PROGRAM AND EVENT BUDGETING:  Details to follow!

FINANCIAL MATTERS:
Program and Event Expenses:  The program or event that you're working with is likely to have some expenses associated with it... speakers fees, lodging for jurors, food and beverage, postage and printing.  AIA San Diego is able to manage all of these expenses on the committee's behalf.  Please note the following steps to take:

1.  BEFORE an expense is inccurred, please ensure that it is indeed a budgeted item.  AIASD staff may not approve expenditures that are not budgeted items. 

2.  If the anticipated expense of an item exceeds $500, you will need to obtain three separate price quotes for this product/service.  There may be times that an item that is not the lowest price will be selected; however, in keeping with solid fiscal management, there must be three bids/proposals for consideration.

3.  Once the decision is made to incur an expense, that expense can be paid for in several ways:  using the chapter's credit card; having a check cut in advance (cash advance); having someone make the purchase and then get reimbursed; having a check cut once the chapter has been invoiced.

Chapter credit card:  The chapter credit card is available at the office for pick up and    use.  If you need to order somethign over the phone, simply email all the details of the transaction to an AIASD staff member and the staff will conduct the transaction. 

Cash advance:  If you know the approximate amount of the expense, you can get a  check cut in advance (click here for check request form), made out to an individual person, who then cashes that check and uses the money to purchase the item(s).  Remaining cash and receipts must be returned to the chapter office.

Reimbursable purchase:  An individual may make the purchase directly and provide a  check request form and the receipts and AIASD bookkeeping will cut a reimbursement   check within one week.

Invoice:  If AIASD bookkeeping is provided with an invoice (or a contract, i.e. a speaker's agreement), it is treated like a bill and it will be paid.  A check request form is not needed if there is an invoice, contract, etc.

If you have any questions about how to have an expense paid, please contact the AIA San Diego staff.