Expenditures Policy

OrACRAO Executive Board will follow the following guidelines for appropriate use of OrACRAO funds.

  1. President is budget approval authority on expenditures from OrACRAO funds.
  2. Secretary/Treasurer pays all bills and audits expenditures.
  3. ALL reimbursement requests must have a receipt.
  4. Guidelines for specific venue spending:
    1. Summer Workshops.
      1. Reimbursement will be allowed for mileage, lodging, meals.
      2. Workshop rates will be set with expectation of full event cost recovery.
      3. Workshop Coordinator(s) Reimbursements will be:
        1. Reimbursement, not to exceed exact costs, for lodging, meals, supplies, copies, and any site set-up fees.
      4. Guest Presenter(s)
        1. Reimbursement will be allowed for mileage, lodging, meals.
    2. Annual Conference
      1. Conference rates will be set with expectation of full event cost recovery.
      2. Per activity expenditures allowances will be set based on previous years expense, if available, taking into account inflation, and location.
        1. Once President has allocated a cap amount for a conference event or function, chair for that function will work with Secretary/Treasurer for payment.
        2. Over expenditure/or increase of costs beyond allocated amount will have to have the approval of the President with Executive Board consultation and advisement.
      3. Conference Speakers
        1. Paid speakers must have Executive Board approval on all costs
        2. Allowable reimbursements: travel, lodging, meals, and consideration can be considered for honorariums.
    3. Executive Board Meetings
      1. Allowable reimbursements: meals.
    4. Conference Planning Meetings
      1. Allowable reimbursements: meals.
  5. Reserves in the OrACRAO account should be maintained at no less that $5,000 at any time.
  6. Any special expenses submitted to the Secretary/Treasurer for reimbursement or payment, must be approved by the Executive Board.