Tampa Bay Area Chapter (TBAC) of the National Institute of Governmental Purchasing (NIGP) Standard Operating Procedures (SOPs) Manual

Transcription

1 Tampa Bay Area Chapter (TBAC) of the National Institute of Governmental Purchasing (NIGP) Standard Operating Procedures (SOPs) Manual

2 Tampa Bay Area Chapter (TBAC) Standard Operating Procedures Table of Contents and Effective Dates SOP # Title Effective Date President PR PR 1 Chapter Survey Procedures 5/11/2016 PR 2 Chapter Property 8/27/2015 Vice President VP Treasurer TR TR 1 How to Process and Make Bank Deposits 8/27/2015 TR 2 How to Process Chapter Scholarships 5/11/2016 TR 3 How to Process Subsidy Reimbursements 6/28/2016 Secretary SC SC 1 How to Process Chapter Board Meeting Minutes 8/27/2015 Past President PP PP 1 How to Submit Chapter of Year Application 8/27/2015 Membership MEM MEM 1 Retiree Membership Verification 8/27/2015 Professional Development PD Programs PRO Communications CM CM 1 How to Make Updates to the Chapter Website 8/27/2015

3 Chapter Survey Procedures EFFECTIVE: 5/11/2016 AMENDS: 8/27/2015 FIRST POLICY: 8/27/2015 LAST REVIEWED: 5/11/2016 PR 1 I. PURPOSE: The purpose of this Standard Operating Procedure is to establish and document the use of Chapter Manager surveys for establishing the volunteer pool for the various TBAC events, such as Trade Shows, Reverse Trade Shows and Golf Tournaments. The Chairperson for the Reverse Trade Show shall be established via use of the Chapter Manager survey as well, but will only be made available to the Committee Chair volunteers from the prior year s event. II. Prior to each TBAC event, the Chapter President shall establish a Chapter Manager survey to establish a fair and equitable system for determining volunteers for each event. A. At a minimum of at least four months prior to date of said event, the President shall make contact with the event Chairperson. The Chairperson will review the volunteer position list and confirm to the President the continued need for each volunteer position. Should the Chairperson request changes to the volunteer position list, the President shall present this request to the Board for approval. B. Immediately following, the President will create a Chapter Manager survey, following the format of prior volunteer surveys. Once the survey is created, a web link is provided for members to participate in the survey. At the time the survey is created, the link will not be made active. C. The President will submit an eblast request to the Secretary, to advise members of the upcoming volunteer opportunities, and provide a list of each volunteer position duties as well as the survey web link and the time and date the survey will open and conclude. The timing of opening of the survey should take into account regular business work hours, be posted on a weekday and shall not be posted during holiday weeks or school breaks. D. Shortly before the survey is due to become active, another eblast shall be sent to membership. E. The President will make the survey active at the designated date and time.

4 F. At the conclusion of the survey, the President shall tally the results and provide the volunteer list to the Chairperson, the Board and also the all survey respondents via an . G. The President shall recruit additional volunteers on a first come, first serve basis if all the volunteer positions were not filled as a result of the Chapter Manager survey. If members are considered a standby volunteer due to their top two requests being filled, these members shall be offered those open positions first. Additionally, the President shall follow the same procedure for any member withdrawing from their volunteer position.

5 Chapter Property EFFECTIVE: 8/27/15 AMENDS: New FIRST POLICY: 8/27/15 LAST REVIEWED: PR 2 I. PURPOSE: The purpose of this Standard Operating Procedure is to establish ownership of TBAC property. Property is defined as items solely associated to the business of the Chapter and/or items purchased, donated or awarded to the Chapter. II. A. The following property shall be maintained, held and inventoried by the current Chapter President: Chapter Banners; Chapter President s Gravel; Chapter Big Check (for charitable presentations); Left over supplies from Trade Shows - The President shall keep an inventory of items currently on hand so they can be utilized at the next trade show or other events as needed; P O Box Key. B. The following property shall be maintained, held and inventoried by the current Chapter Treasurer: Check Book; Deposit Slips and Deposit Bag; Deposit Only stamp; Laptop Computer; File box and miscellaneous office supplies; All Treasurer business paperwork (filed tax forms, bank notices, etc.); P O Box Key. C. The Chapter President and Chapter Treasurer shall maintain these items in good condition and be accountable for the locations on each and every item. D. As soon as possible after their term is concluded, the President and Treasurer shall turn over all referenced property to the incumbents.

6 How to Process and Make Bank Deposits TR 1 EFFECTIVE: 8/27/15 AMENDS: New FIRST POLICY: 8/27/15 LAST REVIEWED: I. PURPOSE: The purpose of this Standard Operating Procedure is to establish direction for processing and making bank deposits into the TBAC s bank account. The Board Treasurer shall be responsible for processing any cash and check payments for all events, such as the Vendor Trade Show, Reverse Trade Show, Golf Tournament, 50/50 Raffle, Membership Dues, Chapter Meetings, etc. and preparing the items for deposit into the Chapter s bank account. II. The Board Treasurer monitors the Chapter s PO Box once a week at a minimum and then daily prior to an event taking place for any payments made via check or cash that require deposit into the Chapter s bank account. A. All deposit types are to be grouped and made separately. Deposit types include but are not limited to the following: Membership Dues Chapter Meeting & Luncheon Spring Trade Show Fall Reverse Trade Show 50/50 Raffle Golf Tournament B. Scan/copy each event registration/membership and forward to the appropriate Board Member or Committee Chair. C. Stamp the backside of each check with the Chapter s Deposit Only stamp. D. Complete the deposit slip for each type of deposit. Fill in the date, check numbers, company or member name, and dollar amount. Total up the number of checks and/or cash to be deposited. In the upper left hand corner, write a short description of what the deposit type is. For example: Golf tournament, Fall RTS, 50/50. E. Take deposit to the bank to be recorded. F. Attach a copy of the deposit slip to the corresponding paperwork (check stubs, copy of event registration, etc.) and file in the current month s records.

7 How to Process Chapter Scholarships EFFECTIVE: 5/11/2016 AMENDS: New FIRST POLICY: 5/11/2016 LAST REVIEWED: TR 2 PURPOSE: The purpose of this Standard Operating Procedure is to establish direction for the Treasurer to process scholarships from the Chapter. The Treasurer of the Board shall be responsible for making payments or reimbursements for/to Chapter members to attend Forum, FAPPO and other conferences. In late February or early March the members will be notified by the VP of their scholarship award information. Once scholarship award notification has been sent to members by the VP, the Treasurer will be responsible for sending notification to the awarded members on their next steps Follow this process for members that have been awarded a scholarship for Forum: Step 1 Send an out to members letting them know the deadline for submitting their registration information and hotel reservation dates. Sample of the that should be sent out: This will outline the process for Forum registration, hotel reservations, and airfare reimbursement: Hotel Reservation - Please fill in the Check-In date and Check Out-date to be covered by your scholarship (the number of nights covered are outlined on the attached reservation form). If more than one guest is anticipated, please provide that information as well. In addition, please include the additional nights on your submitted sheets as I will be coordinating those with the hotel as well. Once I have made reservations, I will forward to you your hotel confirmation number. Please note: Members are responsible for any other items, as well as any additional night s stay (which will include taxes 18%) and will need to supply a personal credit/debit card at check-in for possible personal charges. The Chapter is not responsible for any extra charges, such as refrigerators, room service, Internet, in-room snacks/beverages, etc.

8 Forum Registration - Once all of the hotel reservations have been made, I will work with NIGP on the Forum registration. Please fill out all applicable information on page 2 of the 2016 Forum Early Registration Form (Leave the Hotel Confirmation # blank). In addition, please leave the credit card payment information fields blank on page 3. I will enter this information as I am using the Chapter credit card to pay for your registration. If you are an approved workshop presenter for Forum, please indicate this on your registration form so I can take the discount into consideration when I am working through the registrations. Please note: Return both the early registration form and hotel reservation form to me via by (establish a date which allows enough time for early registration discounts). Airfare Reimbursement - Once you have purchased airfare for Forum, you can submit your reimbursement application form (see attached) to the Chapter Vice President for her review. After approval, I will reimburse you with a check. This reimbursement will be approved in advance of Forum. The deadline on reimbursement requests is December 31, (of the current calendar year). Important Note: In the event you cannot attend Forum, you will be responsible for reimbursing the Chapter for any prepaid Forum scholarship awards such as the registration, hotel, and airfare cost. If you have any questions, please contact me no later than TBD at noon so that I can address any concerns you may have. Step 2 Once all of the hotel reservation information has been received, contact the host hotel s event coordinator. They will work with the Treasurer on reserving the rooms. Send the following to the event coordinator along with the spreadsheet and they will reserve all of the rooms and the spreadsheets back to the Treasurer with the confirmation numbers filled in: Good Afternoon, The highlighted column is the dates the Chapter (I) will be paying for and the second column is the one that the individuals will be responsible for. I need to make sure that the individuals can give their personal cards at time of check-in for the additional nights and holds will be put on their personal card for extras. In addition, I need to make sure my card is not charged anything other than the highlighted amounts. The Forum hotel may allow for the rooms to be booked without a credit card. They may request card information a month before the event. Reminder there is a single transaction limit on your card. When you are running large dollar purchases, you will need to touch base with the bank before you do so. Step 3 Once you have all of the hotel confirmation numbers, fill those in on the individual registration forms and fax the information to NIGP. Remember to contact the bank before you make this large dollar charge. Treasurer may need to work with NIGP to split the transactions so that the charge would go over $7500 (daily, transaction limit set by the bank). In addition, the President and VP approved ability to process registrations for those that are paying with their personal funds or their entity is paying for it so they get the

9 discounted group rate. Charge the individuals on their credit card through Stripe and then NIGP charges the chapter s card for their registrations with the group. The Treasurer will receive approved airfare reimbursement requests from the Chapter VP. Checks should be mailed to the members as those are approved. Follow this process for members that have been awarded a scholarship for FAPPO: Step 1 Send an out to members letting them know the deadline for submitting their registration information. Sample of the that should be sent out: This will outline the process for FAPPO registration and hotel reservations: FAPPO Registration - If the FAPPO registration forms are turned in to me by March 18, 2016, I will take care of the FAPPO registration with the Chapter credit card. Please fill out all applicable information on the attached FAPPO registration form. Please leave the credit card payment information fields blank. I will enter this information and work with FAPPO on making the payment. Hotel information for FAPPO is as follows: (Supply the members the current year hotel information here) Call and request a room out of the group block FAPPO Florida Association of Public Procurement Officials or book online at the following website: Members are responsible for reserving their hotel for FAPPO and submitting their scholarship reimbursement request to the VP after the event. After approval, I will reimburse you by check. If applicable, travel is also handled as a scholarship reimbursement and reimbursed to you by check. Important Note: In the event you cannot attend FAPPO, you will be responsible for reimbursing the Chapter for any prepayments for the registration. Step 2 Once the registration forms have been turned in, the forms to FAPPO for payment utilizing the Treasurer s credit card. Follow this process for members that have been awarded any other scholarship (one, two, or three day classes): This will outline the process for conference reimbursement: Members are responsible for paying for conference registrations and submitting their scholarship reimbursement requests to the VP after the event. After approval, I will reimburse you by check. If applicable, travel and hotel is also handled as a scholarship reimbursement and reimbursed to you by check.

10 How to Process Subsidy Reimbursements TR 3 EFFECTIVE: 6/28/16 AMENDS: New FIRST POLICY: 6/28/16 LAST REVIEWED: PURPOSE: The purpose of this Standard Operating Procedure is to establish direction for the Treasurer to process subsidy reimbursements. The Treasurer of the Board shall be responsible for approving and making payments to Chapter Members (or their agencies) who attend Chapter sponsored educational courses. Step 1 - After the Chapter sponsored educational course takes place, the Professional Development Chair will the attendees to inform them of the process to on how to request a subsidy reimbursement. Step 2 - Members are responsible for executing the form and ing it to the Treasurer. Step 3 - The Treasurer is responsible for approving the form by making sure that the individual requesting reimbursement is an active Chapter Member and making sure the 40% subsidy reimbursement request does not include a late fee. Step 4 - Once approved, the check is to be made out to the individual or agency noted on the form and sent out via US Mail.

11 How to Process Chapter Board Meeting Minutes SC 1 EFFECTIVE: 8/27/15 AMENDS: New FIRST POLICY: 8/27/15 LAST REVIEWED: I. PURPOSE: The purpose of this Standard Operating Procedure is to establish direction to record, transcribe and publish TBAC Board meeting minutes. The Secretary to the Board shall be responsible for preparing the agenda for regular meetings, Board meetings, and special meetings in collaboration with the other Board Members. II. Prior to each meeting, the Chapter Secretary shall the Board members requesting suggested topics for the upcoming meeting. The Chapter Secretary shall prepare Board meeting agendas with the suggested topics along with the following: Call to order Roll call Approval of previous Board meeting minutes Approval of treasurer s report Approval of disbursements Committee reports Old business New business Adjournment The Chapter Secretary shall prepare meeting minutes and distribute the minutes to the Board members for review prior to the next scheduled meeting. Once the minutes have been approved by the Board, the residing President shall endorse and a signed copy shall be ed to the Communications Chair for posting on the Chapter s website.

12 discounted group rate. Charge the individuals on their credit card through Stripe and then NIGP charges the chapter s card for their registrations with the group. The Treasurer will receive approved airfare reimbursement requests from the Chapter VP. Checks should be mailed to the members as those are approved. Follow this process for members that have been awarded a scholarship for FAPPO: Step 1 Send an out to members letting them know the deadline for submitting their registration information. Sample of the that should be sent out: This will outline the process for FAPPO registration and hotel reservations: FAPPO Registration - If the FAPPO registration forms are turned in to me by March 18, 2016, I will take care of the FAPPO registration with the Chapter credit card. Please fill out all applicable information on the attached FAPPO registration form. Please leave the credit card payment information fields blank. I will enter this information and work with FAPPO on making the payment. Hotel information for FAPPO is as follows: (Supply the members the current year hotel information here) Call and request a room out of the group block FAPPO Florida Association of Public Procurement Officials or book online at the following website: Members are responsible for reserving their hotel for FAPPO and submitting their scholarship reimbursement request to the VP after the event. After approval, I will reimburse you by check. If applicable, travel is also handled as a scholarship reimbursement and reimbursed to you by check. Important Note: In the event you cannot attend FAPPO, you will be responsible for reimbursing the Chapter for any prepayments for the registration. Step 2 Once the registration forms have been turned in, the forms to FAPPO for payment utilizing the Treasurer s credit card. Follow this process for members that have been awarded any other scholarship (one, two, or three day classes): This will outline the process for conference reimbursement: Members are responsible for paying for conference registrations and submitting their scholarship reimbursement requests to the VP after the event. After approval, I will reimburse you by check. If applicable, travel and hotel is also handled as a scholarship reimbursement and reimbursed to you by check.

13 How to Submit Chapter of Year Application PP 1 EFFECTIVE: 8/27/15 AMENDS: New FIRST POLICY: 8/27/15 LAST REVIEWED: I. PURPOSE: The purpose of this Standard Operating Procedure is to establish direction develop and submit applications for Chapter of the Year (COY). The Immediate Past President to the Board shall be responsible for gathering the required information and supporting documentation/photos in collaboration with all Chapter members and submitting the COY application on behalf of the Chapter. II. To facilitate the process, information should be gathered in the previous year (during individual s term as President) as each activity or event occurs using the previous year s COY application as a guide for the types of items that are applicable. NOTE: requirements on the application change from year to year so information and supporting documentation will have to be screened to ensure it is applicable. Before March 15 th each year the Past President will send out an eblast to Chapter members identifying the categories and soliciting input and supporting documents/photos from all members on Chapter activities they have participated that could be included in the COY application. Past President should begin compiling the COY application no later than 60 days prior to the submission deadline. A draft of the COY application should be submitted to the Board no later than 15 days prior to the submission deadline for review and feedback. Once the COY application has been reviewed by the Board, the Past President should finalize the document with the addition of any other pertinent information or documentation received. Past President should utilize electronic spelling and grammar software to proof the application. Unless otherwise instructed in the application instructions, COY application should be in full color, with both a front and back cover and include web hyperlinks where applicable. Title pages identifying each section should be inserted and each page should

14 include a footer that identifies the Chapter and a header to include page numbering. Past President will submit the COY application to NIGP per the instructions in the application no later than three days prior to the submission deadline.

15 Retiree Membership Verification EFFECTIVE: 8/27/15 AMENDS: New FIRST POLICY: 8/27/15 LAST REVIEWED: MEM 1 I. PURPOSE: The purpose of this Standard Operating Procedure is to verify and document retired Chapter members. The Membership Chair shall be responsible for verifying eligibility. II. Upon submission of request by a retiree for membership, one of following methods of verification must be completed: A search of membership directory and/or website members list to verify that retiree was an active member of the Chapter. A call or to the retiree s previous entity Purchasing/Procurement Department. In the event of time lapse between employment and retirement documentation request, proof must be submitted (for example letter of retirement).

16 How to make updates to the Chapter website CM 1 EFFECTIVE: 8/27/15 AMENDS: New FIRST POLICY: 8/27/15 LAST REVIEWED: I. PURPOSE: The Communications Chair shall be responsible for updating the Chapter s website with new and up to date information such as Pro-D class information, documents and files, pictures, and other information as requested. II. Requests are received from the board members. The following are an example of the items that may require updating: Picture Gallery Professional Development Classes/New Class Schedule Board Meeting Minutes Spring Trade Show Fall Reverse Trade Show Luncheon Flyers Reimbursement Forms Presentations Documents The Communications Chair shall make the requested changes in a timely manner and advise the requestor as soon as it is complete.