Region 2 - Approved Budget - 2008

Any request for reimbursement of reasonable expenses will be paid promptly by the Treasurer providing that the total YTD expenses in a particular category is less than 110% of the budgeted amount. Disbursements of funds in an amount greater than 10% above the approved budget for an individual category, will not be made without the approval of a simple majority of the Board.

Original receipts are suggested for all items, and expected (required) for all individual expenses greater than $50. (The original receipts will be returned, if requested, and a copy of the original receipt kept in the file.) In the absence of receipts for amounts over $50, all reasonable expenses will be reimbursed, when accompanied by a statement from the requestor that the expenses are either actual or their best estimate, and upon the approval of a simple majority of the Board.

Requests for reimbursement of expenses should be submitted in a timely fashion. For budgetary consistency, it is important to have expenses posted in the same fiscal year in which they were budgeted. Requests for expenses incurred more than 12 months previously, will only be processed upon the approval of a simple majority of the Board.

Requests for a prepayment against anticipated expenses where significant cash outlay is involved will be honored - for example, Newsletter printing, Awards, etc.. Just let the Treasurer know the amount of the advance you are seeking (up to the budgeted amount) and any additional expenses, or refunds will be resolved when the receipts are returned.

For the purposes of these guidelines, the Board shall refer to elected officers, Affiliate chairs or their delegated representatives. In the case where an individual occupies two or more seats, that person is entitled to one vote. Approvals at Board Meetings will require a quorum be present and that a simple majority of those Board Members present approve the action. At other times, required approvals will be obtained from Board by the Treasurer using e-mail or phone contact. In those instances, all Board members will be asked to vote, and a simple majority of the entire Board is required for a vote to be considered valid.