NARFE FLORIDA, INC
FISCAL POLICY
JUNE 1, 2011 through MAY 31, 2012
Per our Bylaws, Article V, (e) (3 &4), a copy of the of the Fiscal Policy will
be furnished to each Elected & Appointed Officer and each Member Chapter on the
original publication, and on every occasion that an amendment to such Fiscal
Policy is made, as well as inclusion in the Minutes of the Board when such
amendments were authorized.
I. GENERAL: The rates listed below apply to elected and appointed officers
unless otherwise specified herein. The payment for expenses must be approved by
the President, Executive Vice President in the absence of the President, or the
Federation Executive Board when travel is required in order to maintain the
functions and operations of the organization. Receipts for necessary postage,
phone calls, copying, supplies and other office expenses shall be submitted,
using the official Voucher Form. Checks for payment direct to a supplier shall
be requested using the Check Request Form. Expense vouchers shall be submitted
on a monthly basis..
a. Travel by automobile will be at a mileage rate of $0.47 per mile. Travel
outside the state will be at the lower of car mileage or commercial
transportation. Trips of less then 20 miles round trip are not reimbursable.
b. Actual meal expenses for approved travel will be reimbursed not to exceed
$50.00 per calendar day. Receipts are required for authorized singular meal
expenses exceeding $15.00, and for all other travel expenses.
c. Actual lodging costs will be reimbursed when authorized. Lodging cost for
NARFE Florida, Inc. conventions and District annual meetings will be reimbursed
at the negotiated rates only.
d. All Executive Board members are expected to attend all Executive Board
Meetings. Appointed officers may attend at Federation expense only at the
invitation of the President, usually when there is an agenda item pertaining to
their field of specialty, or there is a report to be made. Every effort will be
made to schedule their participation early in the session, so they may avoid
second night expenses. The President may invite other persons to participate in
Federation functions. Rules a, b, and c above will govern payment of their
expenses. Past Presidents and Chapter members in good standing are invited to
all Executive Board meetings, at their own expense.
e. Expenses of spouses are not reimbursable.
f. The Parliamentarian will receive an honorarium as negotiated by the President
and Treasurer, plus travel & per diem, if applicable, in accordance with rules
a, b, and c above.
g. The Treasurer will pay for printing and distributing the Newsletter.
h. NARFE Florida, Inc. may present a memorial, not to exceed $ 100.00, upon the
death of a current or former federation or National Officer. This may be in the
form of flowers, or as a donation to a charity, organization, or other as
designated by the wishes of the survivors. Spouses of the above will be honored
in the same manner, with expenditures limited to a maximum of $50.00.
i. The Convention Committee will place $1,500.00 in an account to be used as
start-up funds for the next convention committee. NARFE Florida, Inc. assumes
financial responsibility for net convention losses. There are many other
convention expenses that are separately funded by the NARFE Florida, Inc.. The
Convention Host Committee will donate twenty percent (20%) of the convention net
profits to the NARFE Florida, Inc. to be separately accounted and used only to
cover losses of future conventions. If the Convention Host Committee is the
Executive Board, ten (10%) will be placed in the separate convention account,
the remainder to be distributed through the Convention Points System.
j. All NARFE Florida, Inc. issued checks not cashed within 90 days of date of
issue will be void. A statement to that effect will be printed on NARFE Florida,
Inc. checks.
2. ELECTED EXECUTIVE BOARD MEMBERS.
a. The Federation will pay expenses incurred by Executive Board Members and Past
Presidents for the NARFE Florida, Inc. Convention, these expenses include
registration fees, mileage, actual lodging expenses not to exceed the convention
hotel negotiated rate, and actual meal costs not to exceed $50 per calendar day,
except on convention days with planned evening functions, when meal
reimbursement will be limited to $75 per calendar day. Past Presidents no longer
residing within Florida will be limited to the mileage expense from their place
of last official residence in Florida to the convention site. Hotel lodging
expenses will be approved by the President for reimbursement to members of the
Exec Board, the DVPs and those appointed officers as required at the designated
convention hotel ONLY. Executive Board members are expected to attend official
functions at convention banquets and will be reimbursed at banquet rates. Those
not attending planned banquets will be limited to the $ 50.00 per day convention
meal reimbursement schedule.
b. Expenses incurred by District Vice Presidents for Chapter visits. Round Table
and Presidents Meetings are reimbursable within budgeted amounts.
c. The Secretary, Treasurer, and Automation Chair will each receive an
honorarium of $600.00 annually to be paid at the Executive Board meeting, just
prior to the convention. Should either the Secretary, Treasurer, and Network
Automation Chairman be unable to perform their duties the full year, the
honorarium shall be prorated.
d. The NARFE Florida, Inc. will reimburse the President and/or the President's
designee, for expenses incurred when attending a National Conference, not to
exceed $1000 or an amount as determined by the Executive Board. Reimbursement
for attendance at a NARFE National Convention will not exceed $1500.00.
3. Appointed POSITIONS
a. The Federation will reimburse Appointed Officers and others, who are not
elected officers of the Federation, for expenses incurred in the conduct of
NARFE Florida, Inc. business, as approved by the President, and governed by Part
l and Part 2a, to include mileage, per diem and lodging when approved to attend
the Executive Board Meetings, other than at the Conventions, and when approved
to attend District Annual Meetings.
b. The Chaplain, Legislative Officer, Membership Chair, and Service Officer will
be paid full expenses for conventions, limited to convention days with assigned
duties, as listed in Part 1 and Part 2a. Other Appointed Officers and Chairs
required to be at the convention Executive Board Meetings, who instruct at
convention seminars, or man Federation information tables will be paid per diem
for the day and one (]) night lodging for each occurrence. Mileage will be paid
for the Historian, providing an exhibit is displayed and manned at the
convention.
c. All Alzheimer's funds, including interest earned from Alzheimer's bank or
money market accounts, will be used for donations to Federation and/or Chapter
designated Alzheimer’s activities. The Treasurer will issue checks to the
designated Alzheimer’s activities with the approval of the Alzheimer’s
chairperson. Administrative expenses will be included within the NARFE Florida,
Inc. annual budgets. Requests for reimbursements of Alzheimer’s expenses will be
submitted to the President for approval and payment by the Treasurer and be
governed by Part 1 and Part 2a.
4. DISTRICT ANNUAL MEETINGS AND SPECIAL INVITATIONS
a. The President or the President's designee is expected to attend all District
Annual Meetings. The President may approve exceptions.
b. An elected or appointed NARFE Florida, Inc. officer requested to attend a
District Annual Meeting by the District Vice President must have a full role in
the District Annual Meeting by instructing one of the seminar teaching sessions
or making a report to the full assembly. Approval by the President is required.
c. NARFE Florida, Inc. will advance $200.00 in funds approved annually by the
Executive Board, to each District Vice President to assist with expenses of
their District Annual Meeting. Combined district meetings will be advanced $300.
District VP’S will forward a Check Request Form to the Federation President for
approval. Expenses should be estimated carefully and controlled. The President
must approve overages in advance. Overages not approved by the President will be
borne by the District. Receipts for necessary postage, phone calls, copying,
supplies and other expenses shall be submitted, using the Voucher Form. All
unused advance funds should be returned with the Voucher Form. Except for the
attendance of the President or the President's designee, the expenses of other
Elected or Appointed Officer will be approved at each of the Annual District
Meetings with the prior approval of the President.
d. The President may approve reimbursement of expenses by Elected and Appointed
Officers who attend special functions held by individual Chapters such as
anniversaries. The reimbursements will be limited to the expenses of no more
then two elected and/or appointed officers, in addition to the District Vice
President in which the Chapter is located. Other officers may attend at their
own expense.
5. EXCEPTIONS
a. Expenses incurred not otherwise discussed above may be submitted to the
President for review and possible approval.
b. The Executive Board may waive any or all of the above rules.
Kenneth A. Carter William H. Leatham
President Secretary
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Kenneth Carter
President
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William H. Leatham
Secretary