encouraged to co-sponsor educational programs with HFMA chapters and other local organizations. When co-sponsoring an educational program: o The HFMA chapter must have documented significant involvement in the planning and implementation of the educational program and be actively involved in the marketing/promotion of the educational program to its members. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 4

5 o Significant involvement in the planning and implementation of the educational event requires that the HFMA chapter work directly with the co-sponsoring organization on the development of program content and learning objectives as well as the selection of speakers. To be considered documented, the chapter must be able to substantiate its involvement through committee minutes and meeting notices, correspondence, meeting notes, etc. The chapter may be asked to provide such documentation at the discretion of the Chapter Relations Department. o The name of the HFMA chapter and the co-sponsoring organization must appear on all printed and electronic promotions for the educational event. See the next section for marketing copy guidelines on co-sponsored events. o By itself, the lending of a chapter s name to an educational event, supplying the chapter mailing list to an organization, assisting with the marketing/promotion of the educational event, and/or assisting with registration is not considered significant involvement regardless of the time and effort put forth by the chapter. The chapter must be involved in the program planning and implementation of the event as well as the marketing/promotion of the event for the chapter to receive DCMS credit for a cosponsored event. o For chapter educational events co-sponsored with outside (i.e. non-hfma) organizations, chapters receive full DCMS credit for member attendance but only halfcredit under DCMS for non-member attendance. If a chapter co-sponsors only a portion of an event with an outside organization, the chapter should report only the attendance and running program time for the co-sponsored part of the event. o The HFMA chapter should report attendance for members and non-members. This information is collected by the chapter administrators (Dean & Terry Newton of NPSC) and reported by the programs committee. o Also, when co-sponsoring an educational program with another HFMA chapter (or chapters): each chapter must enter their chapter information into the Online Program Planning Tool. o Report only your chapter s share of the member and non-member attendees for multichapter events. It is important to discuss ahead of time how the attendance will be divided among the chapters. o Also, chapters receive DCMS credit for chapter members who participate in HFMA National educational programs, regardless of the chapter s involvement in promoting P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 5

6 HFMA National educational programs. These events will appear on each chapter s DCMS Acknowledgement Report. Attendee Lists o In order to protect member and non-member information, program attendee lists will only be provided to the leadership team of the Chapter. The leadership term includes officers, board, and chairs and co-chairs of committees. No other distribution is allowed. Program Registration Form on our website (per September 2006 Board Meeting). o The categories of organization types on registration forms for programs should include payor, vendor/consultant, and provider. Suggested Pricing for sessions with morning & lunch session (per August 2006 Board Meeting). o Morning Session Only: $40 Members - $50 Non-Members o Lunch Session Only: $25 Members - $35 Non-Members o Both Sessions: $55 Members - $75 Non-Members Mailing / Address Lists o Mailing lists for the Chapter will not be shared with ACHE. We will forward all correspondence to ACME or other organizations but lists will not be shared (per January 2010 Board Meeting). Program Handouts: ( Per August 2009 Board Meeting) o In support of HFMA's efforts to minimize paper waste, become more environmentallyfriendly, decrease costs, and provide the most up-to-date session information to all session participants, session handouts will not be available or provided at the meetings unless the speaker chooses to provide handouts on the day of the meeting. The presentations will be provided on the website after each meeting for participants to download & print if desired. (Per January 2010 Board Meeting). P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 6

7 Processes for Submitting Speaker Education Program Presentations for Posting to Texas Gulf Coast Website As soon as possible, but no later than four weeks before an HFMA meeting: o The Program Committee Representative handling the speaker for the next month s meeting will need to send the Program Chairperson the following information for that speaker: 1. Speaker form (see attached) 2. Speaker bio 3. Speaker photo 4. Title of presentation 5. text for promotion o This information will then be sent to the Newsletter Chair to publish in the next newsletter and to the Chapter Administrators for posting on the chapter website and for including in the meeting announcements that are ed out to the membership. One Week before the monthly meeting: o The Program Committee Representative handling the speaker for that month will obtain the Speaker s presentation, review it with the Speaker to ensure everything is accurate and allow time for the Speaker to make any needed last minute revisions. One day before the monthly meeting: o The Program Committee Representative will send the speaker s final presentation to the Program Chairperson. The Program Chairperson will then forward it to the Chapter Administrators. Within 48 hours after the monthly meeting: o The Chapter Administrators will post the final presentation on the website within 48 hours after the meeting. o If the Speaker discovers, after submitting the presentation, that a major revision needs to be made to the original presentation, the Program Committee Representative will need to contact the Program Chairperson immediately and send an updated speaker presentation with a new file name to the Program Chairperson immediately so it can be forwarded to the Chapter Administrators to make the transition on the website and notify the attendees. Note: It is suggested that each presentation have the presentation name and revision date as its file name. The Retention Period on the website for presentations is indefinite if space allows. If a presentation needs to be removed, remove oldest first. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 7

8 Timing Between When a Chapter Reports Chapter Education Hours/Attendees in the PPT and When the Data Is Displayed on the CBSC and Acknowledgement Reports (Program Reporting Requirements from the Regional Executive Conference Call May 27, 2009) o Once a chapter has reported the actual education hours and attendees for a given event in the Program Planning Tool (PPT), there are several processing and verification steps involved on HFMA National s end before the education hours are reflected on the CBSC scorecard and before the event appears on the DCMS Acknowledgement Report. o Step 1 is obviously that the chapter has to report their actual education hours and attendees in the Program Planning Tool. This is done by the Programs Committee Chair. Entering this data should be done at least monthly by the Program Chair. Review of the accuracy of the information on the DCMS report should also be done at least quarterly by the Programs Chair who should alert the President and National HFMA of any concerns. o The reported data then has to be processed from the PPT and ultimately recorded in the Chapter Membership Database before it will be reflected on the CBSC scorecard and Acknowledgement Reports by National. Here s how the process works. 1. Once an event has been reported by a chapter in the PPT, the pertinent data for that event is then transferred to a Microsoft Access file at National end for National staff verification of the event. 2. This data transfer runs once a day during the evening hours and the data is available for National staff review the next day. 3. So, if a chapter reports an education event today, the information will be available for National staff review tomorrow morning. 4. The next step is for the education event to be verified by the Chapter Relations staff. Currently, to verify the event, Chapter Relations must have a copy of the brochure or marketing piece for the event. 5. National staff then verifies that the program was indeed an education event (and not just a social event), checks to see if the program hours were reported correctly for the event based on DCMS guidelines, verifies whether P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 8

9 or not the event was co-sponsored with a non-hfma organization, and then looks at the attendance numbers to see if they make sense for the event. 6. For example, was there a typo and did someone key in 800 attendees instead of 80? Or for a regional event, did a chapter record the total attendance for the event instead of just the attendance from their chapter? 7. At this point, there are several ways where the process can get bogged down for example, when a chapter doesn t send a copy of the brochure, when we have to check with the chapter to verify the attendance hours, etc. 8. How long it takes National to actually verify and approve a given education event depends on a variety of factors. 9. As it nears the end of a reporting period, National staff time is dedicated to processing these events. However, the chapter does have to keep in mind that at this time of year, National staff can easily be processing over 100 events all of which are usually reported within a time span of a couple days. 10. In between reporting periods, event processing is worked in around the other department work and responsibilities so an event isn t necessarily processed the day it is received. 11. Obviously, the process is delayed if National staff doesn t have all the information they need. 12. Once an event is verified and approved by National staff, the pertinent data is then sent to the HFMA National membership database. This data transfer occurs a couple times during the day and as a rule of thumb you can figure that it takes about 3 hours for the data to be sent to the HFMA membership database. 13. Once the data is in the database, the approved education hours will then be reflected on the CBSC scorecard since the education data is pulled in real time from HFMA s membership database. 14. The hours won t be reflected on the CBSC until the event has been approved by National staff and the data has been received in the HFMA membership database. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 9

10 15. Once the data is in the database, the education event will also be reflected in the DCMS Acknowledgement Report if a current report is run by staff. 16. The DCMS Acknowledgement Reports that are posted on the national website are a snapshot in time and are not real time reports. 17. The data reflected in the Acknowledgement Reports comes from a variety of files and databases at HFMA National and as a result, the report cannot be run live on the web. National staff has to run the reports. 18. National staff periodically runs a full set of Acknowledgement Reports for all the chapters and posts them to the national website. The site will always state that the report is current as of a specific date. 19. That being said, a chapter (or an RE) can always contact Chapter Relations to obtain a current DCMS Acknowledgement Report. It only takes a couple minutes to run and send. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 10

11 CERTIFICATION o Members interested in becoming certified can borrow chapter books for both Core and Specialty exams. CPE credits are not available to participants for borrowed books. Books can be borrowed for 30 days and then returned to the Certification Chair. o In recognition of becoming certified members, successful candidates who are not reimbursed for test fees by their employer will be reimbursed by the chapter. o Certified chapter members are awarded two transferable complimentary lunch coupons to be used at monthly luncheons. (Per July 2007 and January 2010 Board Meeting). These coupons for luncheon programs should be passed out in June of each year. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 11

12 MOST MOTIVATED MEMBER o In 1999, Karen Burke, as Chapter President, modeled personal commitment in building an effective leadership team with the Chapter s Officers and Board Members. Karen s winning smile and abiding faith in building high-energy leadership teams reversed a trend of declining membership involvement. The s Board approved an annual award process to keep Karen s legacy alive. The Most Motivated Member Award is presented every year to a Chapter member who consistently supports and demonstrates through personal interactions the supportive professional networking environment that Karen embodied. o Nominations should be requested to be submitted by January 31 st. They should be in writing and detail what contributions the nominee has made to the Chapter during the year. o Nominee can not be a Board Member or Officer. o Selection will be made in February by Board vote. o Award will be a trip to LTC and an award plaque. If for any reason attendance at LTC is not possible, an all expense paid trip to the Region 9 meeting will be provided (per January 2010 Board Meeting) o An example of plaque information is Chapter Name, Most Motivated Member, Year, and Name of Recipient. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 12

13 CHAPTER LEADERSHIP Selection of New Officers, Board Members o The Nominating Committee meets no later than January to nominate a slate of Officers, Board, and Committee Chairs. o The Nominating Committee consists of the Immediate Past President, and other Past Presidents as appointed, President, President-Elect, and Vice President of the current year as well as the appointed Nominating Committee Chair(s). o The President brings this slate of Officers and Board Members to the Board Meeting no later than February; seeking the Board s approval. o Once approved by the Board, the Slate of Officers and Board is then sent to the general membership no later than March for a vote. Historically, this has been done via from the Chapter Administrators, NPSC, to the Chapter membership. Selection of Committee Chairs and Co-Chairs o The Nominating Committee meets no later than January to nominate a slate of Committee Chairs and co-chairs o Once determined the President-Elect contacts each of them and asks for their service. BOARD Board Meeting Agenda Each meeting should have an Agenda to include o Review and approval of Prior Meeting Minutes o President s Report o Treasurer s Report o Each Committee Report o Website Updates o Reports about Region 9 and Statewide meetings. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 13

14 ACADEMIC AFFAIRS Student Scholarships o Annually, the awards scholarships to students. The criteria for selection are: 1. Academic Achievement (40%) 2. Leadership Experience (20%) 3. Community Involvement (20%) 4. HFMA Involvement (20%) o The amount awarded annually is dependent on the amount in the budget and the number of viable / acceptable applications. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 14

15 SPONSORSHIPS o The deadline for sponsorships is the end of August of each year. o Event sponsorships will be offered for the annual meeting in May, and other meetings as deemed appropriate. Event sponsorships can be offered at the $500 level. o At the November meeting, the event sponsorships will be $500 for breaks and $1,000 for cocktails and meals. (Per August 2007 Board Meeting). P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 15

16 NEWSLETTER Newsletter Advertising The purpose of advertisements in the chapter newsletter for the Texas Gulf Coast chapter of HFMA is first to provide for the benefit of our chapter sponsors and second for revenue to offset costs associated with the production of the newsletter from NON - Sponsor ad revenue. As such, the guidelines below will be followed as it relates to advertising for the chapter newsletter: Priority will always be given to Sponsor advertisements as provided by the list of benefits for those Sponsors who have free advertising provided as part of their sponsor level. The Sponsorship Committee will forward all relevant information to the Editor of the chapter newsletter in order to ensure such advertisements are appropriately placed in the correct number of newsletter editions. Such information includes contact name, and phone number of the Sponsor who can provide camera ready advertising to the Editor. Additionally, the number of editions of the newsletter as well as which editions should be provided to the Editor by the Sponsorship Committee. One full page of the newsletter for EACH edition of the newsletter (currently quarterly) will be reserved for NON Sponsorship advertising. Once a combination of NON Sponsorship advertising is sold whether one full page or a combination of business card, one quarter and/or one half page, then no more NON Sponsorship advertising will be accepted. The Editor of the Gulf Coast Lines newsletter reserves the right to reject any and all advertisements from NON Sponsors that do not align with the mission of HFMA or the Texas Gulf Coast chapter. NON Sponsors wishing to place an advertisement in the newsletter must contact that year s Editor directly and provide camera ready advertising within the Newsletter publishing deadlines as noted in each newsletter. Charges for such NON Sponsorship advertising will be as follows: o Business card - $75 an issue o One quarter page - $125 an issue o One half page - $220 an issue o One full page - $325 an issue P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 16

17 OTHER Flowers in the case of Death of a family member o Flowers can be sent to Chapter Leadership and at Officer s discretion in the case of death in their family or a Chapter leader s death. o Dean or Terry Newton with Non Profit Services Corp (NPSC), Chapter Administrators usually order the flowers. Membership Directory (per July 2007 Board Meeting) o A hard copy publication of the Membership Directory has been discontinued. o Money used for this was moved to education enhancement. Surveys o Use of the Chapter list for an blast for surveys is allowed. (Per January 2006 Board Meeting) University of Houston Spring Forum (per April 2007 Board Meeting) o The support of the UH Student Association Spring Forum should be budgeted annually at $800. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 17

18 FINANCIAL POLICIES Annual Financial Review A financial review to test and validate the Chapter s fiscal integrity and internal operating controls will be conducted annually and all confirmation documents submitted to HFMA National by August 1. Reason for the Review Ensures that the Chapter s financial statements correctly reflect its activities for the year. Ensures that minimum financial review procedures are in place that test the Chapter's receipts and disbursement transactions to the reconciled checking and saving account bank statements. Validates that transaction approval guidelines are in place and being observed. Requirements/Reporting Each Chapter is required to obtain an independent audit or the HFMA internal financial review that is conducted by an individual or individuals possessing the appropriate financial experience and who are not involved in the Chapter's bookkeeping activity. The Chapter s Treasurer will prepare a package of documentation to support an efficient review process, including support for all receipts and disbursements, copies of monthly financial reports, and year end reports. The individual(s) conducting the HFMA internal financial review must use the Financial Review Program provided by HFMA National. Each section of the Financial Review Program must be completed, signed and dated by the reviewer(s). The Chapter's Board of Directors should review and approve the results of the annual financial review or audit prior to submission to HFMA National. The Treasurer must ensure a copy of the Chapter s HFMA internal financial review is completed and the signed Financial Review Program sent to HFMA National by August 1st. If a Chapter decides to have an independent review performed, the review must meet the minimum guidelines established in the HFMA Financial Review Programs (a financial statement review does not meet the minimum requirements.) Chapters that have an independent audit or financial review performed need only complete and send a copy of the Confirmation of Chapter Financial Review Requirement, signed by the Treasurer and President of the year being reviewed, to HFMA National by August 1. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 18

19 Prior to submitting the IRS 990 Form, the Chapter Treasurer and Chapter President for the fiscal period being reviewed must sign and return the Confirmation of Chapter Fiscal Year End Financial Review Requirement form to HFMA National by August 1 st. Whether the Chapter conducts an independent audit or the HFMA internal financial review, the Chapter is responsible for keeping a copy of the audit or review and supporting work papers permanently on file. Other Items Identify an individual or individuals with the appropriate financial experience who are not involved in the Chapter's bookkeeping activity to conduct an operational audit review. The financial review covers the period of the fiscal year immediately just ended. Chapter leaders should submit revenue/expense information before the close of the fiscal year to the Chapter s Treasurer. Confirmation documents, including the completed Financial Review Program must be faxed or mailed to National, they cannot be ed. IRS Form 990 Financial data is required from each Chapter for the submission of a consolidated IRS Form 990 to the IRS by HFMA National. Requirements/Reporting Each Chapter is required to submit the financial information for IRS Form 990 to HFMA National's Director of Finance/Controller by August 1. Financials requested are for the period June 1 through May 31, just ended. Chapters must ensure a copy of the financial information used for IRS Form 990 is kept on file for seven years. Each Chapter must complete an audit or financial review prior to submitting the financial information for IRS Form 990. IRS Form 990 must be presented to the Board for approval prior to submitting to National. In addition to the 990 Information return form, there is an "Authorization of Inclusion of Chapter Information Form for the Group Tax Return." This will need to be signed by the Chapter Treasurer and faxed or mailed separately. Keep a copy of the general ledger permanently on file. Other Items Outgoing Treasurer is responsible for compiling and submitting the information to HFMA National and is encouraged to work closely with incoming Treasurer. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 19

20 Encourage Chapter leaders to submit revenue/expense information before the close of the fiscal year. Summarize revenues and expenses, and then generate the year's totals. Prepare the IRS Form 990 Chapter Information Form for Group Tax Return in June so the Chapter can meet the August 1 reporting date. Banking Responsibilities, Relationships and Check Signing Chapter Bank Reconciliation Bank reconciliation for each financial account must be prepared monthly. Bank reconciliations should be reviewed/approved by the Chapter President on a quarterly basis. A separate copy of the Chapter's bank statements should be mailed directly to the Chapter Administrator by the financial institution. Chapter Cash Disbursements A minimum of two Chapter officers should be authorized on every Chapter bank account. Two disbursement approvals are required on all invoices/expense reimbursements >$10,000. Two Chapter officer signatures are required on all checks/bank transfers> $10,000. Treasurer reimbursements require the Chapter President s approval. Reimbursements cannot be initiated, approved and received by the same or related party. Chapter cash receipts Cash receipts at Chapter events must be verified in writing by a second Chapter volunteer. Expense Reimbursement for Chapter Programs The Chapter shall pay all expenses necessary for the presentation of an approved Chapter meeting or workshop. Allowable meeting and workshop expenses shall include, but not be limited to: Meeting facilities Hospitality room (includes refreshments and other supplies) Speaker honoraria and expenses Meeting refreshments and other supplies The Chapter member or speaker incurring the expense shall submit a written request within 30 days to the Program Committee Chair for approval of expenses less than $2,000 for speaker fees and less than or equal to $800 in travel expenses. Speaker fees greater than $2,000 and P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 20

21 travel expense greater than $800 requires Board approval in advance. All approved requests shall be submitted to the Treasurer for payment. All requests shall identify the meeting, event date and be accompanied by detailed paid receipts. Officer and Board Member Travel The Chapter will pay for reasonable expense and registration fees for the following meetings: Leadership Training Conference (LTC) Attendance at this annual event is dependent on budget and must have prior approval by the President and Board. Consideration for attendance should include the recipient of the Motivated Member Chapter Award. Annual National Institute (ANI) The Chapter will pay expenses for the President and the immediate past President. Annual Fall Presidents Meeting - The Chapter will pay expenses for the President and President-elect. Region 9 Annual Conference The Chapter will pay travel expenses for the President and President-elect. Annual Texas State Conference The Chapter will pay expenses for the President and President-elect. The Board can approve other travel before travel occurs. General Reimbursement Guidelines The Chapter member shall submit a written request for reimbursement to the Treasurer. The request should be provided within 30 days of the travel date, include the business reason for the expense, and supporting documents when appropriate. For LTC, expenses must be submitted prior to May 15 to be included in the correct fiscal year. Chapter members are encouraged to seek employer sponsorship of professional activities and obtain expense reimbursement, whenever feasible. Scanned receipts and reimbursement requests can be submitted by to the Treasurer. In the event, a receipt is not legible in electronic format or other questions arise, the Treasurer reserves the right to request the original receipt. Travel Documentation o Airline tickets and purchase receipt must be attached to your expense report. In the event a receipt is not obtained for purchase of an airline eticket, a copy of your charge card billing statement will support a request for personal reimbursement. o Tolls and parking fees are reimbursable. o Travel by taxi or rental cars should be used only when essential for ground transportation and are not generally reimbursable without prior approval. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 21

22 o Reimbursement for personal auto use is limited to current federal IRS mileage guidelines and should be supported by mileage estimates created with MapQuest or other similar internet sources. Lodging/Meals o Reimbursement for accommodations should include a moderately priced private room in a convenient facility. Request for reimbursement for lodging must be supported by the itemized bill provided by the hotel. o Reimbursement will be made for the cost of the room and applicable state and local taxes. All other room charges are personal expense and not reimbursable. Use of the internet connections will be considered on a case by case basis and must provide a benefit to the Chapter. o Reimbursement for meals includes beverages, tip and tax; however, meals purchased elsewhere when the Association schedules group meal functions as a part of the official meeting are not reimbursable. Tips greater than 18% will not be reimbursed. Alcoholic beverages will be reimbursed with a meal at a maximum of 2 drinks per person. Committee Meetings The Chapter shall pay certain expenses necessary for the organization and management of an approved Chapter committee meeting. Committee Chairs are responsible for submitting an estimate of meeting costs for Board approval during the annual budget process. Allowable committee meeting expenses shall include, but may not be limited to: Meeting facilities, when preapproved Meeting refreshments Production of copies for hand outs used in the meeting and other supplies The Committee Chair or other Chapter member incurring the expense shall submit a written request within 30 days to the Treasurer for expenses less than or equal to the approved budget. Reimbursement of total expense greater than budget will require notification to the Board and signature approval by the President. All reimbursement requests shall identify the meeting, name of attendees, the event date and be accompanied by detailed receipts. Non-Reimbursed Personal Expenses o Entertainment expenses will not be reimbursed by the Association. o Expenses incurred by personal guests of the traveler are not reimbursable o The cost of beverages, except those associated with meals, is a personal expense and as such, is not reimbursable. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 22

23 o Purchase of travel insurance is a personal expense. o Personal expenses that are intermixed with Association expenses on hotel or other bills charged directly to the Association may be paid either directly to the hotel so that the amount billed to the Association will only be for appropriate Association expenses or deduct the amount of your personal expenses from the expense reimbursement requested. The first alternative is preferred. Record Retention Review The record retention site should be visited the by Treasurer, Secretary and President-Elect at least once a year in October or November. The visit is to ensure that records are properly stored and safeguarded. Records that no longer need to be maintained according to Document Retention and Destruction Policy should be removed and destroyed. Annual Operating Budget Each Chapter submits a financial representation of the Chapter's goals and objectives showing expectations of income and expenses for the upcoming fiscal year. Budget Purpose Provides clear guidance for officers and the Board to monitor/plan the committee activities that generate expenditures and Chapter income Keeps entire Board up-to-date throughout the year on other's responsibilities Provides clear benchmarks for ongoing operations Requirements/Reporting The Chapter Treasurer is responsible for the annual operating budget process The President-elect should lead this process and include the Chapter officers, Board members and any other appropriate volunteers who will have significant impact on operations in the coming fiscal period. The final proposed budget should be presented at the May Board Meeting to obtain approval. To meet Davis Chapter requirements, the Chapter must submit the annual operating budget to HFMA National by June 1. Prepare the annual budget in conjunction with the strategic plan. Incorporate some cushion in the budget for emergency or unanticipated expenses. Have the incoming Treasurer work closely with the outgoing Treasurer to spot trends and/or potential funding issues. Meet with incoming officers to discuss specific situations after a general data sharing session with both incoming and outgoing officers. Have each officer/committee submit their own budget and then compile for the whole Chapter. Publish at least a summary and give status reports periodically to the Board. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 23

24 Analyze financial performance throughout the year against this fixed base. The Treasurer is responsible for bringing fiscal issues, once identified, to the Board for discussion and direction. Be prepared to re-examine even normally approved expenditures if the income goals are not met during a budget year. P:\My Documents\Melissa Fisher\HFMA BOARD Polices Final Doc 24