West Virginia Chapter Policy Manual
Revised March 1, 2010
West Virginia Chapter POLICY / PROCEDURECHAPTER LEADERSHIP
/ No.1 / Page
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Guests from National HFMA for Officer Installation and Mini-LTC / Effective Date
01/19/05 / Review Date.
03/01/2010
The West Virginia Chapter of HFMA will invite one (1) or two (2) guests from National HFMA to our Annual Officer Installation Meeting and Mini-LTC. The number of guests, as well as who will be invited, will be at the discretion of the President. Additionally, a gift with a value of up to $50.00 will be presented to each guest invited. The President will be responsible to select and purchase the gifts. The Chapter will reimburse guest(s) from National’s travel and lodging expenses.
If at any time the President feels, due to special circumstances, that the number of guests or the value of the gift should be above the limits defined in this policy, this would be presented to the Board for approval.
West Virginia Chapter POLICY / PROCEDURECHAPTER LEADERSHIP
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Mid-Atlantic Conference Expenses / Effective Date
01/19/05 / Review Date.
03/01/2010
The Chapter will be responsible for the expenses incurred by the President/designee when attending the Mid-Atlantic Conference. Additionally, when the West Virginia Chapter is the host chapter, registration and expenses for the Program Chairperson for Mid-Atlantic will be paid by the chapter.
West Virginia Chapter POLICY / PROCEDURECHAPTER LEADERSHIP
/ No.3 / Page
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Registration Fees - Region IV Presidents / Effective Date
01/19/05 / Review Date.
03/01/2010
All Presidents in Region IV will have registrations waived for all West Virginia educational meetings. This will include presidents in Virginia, Maryland, Kentucky, and North Carolina. Presidents will be responsible for their own travel expenses.
West Virginia Chapter POLICY / PROCEDURECHAPTER LEADERSHIP
/ No.4 / Page
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Registration Waived - Officers / Effective Date
01/19/05 / Review Date.
03/01/2010
The Chapter will pay for certain expenditures necessary for a Chapter meeting or workshop. The following expenses are allowable:
· The West Virginia Chapter will waive the registration fee for all Chapter Education Meetings and other Chapter sponsored educational events for Chapter Officers (President, President-Elect, Secretary and Treasurer).
· Any additional activities which are not included in the standard registration fee are the responsibility of the member.
West Virginia Chapter POLICY / PROCEDURECHAPTER LEADERSHIP
/ No.5 / Page
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Travel for Chapter Representatives / Effective Date
01/19/05 / Review Date.
03/01/2010
The Chapter will pay budgeted travel expenses for the following:
· Leadership Training Conference (LTC) workshop for incoming President, President-Elect, Treasurer, Secretary, Past President. To be considered are the Second Year Board members, Newsletter Chair, Sponsorship Chair, Membership Chair. If LTC meeting content should warrant sending additional Committee Chairs, the Officers/Board must approve.
· Fall president’s meeting for President and President-Elect or Secretary in the event the President or President-Elect is unable to attend.
· Annual National Institute for President, President-Elect and Past President. In the event of winning the Shelton Award, the Chapter will pay the expenses of the five immediate past presidents to include travel and one night’s lodging. If the CLR is a member of our Chapter, we will pay the appropriate expenses not paid by National or Region IV.
Travel is defined in Policy 18.
A completed reimbursement request form shall have appropriate supporting detail and must be approved by the Treasurer or President prior to reimbursement. The reimbursement request form is available on the Chapter Website at www.wvhfma.org.
West Virginia Chapter POLICY / PROCEDURECHAPTER LEADERSHIP
/ No.6 / Page
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Region IV Planning / Effective Date
01/19/05 / Review Date.
03/01/2010
West Virginia will be represented by the President-Elect or a designee at Region IV Planning Committee meetings. The Chapter will reimburse covered expenses for attending Region IV Planning meetings as outlined in Policy 18.
West Virginia Chapter POLICY / PROCEDUREEDUCATION
/ No.7 / Page
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Authorization for Payment of Speaker Fees / Effective Date
01/19/05 / Review Date.
03/01/2010
The West Virginia Chapter authorizes the Program Chair to obligate the Chapter for speaker fees of up to budgeted $2000.00 (maximum of two speakers per meeting at this rate) for any of the regularly scheduled Chapter Institutes. Speaker fees in excess of this amount, or not budgeted, will require the approval of the Board.
West Virginia Chapter POLICY / PROCEDUREEDUCATION
/ No.8 / Page
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Educational Programs / Effective Date
01/19/05 / Review Date.
03/01/2010
The Chapter Board of Directors directs the Education and Program Chairs to ensure that speakers are aware of the policy concerning promoting their company or product. Speakers will not be allowed to promote their company or product as the primary reason for their presentation at any educational program. Also, speakers will be cautioned not to comment on the competitor’s product.
West Virginia Chapter POLICY / PROCEDUREEDUCATION
/ No.9 / Page
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Meeting and Workshops / Effective Date
01/19/05 / Review Date.
03/01/2010
The Chapter shall pay for certain expenditures necessary for a Chapter meeting or workshop. The following expenses are allowable:
· Meeting facilities.
· Hospitality room to include refreshments and supplies.
· Speaker expenses (non-Chapter members) include travel, accommodations, meals, gratuities, and honorarium, if appropriate. (See Policy 13.)
· Chapter members who are speakers are not required to pay registration fees. However, accommodations and travel will be the responsibility of the member. Exceptions to this policy will be made at the discretion of the President, including honorarium.
· Sponsor free registrations will be given in accordance with the Corporate Sponsorship Program guidelines (See Policy 27).
· The incurred expenses shall be approved by the Program Chairman or President. Approval and payment will be issued based upon the Speaker Policy and Contract outlined in Policy 13.
· The Program Chair is responsible for providing supporting documents as to expenditures for each completed program activity to the treasurer within thirty (30) days after completion of the meeting or workshop.
· Entertainment expenses will be covered by the chapter. Any expense exceeding $1,500 must be approved by at least 2 Board members.
West Virginia Chapter POLICY / PROCEDUREEDUCATION
/ No.10 / Page
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Refunds for Educational Sessions / Effective Date
01/19/05 / Review Date.
03/01/2010
Requests for refund made at least 2 weeks prior to the Institute or other Chapter sponsored event will be 100% refunded.
Requests for refund made less than 2 weeks prior, but at least 3 days before the Institute or other Chapter sponsored event, will be 80% refunded.
Requests for refund made less than 3 days before an Institute or other Chapter sponsored event, will not be refunded.
West Virginia Chapter POLICY / PROCEDUREEDUCATION
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Speaker Gift - Honorarium / Effective Date
01/19/05 / Revised Date.
03/01/2010
The West Virginia Chapter will present to the speakers who are not receiving an honorarium a wrapped gift worth approximately $30. A Chapter representative will make the presentation at the close of the speaker’s comments.
West Virginia Chapter POLICY / PROCEDUREEDUCATION
/ No.12 / Page
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Waived Registration Fees for Education Sessions / Effective Date
1/22/2010 / Review Date.
03/01/2010
Active members in good standing can apply for a waiver of registration fees to Chapter Education Sessions. Chapter members who are unable to attend education sessions due to corporate budget reductions or job loss, can apply for waiver of meeting registration fees by contacting the Chapter President or President Elect. The chapter member will need to provide an explanation of the circumstances leading to the waiver request. The Chapter President or President Elect will seek approval of the waiver request from the Chapter Board of Directors. The Board of Directors will make a determination based on the members’ participation in Chapter activities during the previous 24 months and the circumstances leading to the waiver request.
Registration Fee waivers must be requested for each education session the Chapter member plans to attend.
For requests received after a schedule Board Meeting has been held, approval can be obtained via e-mail from a majority of Board members.
The Chapter President or President Elect will notify the requesting member of the Board’s decision.
Individuals seeking waiver of National Dues should contact National HFMA or visit the National HFMA website.
West Virginia Chapter POLICY / PROCEDUREEDUCATION
/ No.13 / Page
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Speaker Policy / Effective Date
1/22/2010 / Review Date.
03/01/2010
The Speaker Contract, Speaker Information Form, Hotel Form, Audio Visual Request Form and Reimbursement Form are available on the Chapter website at www.wvhfma.org.
West Virginia Chapter POLICY / PROCEDUREFINANCE
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Cash Management Policy / Effective Date
01/19/05 / Review Date.
03/01/2010
The Treasurer of the Chapter shall maintain accounts in qualified banks, in the name of the Chapter, covered by FDIC.
The checking account and investment accounts shall have two (2) officers authorized to sign for disbursements. Authorized signature shall be the Treasurer and President.
On all checks over $5,000.00, pre-authorization by an Officer other than Treasurer is required and a listing with Treasurer’s report is required. This authorization may occur as an email approval.
Funds not needed for current operations of the Chapter shall be invested in a qualified institution within West Virginia covered by FDIC or FSLIC.
The Treasurer shall be required to get approval from the Board of Directors for a change in the financial institution in which the accounts are maintained.
West Virginia Chapter POLICY / PROCEDUREFINANCE
/ No.15 / Page
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Financial Records / Effective Date
01/19/05 / Revised Date.
03/01/2010
The Treasurer of the Chapter shall maintain, as a minimum, the following accounting records on a cash basis:
· check book
· cash receipts and disbursements book.
· monthly bank statements and related reconciliations.
· invoices, check requests and other appropriate documentation supporting all expenditures.
· supporting documents for each completed program activity of the Chapter, submitted by the Program Coordinator to the treasurer within thirty (30) days after the completion of a program or meeting.
The Treasurer is responsible for filing the following information to HFMA National as related to the fiscal year for which the position was held:
Authorization to be included in the Group Tax Return – due July 31, Consolidated Group Tax Return Information – July 31, and Official Address Form – Due June 30.
The Treasurer is responsible for preparing a list of unpaid bills and uncollected amounts owed to the Chapter at the end of the fiscal year (May 31). This list must be provided to the new Treasurer.
West Virginia Chapter POLICY / PROCEDUREFINANCE
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Financial Review Schedule / Effective Date
01/19/05 / Review Date.
03/01/2010
In keeping with accepted accounting practices, each Treasurer's Financial Records will be reviewed annually by an individual or individuals appointed by the Financial Review Committee. The individual or individuals will possess the appropriate financial experience to complete the review and will not have been involved the Chapter’s bookkeeping activities during the proceeding two years. The President-Elect shall be responsible for coordinating this Charter Requirement. The Annual Financial Review will be completed prior to submitting IRS Form 990 to National HFMA.
National HFMA provides guidelines which will be utilized to complete the annual financial review. The Confirmation of Chapter Fiscal Year End Financial Review Document must be submitted no later than August 1 of each year.
West Virginia Chapter POLICY / PROCEDUREFINANCE
/ No.17 / Page
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Supplies and Postage / Effective Date
01/19/05 / Review Date.
03/01/2010
The Chapter shall pay for any budgeted supplies and postage expenses. Expenditures shall be limited to officers, directors, and committee chairmen.
If any Chapter member, other than those stated in the policy, incurs non-budgeted expenditures, their request for reimbursement should be submitted to the President via the officer, director or committee chairmen associated with the activity.
The requests should be initiated by preparing an expense reimbursement form indicating the reason for reimbursement and supporting documents when appropriate. The reimbursement request form is located on the Chapter website at www.wvhfma.org.
West Virginia Chapter POLICY / PROCEDUREFINANCE
/ No.18 / Page
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Travel Reimbursement / Effective Date
01/19/05 / Review Date.
03/01/2010
It is the policy of the West Virginia Chapter of HFMA to reimburse Officers and Directors of the Chapter for their reasonable incurred expenses of travel in the course of carrying out the duties of their office. The Chapter will not reimburse Officers and Directors for expenses incurred in conjunction with attendance at regularly scheduled Board meetings and Committee meetings, excluding those held in conjunction with the Chapter's major programs. Reasonable expenses are defined below:
· Transportation:
o Air travel by coach class only is reimbursable. Every effort should be made to obtain the most economical fare available by scheduling travel early enough to receive advance purchase discounts. Travel covering a Saturday night stay should be considered and will be permitted only when the reduction in air fare will more than offset the increased hotel, meals, and other expenses associated with the extra days. First class air fare will be allowed only with approval of the President. First class travel by the President must be approved by the President-Elect.
o Travel by personal automobile will be reimbursed at the current per mile rate allowed by the IRS for the most direct route. The cost of auto travel will not be reimbursed for more than $30.00 above the cost of air fare for the same destination.
o Ground transportation will be reimbursed as incurred for taxi or similar limo services necessary for transportation between the airport and the destination hotel.
o Rental car expenses are reimbursed when the cost of such will not exceed the cost of other modes of ground transportation. When multiple members of the Board are traveling to the same destination, good judgment should be used in the number of rental cars.