NDHSA Fiscal Procedures

Approval Date: 10/4/01

Download a copy of our Fiscal Procedres

BUDGETS:

1. 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.
2. Once the budget is completed, the budget is submitted to NDHSA for approval.
3. 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.

CASH RECIEPTS:

1. 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.
2. 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.
3. The treasurer prepares the deposit and takes it to the bank.
4. The deposit backup documentation and receipts are kept in a three ring binder in the NDHSA file located in the treasurer's office.
5. Deposits are posted in the computer the same day as the deposit is made.
6. Programs will be billed dues of $1 per child, with a minimum of $100 per program annually in January.

TRAVEL REIMBURSEMENTS:

Regional and National Representation:

1. 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.
2. 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.

State Representation:

1. Reimbursements for travel within the state are the responsibility of the individual programs.
2. Employed parents will not be paid a stipend for loss of compensation.

CASH DISBURSEMENTS:

1. 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.
2. Quarterly, the treasurer prepares the bank reconciliation and compares it to the check register.

MISCELLANEOUS:

1. The treasurer will secure a Certified Public Accountant to review the books annually and a report will be presented to NDHSA.
2. The auditor will prepare Form 990, Return of Organizations Exempt from Income Tax annually and have the treasurer sign it.
3. The fiscal procedures will be reviewed annually by the Ways and Means Committee. Any changes will be approved/disapproved by NDHSA.
4. The treasurer will be bonded for a minimum of $100,000.
5. NDHSA will pay for meeting room rental and refreshments for NDHSA meetings as well as for sub-committee meetings.

REPORTS:

1. Financial reports are prepared by the treasurer and submitted to NDHSA for approval.
2. 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.