Accounting Procedures
- The head of a division or interest group is the only person authorized to approve charges to your group’s accounts. Newsletter editors may, also, be approved but only with your authorization. Please inform the central office of this arrangement. For safety sake, keep authorizations to a few.
- Check requests should be mailed to the attention of the Business Manager at the central office in South Carolina. A signed payment voucher should be accompanied by the supporting documentation for the charge.
With mailing times, you should allow a little over a week’s time for payment of bills. We try to pay bills the day that we receive them, but sometimes it takes several days. - Certain divisions and commissions are responsible for Endowment Accounts that award individual awards. These accounts are the only ones that draw any interest. The principle on these accounts may not be drawn upon. Award checks and plaques can only draw upon the interest that is earned for the year. If this amount is exceeded, the division, commission or interest group funds will be charged the difference. Division, commissions and interest groups accounts earn no interest and are charged no maintenance fees.
- Each quarter you will receive a copy of your group’s account and any other accounts that you are responsible for.
- Please try to have all your conference check requests for next year in as close to the deadline as possible. No checks will be written during the conference. Checks cannot be cut to the recipient of your awards unless you inform us of the person’s name and the amount.
- Conference speaker funding is available to all groups as defined in the constitution. The Chair of the Council of Divisions will go into more detail about this with you. Only outside speakers (non AEJMC members) are eligible for this funding. No speaker can have any bills paid, unless a Conference Speaker Expense Form is filed on that individual. The central office will supply you with this form once the President of AEJMC has approved your funding. This form shows the breakdown of how this money is to be spent. You will, also, be provided with guidelines (which were developed by the Council of Divisions) for the spending of these funds.
- Once funding is approved, you will need to file a similar form with the AEJMC central office. Once again, there is a deadline for submitting these forms. If these forms are not submitted, your speaker will not be able to have their expenses reimbursed promptly.
- Most groups award monetary prizes to their respective paper winners. Some divisions and commissions are, also, responsible for Endowment awards. These requests need to be turned into the office so that these checks are available at the conference. If you so desire, checks will be brought to the conference and you will be able to pick them up at the registration desk.
- Each group is allowed to award four (4) complimentary registrations to its student paper winners. A list of these individuals needs to be turned into the AEJMC office. You need to inform the individuals that are involved that they will receive complimentary registrations. AEJMC underwrites these registrations.
- A list of your invited outside speakers needs to be turned into the AEJMC Office. We need this list so that badges can be made up for your invited guests.
- No AEJMC member is eligible to receive complimentary speaker registration or funding for the conference. Only outside (non-AEJMC members) speakers are granted this privilege.
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