Use a separate voucher for each check to be issued. To avoid delay of payment, fill out the expense voucher thoroughly. If you do not get a fax or email confirmation within seven days, contact the National Office.
All vouchers must be submitted within 60 days of purchasing by or billing to the chapter and must be accompanied by original invoices or receipts.
It has advice on ASMP’s policy for reimbursement of chapter expenses. The system was designed to provide a means of funding ASMP chapters that fits within good accounting practices, does not unnecessarily inhibit the freedom of chapter leaders, is manageable from the chapters’ perspective and is manageable from a staff perspective.
From ASMP’s National revenues (member dues). Each October, the National Board appropriates a sum of funds, based on each chapter’s enrolled membership, to be used at the chapter level and at the discretion of the chapter leadership within the parameters set by the Board.
The voucher system is simply a means of reimbursing chapters for certain expenses that they incur in the performance of their function. Unlike the prior rebate system, the voucher system requires that a chapter make an expenditure, then report it to National for reimbursement. Alternatively, the chapter can send in a voucher to have National pay an invoice that the chapter owes; the money, of course, comes from the chapter’s annual allocation. Either way, the expenses and purchases must fall within the categories of authorized expenses.
Generally, chapters fulfill membership recruiting, social and educational roles in ASMP. The main activities are meetings and newsletters, coupled with some administrative apparatus. The types of expenses which flow from these activities are predictable. Printing, postage, graphic design, telephone, speaker expense, food and beverage, facility rental, equipment rental, transportation, part time help, salaries and insurance are good examples. These are the kinds of expenses eligible for payment under the voucher system policy.
The above list is not the final story. As needs evolve, the nature of authorized expenses will be defined by the National Board in consultation with the chapters.
In a nutshell, fill out a voucher, attach the receipts, and send it to National. The voucher form has spaces for the vendor name, local officer approvals, date of event or newsletter, description of goods or services being purchased, etc. It has a list of the expense categories you can assign. It also has options for sending the payment to the chapter or the vendor.
All vouchers must be submitted within 60 days of purchasing by or billing to the chapter and must be accompanied by original invoices or receipts. Exceeding the 60 day requirement will result in the denial of payment, making it the responsibility of the chapter and/or its officers.
Once received at National and approved, a voucher will be scheduled for payment at the next check writing. National writes checks twice a month.
The easiest way is to print and fill out the Voucher form
, then scan it, and all the receipts, into a PDF. E-mail the PDF to firstname.lastname@example.org
Alternatively, make copies of all receipts and filled out Voucher form and send the originals to:
P.O. Box 31207
Bethesda, MD 20824
This is discouraged. If the chapter requires advance funding for any purpose, please apply in writing to the National Executive Board. Your request must include copies of the latest bank statements from all chapter accounts, and should be e-mailed to ASMP accountants. The National Executive Board has the sole discretion in deciding whether to advance the funds.
Chapters shall not hire employees or professional service providers without the approval of the National Executive Board. For tax reasons, all employees must be paid through the National payroll system. The chapter can pay National out of its local accounts, or it can have the money deducted from its annual allotment of National funding. If the chapter’s remaining National allotment funds are not enough to cover the payroll, the chapter must send local money to National in advance of the payroll disbursements.
Chapters may not enter into any financial commitment with a face value of $3,000 or more without the review and approval of the National Executive Board. (The Board must conduct its review within 48 hours of the time your request arrives at the National Office.) ASMP National cannot enter into contractual relationship with its chapters.
National will supply financial reports on a monthly basis to the officers in each chapter, who are then responsible for further dissemination of the reports. The chapter’s expenses are booked in accord with our normal accrual accounting procedures. That is, expenses are recorded as of the date shown on your purchase receipts, not the date you submit the voucher. This gives the most accurate picture of ASMP’s expenses and liabilities at all times.
Use the categories that are listed on the Voucher form
. It describes the types of expenses authorized for reimbursement or purchase. If none of the categories seems quite right, contact ASMP accountants at email@example.com
or call 215-451-2767
Send the vouchers with supporting documents to the National Office. You should make photocopies for your own records; National requires the originals so that the substantiating invoices or receipts can be verified.
Typically, the current calendar year’s allotment is determined by the number of chapter members as of the previous October. The chapter gets $30 for each Professional Member, $25 for most other dues-paying members, and $10 for Student Associates.