NDHSA Fiscal Procedures
Approval Date: 10/4/01
- Each committee and officer will prepare their budget and submit it to the Ways and Means Committee by November. The Ways and Means Committee will finalize the budget.
- Once the budget is completed, the budget is submitted to NDHSA for approval.
- The treasurer will develop reports that will provide a comparison between the actual costs and the budgeted costs, which will be reviewed and approved/disapproved by NDHSA.
- All cash and checks are receipted in a receipt book by a member of the treasurer's staff. The original receipt is given to the treasurer with the cash/checks. The staff member retains the copy.
- All checks will be endorsed with the "For Deposit Only" stamp. The cash box will be placed in a locked file cabinet until a deposit is made. If the sum of the cash receipts is over $200., a deposit is made. If less than $200., it is kept in the cash box until a deposit is made.
- The treasurer prepares the deposit and takes it to the bank.
- The deposit backup documentation and receipts are kept in a three ring binder in the NDHSA file located in the treasurer's office.
- Deposits are posted in the computer the same day as the deposit is made.
- Programs will be billed dues of $1 per child, with a minimum of $100 per program annually in January.
Regional and National Representation:
- NDHSA will pay up to a maximum of $300 per person for all (motel, child care, travel, etc.) expenses after reimbursement from the Regional/National board.
- Parent representatives who will lose compensation/wages from their employer will be paid a stipend, not to exceed $50 per day. Parent representatives will be reimbursed up to a maximum of $25 per day for childcare and .31 per mile. Verification of daily income and childcare will be required.
- Reimbursements for travel within the state are the responsibility of the individual programs.
- Employed parents will not be paid a stipend for loss of compensation.
- All original bill and the Request for Payment form must be forwarded to the treasurer within sixty days of expense. Statements or Requests for Payment will be paid quarterly.
- Quarterly, the treasurer prepares the bank reconciliation and compares it to the check register.
- The treasurer will secure a Certified Public Accountant to review the books annually and a report will be presented to NDHSA.
- The auditor will prepare Form 990, Return of Organizations Exempt from Income Tax annually and have the treasurer sign it.
- The fiscal procedures will be reviewed annually by the Ways and Means Committee. Any changes will be approved/disapproved by NDHSA.
- The treasurer will be bonded for a minimum of $100,000.
- NDHSA will pay for meeting room rental and refreshments for NDHSA meetings as well as for sub-committee meetings.
- Financial reports are prepared by the treasurer and submitted to NDHSA for approval.
- Two quarterly reports will be submitted to the chairperson seven days prior to the NDHSA meeting. One will be a detailed report showing every transaction. The second report will be itemized by category and will include the actual expenditures to date, the budgeted amount and the amount under/over budget.