- All requests or invoices must first be approved by the specialty group treasurer or committee chair before we can issue payment.
- Please mail, fax, or email a completed Request for Reimbursement form along with all original receipts to:
Attn: Finance Manager
727 15th St NW, Suite 500
Washington, DC 20005
Fax to 202.452.9328
Email to firstname.lastname@example.org
- Advance payments require prior approval from the Specialty Group treasurer or committee chair by email notification or signature on the Advance Payment form.
- Please fill out the Request for Advance Payment form and send to the Finance Manager or Executive Director at least two weeks before payment is needed. Attach a statement of purpose.
- All invoices for paid projects require prior approval by the specialty group treasurer or committee chair.
- All project costs should be billed directly to AIC. Please alert the finance manager when project costs will be billed. We must be made aware in advance of vendors, product requests, contractors, and approximate costs to ensure prompt payment and accurate accountability.
- If possible, estimates from vendors, specialty group treasurers, or committee chairs are appreciated. For example, send an email advising the Finance Manager that Aptara will be invoicing $x amount to AIC for Textile SG postprints in July.
- Note that groups and committees are not legal entities and cannot enter into contracts. The executive director, or a staff designee, reviews and signs all contracts for services.
- We prepare quarterly reports of all expenses and revenue for each specialty group, committee, and task force. The reports include budgeted items and actual expenses and revenues on a quarterly and year-to-date basis, along with the current reserve balance for specialty groups.
- The reports are emailed directly to each specialty group chair and treasurer, and to each committee chair.
- These reports show income and expenses assigned to general accounts. Many specialized expenses may be grouped in a miscellaneous line item. Be sure to keep your own itemized records.
- Any questions or concerns can be sent to the Finance Manager.
Guidelines for completing the budget worksheet are provided by your staff liaison. See also SG Officer or Committee/Task Force Officer Guidelines for more specific information.
- Budgets are created annually for each specialty group, committee, and task force.
- In August, staff liaisons will assist each treasurer and committee chair with designing projected budgets. An email will include past statements, prior year budgets, and guidelines for projecting costs, as well as a budget worksheet template.
- Please feel free to contact the Finance Manager or Executive Director with any questions or concerns during the budget process.
- Use the figures from the previous year as well as current dues to project your income.
- Our books are kept on the accrual basis, which mean we record revenue when it is earned, not when it is received. This means member dues received in the fall (paying in advance for the next year's membership) will appear in financial statements as revenue for the following calendar year.
- Use the figures from the previous year to estimate costs.
- Note that audio-visual costs for presentations will drive costs up quickly. If you anticipate needing extra technology for presentations, an Internet connection in the room, and/or technical support for your session, you should budget more. Note that larger cities often charge higher fees for labor and equipment, so costs will fluctuate based on location. A/V contracts are being negotiated by the Meeting Director up to the last minute to get the best price, so actual costs are often not known until just before the meeting.
- Food and beverage costs for breaks and receptions can also fluctuate based on city, location requirements, and caterer availability.
- Contact Ruth Seyler, Meetings & Advocacy Director, at email@example.com for details.
Internal Advisory Group (IAG) Meeting
- The meeting is held in Washington, DC, each year in November.
- The specialty group, committee or task force chair is the representative to the meeting. However, he or she may designate another officer or committee member to attend if he or she cannot.
- The meeting expenses are paid by specialty groups, while committee and task force travel expenses are planned for in the general AIC budget. The following expenses are in the Member Travel line item:
- Round trip cost of an airline/train ticket, or mileage at the IRS standard mileage rates for business travel.
- Taxis, parking, etc. and is typically less than $40/day.
- Meals are reimbursed at a maximum of $40/day; do not include meals that are included with your event.
- Note that hotel reservations are made by staff. Confirm hotel nights needed with Ruth Seyler at firstname.lastname@example.org.
- Email messages and listservs are the most cost-effective means of communication. Conference calls may also need to be included in a budget.
- Conference calls can be scheduled through your staff liaison; contact a staff member to get your conference line information and instructions.
- Specialty group member lists are available by contacting Ryan Winfield, Membership Manager, at email@example.com.
- No fee is required for specialty groups requesting their lists. Some groups require mailing lists for publication mailings; please request these lists from Ryan one week in advance.
- Email blasts to group members should be scheduled with staff member Carmina Lamare-Bertrand, Communications Associate, at firstname.lastname@example.org.
- Each specialty group typically contributes to the George Stout Fund, which provides financial support for students to attend the Annual Meeting or related conferences.
- A budget line appears for Stout on specialty group budget worksheets and financial reports.
- Each specialty group is encouraged to give to the Professional Development fund.
- A budget line appears on specialty group budget worksheets and financial reports for this contribution.
Other Line Items
- We use a standard chart of accounts for tracking activities. If your specialty group or committee is projecting expenses that do not seem to fit in one of the accounts, please contact the executive director. Additional line items can be added if necessary.
- If you are undertaking a special project with multiple expenses, you may want to maintain a separate project budget that ties into your overall budget. So, for instance, if your special project involves travel, you will want to track those expenses in your special project budget, in addition to your Member Travel line item (which will also include travel to IAG).
Please direct financial inquiries to the attention of:
Budget questions can be directed to your staff liaison, or to one of the above contacts.