PART III-POLICIES AND PROCEDURES
A. Dues: Effective July 1, 2004, annual dues are $40
B. Purchase Orders: Effective July, 1990, NYSCSS will not accept purchase
C. Sale of Mailing
Labels: Charge for sale of mailing
1. Free, with the
approval of the President, for our sponsorships or co sponsorships.
2. Institutes and
non-publishing educational organizations, 10 cents per label with a
25% professional discount.
3. Publishers, 10
cents per label. A 25% discount is available to publishers who
exhibit at the annual convention.
D. Policy on Expenses
incurred by the Board of Directors
1. LOCAL COUNCIL EXPENSES: The New York State
Council for the Social Studies
expects local Councils
to assume responsibility for costs incurred by their
representatives related to NYSCSS
2. OTHER SOURCES OF
FUNDING: When alternative sources of funding are not
available the following guidelines are to be used for reimbursement:
3. APPROVED EXPENSES FOR
· Office supplies and materials
· Long distance phone calls
· Transportation (except for convention)
1. mileage, current
IRS allowance 40.5 cents
2. bus or train fare
3. Any special travel
expense (e.g., Air Travel) requires PRIOR APPROVAL of
President OR can be reimbursed at standard
mileage rate if instate.
Incidental expenses ARE NOT covered.
· Hotel for out-of-town meetings
accommodations will be double occupancy unless
otherwise requested of the President. If a
single room is requested the
council will pay HALF of the double room cost.
· Meals (except of convention)
1. Cost of specific
banquets when paid directly by council
2. Maximum meal
reimbursement is $40 per day.
4. REIMBURSEMENT PROCEDURE
a. Obtain prior
approval for “special travel expense” if necessary. (see above)
b. After expenses are
incurred, complete the voucher. Include only expenses for
which you are entitled to
reimbursement and which will not be paid by a third party.
Use the Budget Code Description provided to identify the
CODE NUMBER(s) to be used for “crediting” items to the budget.
c. Attach all receipts
for expenses incurred.
d. Officers and
Committee Chairpersons submit voucher and receipts directly to
treasurer (within 30 days of expense when
possible). All Committee Members submit
voucher and receipts to the Committee
Chairperson who will approve and forward to
the Executive Secretary. Whenever
possible, vendors should go through the person
spending the money for reimbursement.
When a vendor is direct billing the treasurer,
advise the treasurer in advance
to anticipate the bill.
E. USE OF TAX EXEMPT NUMBER BY AFFILIATED COUNCILS
1. Proper use--Local councils that meet constitutional
requirements and process in a timely
fashion, the papers and information required for affiliation are an
integral part of the New York State Council for the Social Studies. Accordingly, Affiliate
Councils may make use of the NYSCSS Tax Exemption under certain restricted circumstances,
and provided that established procedures be followed.
2. Restrictions The NYSCSS tax exempt number may be used only
for general membership meetings, membership recruitment meetings, conventions,
workshops, or meetings of a similar nature that require significant expenditures. The tax
exemption number may not be used for meetings of local officers or small groups.
a. The Affiliated
Council President, or designee, must submit to the NYSCSS
Executive Secretary a Tax
Exemption Usage Form indicating the specific event for
which the usage request is
The NYSCSS Executive Secretary will forward a copy of the Tax Exemption Form
that is to be presented to the establishment providing the services for
exemption is sought.
c. The name “New York
State Council for the Social Studies” and the name of the
Affiliated Council MUST
appear on all bills and invoices.
d. The Affiliated
Council must return to the NYSCSS Executive Secretary a copy of the
complete Tax Exempt Form
with a copy of the bills or invoices for the event
e. A separate request
must be made for each use of the NYSCSS tax exempt number
f. Failure to follow
these procedures will result in future refusal of usage of the
NYSCSS tax exempt number.
F. FINANCIAL AGREEMENT WITH NYS4A on Joint
Committee on Professional Development
1. All bills will be
submitted to NYSCSS
2. All revenues will be
submitted to NYSCSS for deposit
3. Following the Summer
Workshop each year, an accounting will be made to determine the
status of the accounts
a. If expenditures
exceed revenues, NYS4A will be billed for ½ of the excess to a
maximum of $1,000.
b. If revenues exceed
expenditures, NYS4A will be sent ½ of the surplus.
A charge of 25 cents per
page for royalties is set.