Coastal Association of Health Underwriters
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Coastal Association of Health Underwriters 

POLICIES AND PROCEDURES 

The Board of Directors of the Coastal Association of Health Underwriters (CAHU) has adopted, and from time to time amended, the following policies and procedures. These policies and procedures are designed to insure that CAHU operates in a consistent and prudent manner year after year.  

Original Date of Adoption: October 22, 2009

Date of Subsequent Amendments: 2009 

Finance and Accounting Policies and Procedures

Accounting method

CAHU shall use the ďaccrualĒ system of accounting

Annual review of financial records

If possible, the CAHU Board shall arrange to have CAHUís books reviewed by an outside third party.

Bank,  selection of 
     statement reconciliation

 The selection of, or change in, banks requires the approval of the CAHU Board. 
 Bank statements shall be reconciled each month. Payees on any checks that remain outstanding after 60 days will be contacted to see about he status of the checks. If necessary, stop payments shall be placed on any outstanding checks that need to be reissued

Books

CAHU Board members are entitled to review CAHUís books after giving the Treasurer 5 business daysí notice

Budget

The CAHU Board shall adopt a budget for each fiscal year on or before June 30. 

Expenditures contained in an approved budget do not need to be approved again by the CAHU Board when the time comes to make those expenditures 

Expenditures that are NOT contained in an approved budget require approval of the CAHU Board

Checking account

To ever extent possible, CAHU shall maintain approximately $10,000 in CAHUís checking account. If and when needed, the CAHU Treasurer is authorized to transfer funds out of reserves into the checking account to maintain a minimum level of $10,000 in the checking account. If funds in the checking account exceed $11,000, the excess in the general checking account shall be transferred into reserves.

Check requests

Requests for CAHU'S checks shall be submitted to the Executive Director on CAHUís check requisition form. The submission should include all applicable backup documentation and every effort should be made to give the Executive Director ample time to process the check request.

Check signing authority

The signature of one CAHU officer is required on checks up to $1,000. 

The signature of two CAHU officers is required on checks that exceed $1,000. 

The president, Treasurer, and Secretary shall be signers on CAHUís checking account. In addition, the board may designate other signers on the account as appropriate.

 

Expense Reimbursement

1.       Reimbursement. CAHU pays expenses to members on a reimbursement basis only. With approval of the CAHU Board, exceptions can be made for large expenditures that would otherwise have to be fronted by the member. Expense reimbursements must be authorized in advance by the Executive Board. Members must complete a reimbursement form and attach receipts for all expenses. The reimbursement form must be turned into the CAHU treasurer within 30 days. Reimbursement will not be made until all forms are completed and receipts are received by CAHU.  

2.       Travel. CAHU will reimburse 50% for air and hotel accommodations. A $80.00 per diem is allowed for up to 5 days.  Expenses for National Convention will be paid for the President, President-Elect,  Past President and Awards Chair. Expenses for Capital Conference will be for the President,  President-Elect and the Legislative Chair. 

3.       Mode of travel. CAHU pays the cost of the lowest fare at the 21-day advance rate for direct flights. Exceptions will be made when notice of the meeting is given less than 21 days in advance. Members who opt to drive will be compensated at the rate allowed by the IRS for mileage. Mileage will be based upon a direct route to and from the meeting site. Reimbursement will be limited to the allowable rate for miles or the cost of direct flight, whichever is less.  

4.       Lodging. CAHU reimburses the cost of hotel accommodations based on the most cost efficient occupancy at the hotel chosen by the event sponsor. 

5.       Items not allowed. CAHU does not pay for the following: alcohol, items purchased in the mini-bars in hotel rooms, movies, massages, gyms, and other extraneous luxuries. CAHU will not reimburse members for any airline tickets or hotel rooms if the members register but fail to attend the event for any reason.   

6.       Incidentals. CAHU will reimburse for all business-related incidental expenses such as meals, cabs, and tips. CAHU expects attendees to be prudent. For example, share cabs when possible. Do not select the most expensive restaurant when reasonable alternatives are available. 

7.       Mandatory attendance. When CAHU pays for members to attend certain events, it is with the expectation that members will represent CAHU by attending the important meetings. For example, when members go to the NAHU Convention, members are expected to vote at the House of Delegates meeting. If members fail to attend these important functions, CAHU will not reimburse members for any expenses. 

8.       Timing. Submit your reimbursement request an accompanying receipts within 30 days after the event or your reimbursement could be denied.  

Expenses for NAHU and CAHU conferences are subject to the following rules: 

1.       Expenses shall not be allowed unless the attendee participates in the visits to the local elected representativeís offices that have been set up by the Legislation Chair. 

2.       The travel allowance may not exceed the coach fare for the best priced airline ticket between the most convenient departure and arrival airport from the Wilmington NC Area to the Washington, DC, area in the attendeeís particular circumstances. It is acceptable for the attendee to apply the dollar amount for such a ticket to another form of travel or to different departure and arrival airports.  

3.       The lodging allowance shall not exceed the rate established by NAHU or CAHU with the destination hotel. Should the attendee obtain better rates, the reimbursement amount shall not exceed the amount actually paid. The number of days allowed for lodging shall be the number of days of the conference plus one.  

4.       The allowance for meals shall be a per diem amount of $80.00. Attendees must still turn in receipts to qualify for this per diem allowance.  

5.       The attendee shall be reimbursed for the cost of the NAHU or CAHU registration up to the early bird amount unless circumstances approved by the CAHU Board dictate otherwise.

  

Golf Committee

         Event budget

o  The Golf Committee is responsible for developing a written event budget. The budget should describe all projected income and expenses. 

ß   The budget should list all projected sources of income, expected expenses, and contingencies, if any 

o  The Golf Committee should present its proposed event budget to the CAHU Board of Directors before June 1 for a tournament to be held in the spring of the following year

 o  Once the CAHU Board has approved the event budget, the Golf Committee is authorized to make arrangements with golf courses and other vendors as long as the expenditures are contained within the approved budget. If expenditures are likely to exceed the approved event budget, the Golf Committee must obtain prior approval from the CAHU Board for the additional costs.

o  As soon as practicable, the Golf Committee shall obtain a written proposal from a golf course outlining expected tournament costs. 

         Contractual arrangements

o  The Golf Committee is authorized to make arrangements with golf courses and other vendors to insure a successful event.

o  Any contracts or purchase orders must be signed by CAHUís President or Executive Director. This facilitates the payment of advance deposits and insures that contractual obligations are posted to CAHUís books.  

o  All arrangements that will cost more than $100 must be confirmed in writing. 

         Event management

o  The Golf Committee is responsible for all aspects of event management  

o  In the 6 weeks immediately prior to the golf tournament, the Golf Committee should advise CAHUís President on a weekly basis regarding the number of players and rough estimates of actual income and expenses compared to budget.

o  The Golf Committee Chair and the CAHU President are the only individuals who are authorized to incur additional costs during the golf tournament. The signature of the Golf Committee Chair or the CAHU President shall be required on tabs or tickets for additional food, beverages, merchandise or other expenses that were not included in the golf courseís initial estimate. The golf course must be advised of this procedure in writing.  

ß   Individuals who incur additional charges without authorization may, at the discretion of the CAHU Board, be held personally liable for such additional charges.

         Event accounting close-out

CAHUís fiscal year ends June 30 and the associationís non-profit tax return must be filed several months thereafter. For that reason, it is the Golf Committeeís responsibility to provide the CAHU Board with an accounting close-out showing all income and expenses and the tournamentís net proceeds. This accounting close-out should be finished by no later than July 31 of each year.

  

Investments

The selection of investment advisors and/or investment products requires approval of the CAHU Board. The CAHU Board shall not make any risky or speculative investments.
The CAHU Board shall deposit CAHU reserves in safe and conservative vehicles such as bank Certificates of Deposit or money market accounts. To insure adequate liquidity, Certificates of Deposit (CDs) shall be opened for 3 months, then 6 months, then 9 months, and 12 months. This will insure that CDs come up for renewal every 3 months and can be liquidated if CAHU needs funds to operate. To insure that funds are protected by FDIC insurance, CAHU shall not maintain more than $100,000 on deposit at a single bank.

Money management

CAHU shall maintain a checking account and one or more savings accounts to maximize the return on CAHU revenues.

Write-off accounts receivable

Accounts receivable that are more than 12 months shall be written off; if funds are collected subsequent to the write-off, the funds shall be deposited and credited to the line item in the budget that gave rise to the accounts receivable.

 Operational Policies and Procedures

Contracts

The CAHU Board shall review all contracts annually to insure satisfactory performance and adherence to contractual terms.

Insurance

CAHU is a non-profit corporation with special protections under State law that protects Board members against lawsuits if (1) Board members are not involved in self-dealing transactions and (2) Board members are not engaging in illegal activities.

CAHU logo and stationery

CAHUís logo shall be used to identify members or for association business only. CAHU stationery shall be used for association business only.

Volunteers

  • All volunteers must be members of CAHU-NAHU
  • CAHU members will always have first right to volunteer at CAHU events when needed
  • Main Event Sponsors will always have first right to volunteer their staff. The main event sponsor will be entitled to two non-members to handle the registration desk. Fee to the event will be at no charge for two main event sponsors attendees.
  • Associate Members will only be used when and if space is available
  • Associate Members are not able to handle any financial aspects of CAHU finances

Website

The CAHU Board shall insure that it maintains ownership of and access to the associationís domain name and Website

 

 
Policy Title: CAHU Capitol  Conference Attendance Reimbursement
Classification: Board
Policy Number: 004
Motion: Robert McIver
Second: Mark Waugh
Date Submitted: March 31st, 2006
Date Approved: November 15, 2007
Approved By: All in Favor
Sunset: June 30th, 2010
Purpose:

Encourage a greater attendance at the NAHU Capitol Conference by reimbursing CAHU members for expenses associated with attending.

Policy: The association agrees to reimburse delegates to the Capitol Conference for early bird airfare, 50% of hotel room, round trip taxi cost from airport, and early bird registration for the President, Vice President and Legislative Chair. A per diem of $25.00 per day up to 5 days will also be allowed. Reimburse mileage in the amount of the current federal rate for delegates who drive.
Procedures: The association will decide prior to disbursing funds that if additional financial assistance is obtained from the State Association then additional Board Members expenses will be allowed.
Approved by the Board of Directors.
Policy Title: NAHU National  Convention Attendance Reimbursement
Classification: Board
Policy Number: 006
Motion: Mike Smith
Second: Robert McIver
Date Submitted: March 31st, 2006
Date Approved: November 15th, 2007
Approved By: All in Favor
Sunset: November 15th, 2010
Purpose:

Encourage a greater attendance at the NAHU National Convention by reimbursing CAHU members for expenses associated with attending.

Policy: The association agrees to reimburse delegates to the NAHU convention for early bird airfare, 50% of hotel room, round trip taxi cost from airport, round trip subway costs to Capitol and early bird registration for the President, Vice President, Awards Chair and Immediate Past President. A per diem of $25.00 per day up to 5 days will also be allowed. Reimburse mileage in the amount of the current federal rate for delegates who drive.
Procedures: The association will decide prior to disbursing funds that if additional financial assistance is obtained from the State Association then additional Board Members expenses will be allowed.
Approved by the Board of Directors: CAHU/P&P National Conference
Policy Title: NCAHU Leadership Conference Attendance Reimbursement
Classification: Board
Policy Number: 003
Motion: Sherri Miller
Second: Robert McIver
Date Submitted: June 20th, 2005
Date Approved: November 15th, 2007
Approved By: All in Favor
Sunset: November 15th, 2010
Purpose:

Encourage a greater attendance at the NCAHU Leadership Conference by reimbursing CAHU members for expenses associated with attending.

Policy: Reimburse 50% of the hotel room cost for 1 additional night after the conference.

The following criteria must be met to obtain the reimbursement:
       1. The CAHU member must attend all required workshops at
           the conference.
       2. The additional overnight stay must be in the conference
           reserved hotel.
       3. NCAHU provides no reimbursement for the additional over-
           night stay.
       4. Proof of expense must be submitted.

Procedures: This policy will cost approximately $50.00 per attendee who decides
to stay overnight one additional night.
Policy Title: Monthly Luncheon Agenda
Classification: Board
Policy Number: 007
Motion: Dennis Stokley
Second: Robert McIver
Date Submitted: November 15th, 2007
Date Approved: November 15th, 2007
Approved By: All in Favor
Sunset: November 15th, 2010
Purpose:

To standardize the format of the monthly luncheon meetings.

Policy: The agenda will contain the same items for each meeting.
Procedures: 1. Chapter President or Presiding Officer shall be responsible for preparing the agenda for each luncheon meeting.
2.  Chapter President or Presiding Officer shall use the Coastal Agenda Template in planning the meeting agenda.
3.  The Monthly meeting agenda shall include, but not be limited to the following agenda items:
     a.  Opening Remarks
     b.  Pledge of Allegiance
     c.  Prayer
     d.  Recognition of Guests
     e.  Recognition of New Members
     f.   Reports from Committee Chairs
     g.  Introduction of Sponsor
     h.  Introduction of Speaker
     i.   Presentation of Speaker Gift
4.  The Program Chair will be responsible for Speaker Gifts.
 
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