Reimbursement Policies and Procedures:

[For Reimbursement Form see link below]

This document details NAHRS expense reimbursement policies and lines of authority to approve expenditures and financial commitments. A reimbursement form follows.

Background: Reimbursement requests require an invoice, receipt, or written documentation of expenses incurred by officers or committee chairs. The funds are dispersed at the direction of Section officers. The Section realizes that officers and committee chairs may occasionally need to incur expenses for Section business. However, expenses incurred without prior approval may not be reimbursed, since the NAHRS officers have the right to deny reimbursements that they deem inappropriate or questionable.

Policy: Prior to making financial expenditures or commitments on behalf of NAHRS or the Mental Health SIG, the officer, committee chair, or Mental Health SIG representative must obtain authorization. This authorization ensures that the Section funds and Mental Health SIG funds are distributed appropriately and in accordance with guidelines from the MLA Finance Manual.

Procedure:
1. Obtain Authorization - Send email to the Secretary/Treasurer and to one additional officer, usually the Chair, detailing the need and anticipated cost. Refer to the Request for Reimbursement of Expenses / Payment of Invoice form for additional details to include in email. Indicate one of the general categories below:
a. Newsletter
b. Annual Meeting speaker expense (specify NAHRS or Mental Health SIG)
c. Meeting audio visual and related equipment
d. Meeting food and beverages
e. General printing and postage (specify purpose and amounts for each)
f. General communication (such as telephone)
g. Awards and scholarship (specify, such as Librarian of the Year)
h. Contributions and donations (specify, such as MLA McClure Endowment)
i. Other disbursements (specify, such as MLA Audiocassettes)
2. Submit Request for Reimbursement of Expenses / Payment of Invoice form
3. Notify the Treasurer by email what was sent and when: pstephenson@utmem.edu
4. The Treasurer will notify requester by email when check is sent.

Policy: The Treasurer is not permitted to disburse funds without authorization from another NAHRS officer. The individual requesting the funds and the officer approving the disbursement cannot be the same. If the Treasurer requests a disbursement, approval from two additional officers is required and an authorized officer/signer, other than the Treasurer, should issue the check.

The Lines of Authority for Approval will be the Elective officers of the Section in the following order: Chair, Chair-Elect, and Representative to the Section Council. The Secretary/Treasurer does not grant authorization for expenses, but solicits that approval from the other three officers.

Reimbursement Form

PDF format

Microsoft Word format

3/28/2002