Policy Manual Table of Contents

Policy and Procedures Manual of the National Association of State Judicial Educators

Financial Management

July 2001

Financial Management
Annual Membership Dues
Annual Conference Registration Fees
Routine Payables
Routine Receivables
Financial Audit

FINANCIAL MANAGEMENT

PURPOSE:
Financial management procedures are created to protect both the Association and the individual managing the Association's funds. In addition, these procedures provide documentation of expectations regarding handling moneys so that an auditing process can be conducted.

POLICY:
The funds of the Association shall be managed by the Secretariat in a manner approved by the Board and in a manner consistent with the Bylaws.

PROCEDURE:

1. Upon assuming financial responsibility for the Association's funds, the President shall immediately obtain from the previous Secretariat complete financial accounting for funds received and disbursed during his/her time of responsibility and transfer to new the Secretariat.
2. If the previous Association account(s) cannot be directly transferred to the new Secretariat, the Secretariat shall immediately open a bank account(s) on behalf of the Association and, in cooperation with the predecessor, transfer any fund balance into the new account(s).
3. The Secretariat shall immediately begin documentation to include:
   a. record of deposits
   b. receipts for sources of funds collected
   c. record of expenditures
   d. ongoing balance
   e. regular reporting form for Board
4. Upon a change of Secretariat, the previous Secretariat shall submit to its successor complete financial accounting of fund(s) activities during its term or time of responsibility and promptly transfer access to the bank account(s) or complete amount of fund(s) to its successor.
5. The Secretariat shall promptly issue payment for authorized statements/bills under $500.
6. If authorized statements/bills are in excess of $500, the Secretariat shall obtain approval from the President and/or Treasurer. Pursuant to Article IV, Section 5 of the Bylaws.
7. The Secretariat shall, upon request of the President or Treasurer, submit a financial accounting to date of the Association's financial activities.
8. The Secretariat shall submit all financial records for review or other official Association use.

ANNUAL MEMBERSHIP DUES

PURPOSE:
Procedures for invoicing, receipting and recording dues payments are established in order to assure timely notification to members of moneys due, accurate documentation of dues paid and efficient handling of moneys collected. Time lines are created to assure that membership dues are paid before the annual conference in order that voting privileges can be granted to current members only.

POLICY:
The Secretariat bears responsibility for initial, interim and final notification to members regarding payment of dues and for accurate recording and reporting of dues paid.

PROCEDURE:

1. Using the official membership list, the Secretariat shall send initial notice of annual dues payment no later than January of the calendar year. Pursuant to the Bylaws, Article II, Section 6, the notice shall indicate that payment should be received before August 15. In addition to identifying information, the notice shall also indicate the membership category of the respective member and specific amount due. A sample dues invoice is a attached as Exhibit A.
2. No later than April of the calendar year, the Secretariat shall send second notices to members who have not responded to the initial notice. The notice shall include all information noted above.
3. In June of the calendar year, the Secretariat shall provide final notice to members who have not responded to the second notice and notify appropriate Regional Director. The notice shall include all information noted above and note August 15 is the last day to be registered to vote at the upcoming conference. The final notice shall also note that they will be dropped from NASJE's membership
4. Upon receipt of dues payment, the Secretariat shall:
   a. issue a receipt for the member making payment and retain a copy for accounting
   b. deposit funds received into the Association's bank account
   c. assure that the official membership list is updated
   d. mail new member packets to include Policy and Procedures Manual, Constitution and Bylaws, certificate and other pertinent information. Also included will be an invitation to the new member orientation to be held at the annual conference.
5. There will be no refund of dues.

ANNUAL CONFERENCE REGISTRATION FEES

PURPOSE:
Annual conference fees are regulated in order to maintain an affordable amount while providing members with a high quality conference.

POLICY:
Annual conference fees will be established by the Board, based upon information given by the chair of the Education Committee. In order to attend, members must remit the registration fee prior to or as they register at the conference. Upon special request, the Board may waive the registration fee for a member with a justified need.

PROCEDURE:

1. The local conference host and chair of the Education Committee shall cooperatively establish anticipated conference costs and recommend to the Board an appropriate registration fee.
2. The Board shall discuss and set the fee for the upcoming conference.
3. The Secretariat shall include the amount of the registration fee in the conference announcement.
4. The Secretariat shall receive and deposit conference registration fees and maintain a specific accounting of funds collected for the conference and issue receipts to members making payment.
5. The Secretariat shall routinely inform the Board and local conference host of the number of attendees and amount collected for the conference.
6. Thirty days after the conference, the Secretariat shall provide the Board with a complete accounting of funds received and a breakdown of funds expended.
7. Board approval is required to determine refund or cancellation fee for any cancellations submitted within two weeks of the annual conference.

ROUTINE PAYABLES

PURPOSE:
Payables should be handled in an efficient manner, in compliance with the Constitution and Bylaws and in a manner consistent with accepted accounting practices.

POLICY:
The Secretariat shall be responsible for paying routine payables on behalf of the Association and for handling funds in compliance with procedures approved by the Board.

PROCEDURE:

1. All payables shall be received by the Secretariat, who shall:
   a. verify the validity of the statement
   b. determine if the amount due is correct
   c. if the payable is valid and correct, promptly write and sign a check for the amount due to be drawn from the appropriate Association checking account
2. If the amount is less than $500, the Secretariat shall immediately forward the check to the payee.
3. The Secretariat will forward a copy of all invoices to the Treasurer prior to payment.
4. The Secretariat shall immediately document the payment and bring forward the new balance in the Association account.
5. The Secretariat shall immediately notify the President and/or Treasurer of any issues, concerns or problems which arise regarding payables.

ROUTINE RECEIVABLES

PURPOSE:
Receivables should be handled in an efficient manner, in compliance with the Bylaws and in a manner consistent with accepted accounting practices.

POLICY:
The Secretariat shall be responsible for receiving moneys on behalf of the Association and handling funds in compliance with procedures approved by the Board.

PROCEDURE:

1. Routine receivables shall be received by the Secretariat, who shall promptly:
   a. identify the payer
   b. assure that the amount paid is due the Association
   c. if due, assure the amount is correct
   d. issue a receipt as necessary
   e. deposit the moneys into the appropriate Association account
   f. document the deposit and bring forward the balance in the Association account
2. The Secretariat shall immediately notify the President and/or Treasurer of any issues, concerns or problems which arise regarding receivables.

FINANCIAL AUDIT

PURPOSE:
An audit of the funds received and paid by the Association is necessary to protect the individual handling Association funds and the Association. In addition, an audit is in keeping with accepted accounting practices.

POLICY:
A routine audit shall be performed by an outside auditor at the time the financial records are transferred. Upon recommendation of the Treasurer, Secretariat, the Board or any member of the Board, an audit may be conducted at any time by a designated individual, who may be a member of the Association or a paid consultant.

PROCEDURE:

1. Upon transfer of responsibility for handling funds on behalf of the Association, the outgoing Secretariat shall provide his or her successor with a complete accounting of funds received and paid during the term of the outgoing Secretariat. Records provided shall include both a printed version of transactions and the Association account balance as well as an electronic version on diskette.
2. Both the outgoing and incoming Secretariat shall review the financial records, work through any questions, resolve any discrepancies and reach agreement that the financial records are correct and complete. Financial records shall include:
   a. copies of receipts
   b. bank statements
   c. canceled checks
   d. data base records
   e. copies of periodic financial reports
3. If an agreement on the completeness or correctness of the financial records cannot be reached, the incoming Secretariat shall immediately notify the President and Treasurer of the problems identified; notification shall be verbal and shall be followed with a written document identifying problems found. The President and Treasurer shall determine, in consultation with the Board, what action is necessary.
4. If an agreement can be reached, the incoming Secretariat shall prepare a report for the Board, which shall review the report and take any appropriate action.
5. In the event of an audit being conducted at times other than transfer of financial responsibility, the Secretariat shall provide all documents mentioned above to the individual designated to conduct the audit. The Secretariat shall assist the designated individual in locating any needed information, answering any questions and resolving any discrepancies