FINANCIAL OPERATING POLICIES
Farmington Education Association Updated September 2010
EXPENSE REIMBURSEMENTS AND PAYMENT OF BILLS
It shall be the policy of the Farmington Education Association that the treasurer is authorized to pay all bills upon receipt of a bill or an expense reimbursement form (with all receipts attached) which is properly completed and signed by the member. FEA will not issue advances. All original receipts, where reasonably possible, shall be attached to the expense reimbursement form. FEA’s guideline is “No receipt, no signature, - no money”. If a receipt is lost an explanation must be provided on the expense reimbursement form. Expense reimbursement beyond or not described in these policies must have prior approval from FEA. It shall also be the policy of FEA that expenses greater than $100.00, unless outlined elsewhere in this document, need FEA board approval.
SIGNATURES ON CHECKS/EXPENSE REIMBURSEMENT FORMS
It shall be the policy of the Farmington Education Association that both the treasurer and the membership chair shall sign expense reimbursement forms andthat the local shall further requiretwo signatures on all checks. The two signatures shall be the treasurer and the membership chair or their designee.
PAYMENT OF STIPENDS
It shall be the policy of the Farmington Education Association to pay stipends annually by June 30th. If there is a resignation in a position for which a stipend or honorarium is paid, the fee will be prorated for the time served. The following options shall be in effect:
Option 1: ½ of the stipend paid in December and ½ paid in May.
Option 2: Full payment in May or once contract is settled.
(Note: If a local pays all or a portion of the dues for a member and pays a stipend or honorarium, and the total amount of the two exceeds $599, it will require the local to file a #1099-misc form with the IRS for that money)
PAYMENT OF MEMORIALS
It shall be the policy of the Farmington Education Association to pay memorials upon notification of a death in a member’s family. Memorials will be given for the death of a parent, spouse, or child in the amount of $35. It is the responsibility of Building Representatives to notify the Treasurer of staff person, relationship and name, and the address.
PAYMENT OF DUES
It shall be the policy of the Farmington Education Association that to maintain membership in good standing, the following payment of dues shall be in the payment of dues through payroll deduction.
MEAL ALLOWANCE
It shall be the policy of the Farmington Education Association to reimburse meal expenses up to $40 per dayat conventions. All other meals will be covered under the committee expenses.
ATTENDANCE AT CONVENTIONS, CONFERENCES AND WORKSHOPS
It shall be the policy of the Farmington Education Association that members must submit a completed reimbursement expense form, accompanied by original receipts. Individuals will only be reimbursed for actual expenses incurred. No reimbursements will be made without the actual receipts. When possible, the treasurer will pay in advance the member's registration fees, airline tickets and hotel deposits directly to the agencies involved. Itemized miscellaneous and extra ordinary expenses will also be reimbursed with approval of the board. The FEA encourages participants to attend all business sessions and to provide an oral or written report to the Executive Board and/or the membership.
MILEAGE RATE
It shall be the policy of the Farmington Education Association to reimburse mileage for volunteer attendance at conferences or meetings sponsored by Education Minnesota. These cannot be related to a paid position for FEA.
FAIR SHARE FEES
It shall be the policy of the Farmington Education Association to collect a fair share fee from all non-joiners of the Local that are employed in a position included in the bargaining unit. The amount of the fair share fee shall be no more than the maximum allowed by Minnesota Statute.
YEARLY AUDIT
NEA and Education Minnesota policy requires that every local conduct a yearly audit of their finances. Yearly Audit will be performed according to the guidelines provided by Education Minnesota. A copy of the audit report will filed annually with Education Minnesota and will include a statement, signed by the FEA President certifying that the audit has been presented at an Executive Board meeting and published and made available to the members. The audit report must be filed with Education Minnesota within six months of the close of the fiscal year (August 31st).
BUDGET
President$8700 paid to President
$7000 paid to ISD 192 for release period
Vice President, Secretary, Treasurer, Membership Chair, Administrative Assistant
$599 paid as a stipend or dues paid up to $599
Building Representative$50 per meeting attended
Executive Board Expenses$70 for August
$20 per month for September to May
$150 for June
Meet and Confer Committee
Chair$50 per meeting with minutes
3 meetings per year
Member$25 per meeting attended, 3 meetings per year
Negotiations Committee
6 members$599 per year
Convention$160 per member
Political Action Committee
Chair$25 per meeting with minutes
10 meetings per year
Conventions
EM5 delegates $200 per person
AFT5 delegates $1400 per person
NEA2 delegates $1400 per person
Events
American Education Week$2.50 per member
Teacher’s Appreciation Day$2.50 per member
New Teacher Luncheon$300
Opening Week Lunch$4700
Scholarships (2)$500 each
Coordinator$100
Memorials$35 each (see description above)
Teacher of the Year
Stipend$150 with receipts
Reception$150
Teacher Retirements$25 gift card each
Audit$25 each for 2 people
Dues
2010-11$676.80 per member
MAC$200
Office (supplies, postage, printing, and bank charges)pay as needed
cpY/Sample Operating Policies.doc