{"id":47,"date":"2026-04-10T14:00:14","date_gmt":"2026-04-10T14:00:14","guid":{"rendered":"http:\/\/regions.acsa.org\/19\/"},"modified":"2026-04-11T03:55:10","modified_gmt":"2026-04-11T03:55:10","slug":"budget-guidelines","status":"publish","type":"page","link":"https:\/\/regions.acsa.org\/19\/about\/budget-guidelines\/","title":{"rendered":"Budget Guidelines"},"content":{"rendered":"

ACSA Region XIX Budget Guidelines
\n<\/strong><\/h3>\n

Download guidelines as a PDF <\/strong><\/a><\/p>\n

1. Reserves<\/em><\/strong><\/p>\n

a.\u00a0 \u00a0A minimum of five thousand dollars ($5,000) shall be carried as a restricted portion of reserves each fiscal year.<\/p>\n

b. \u00a0 At least ten percent (10%) of the income from State ACSA shall be budgeted into a contingency fund each fiscal year.<\/p>\n

c. \u00a0 A balance of $5,000 will be maintained in a bank account for cash flow purposes.<\/p>\n

2. Charter and Committee\/Council Funding<\/em><\/strong><\/p>\n

a. \u00a0 \u00a0The Budget Review Committee will assess the ACSA rebates and shares with the charters by providing:<\/p>\n

i. \u00a0 \u00a0Charter funding:\u00a0 Basic allocation of $500 upon receipt by the Region Directors of the charter\u2019s previous year’s financial statement, present year budget, and the charter\u2019s bylaws. This information is to be received by September 15 of the calendar year for payment to be authorized.<\/p>\n

ii. \u00a0 \u00a0The portion of the ACSA rebates received by the Region will be allocated to Charters annually by June. The rebate will be processed following the submission of the annual charter election results, along with a complete listing of the charter’s officers and delegates for the next fiscal year, to the Region Directors. The rebate will be processed using the March 1 membership report numbers at a rate of $20 per member for the regular dues-paying charters and $10 per member for the REM and Student charters.<\/p>\n

iii. \u00a0 \u00a0Committee\/Council funding: Basic allocations of $300 upon receipt by the Region Vice President of Committees\/Councils of a complete list of committee membership and proposed activity designs for the year. Payment will be made by the Treasurer upon receipt of the Request for Payment<\/em> form submitted by the Region Vice President of Committees\/Councils.<\/p>\n

3. Project\/Activity Designs<\/em><\/strong><\/p>\n

a. \u00a0 An amount shall be budgeted annually for Project\/Activity Designs. As of March 2023, this amount is $300 per term, per Charter. Project\/Activity Designs must be received by September 10 (1st Term) and January 28 (2nd Term) to be eligible to be funded. An Activity Design, or Special Project that is Region-based, may be submitted to the Delegate Assembly for projects larger than $300 that further the ACSA Strategic Plan with regard to Region XIX interests.<\/span><\/em><\/p>\n

b. \u00a0 Project\/Activity Designs from Committees\/Councils must be forwarded to the Region Vice\u00a0President of Committees\/Councils for approval by the Region Board.<\/p>\n

c. \u00a0 Project\/Activity Designs from Charters must be forwarded to the Region Executive Director or Region Consultant for approval by the Region Board.<\/p>\n

\u00a0 \u00a0 \u00a0 \u00a0d.\u00a0 \u00a0 In order to be considered for approval, Project\/Activity Design forms must be received by the Region by January 8 of each year.<\/p>\n

4. Savings\/Checking Accounts<\/em><\/strong><\/p>\n

a. \u00a0 The Treasurer, at his\/her discretion, shall direct monies to and from savings accounts (certificates or deposits, time deposits) with the Region President\u2019s approval.<\/p>\n

b. \u00a0 The checking account requires one (1) signature.\u00a0 Authorized signers include the Treasurer, Region President, and Region President-Elect, Executive Director, and Region Consultant. A region credit card will be issued for the same authorized signers and will include the Vice-President of Legislative Action for the purpose of administering the larger costs of Legislative Action Day.<\/p>\n

c. \u00a0 The Treasurer and Region President will be responsible for Region financial operations.<\/p>\n

i. \u00a0 \u00a0Region Board of Director members and designated support staff are eligible for reimbursement for telephone communications, stationary, postage, travel (State ACSA authorized rate), meals, and lodging required in the function of their particular office.\u00a0 A Federal W9 form must be on file for any person or company to be paid or reimbursed by the Region. A Request for Payment<\/em> form must be submitted to the Treasurer for approval of payment.<\/p>\n

ii. \u00a0 \u00a0The Region Board of Directors shall be authorized to contract for secretarial, clerical, bookkeeping, and conference facilities help at a rate not to exceed $30 per hour, as necessary, to carry out the duties of the Region.\u00a0 A higher rate may be approved by the Region Board of Directors.\u00a0 When a district or county schools employee is contracted to perform any of these duties, the $30 per hour rate will be paid for time after the regularly paid work day.<\/p>\n

iii. \u00a0 \u00a0Expenses for attendance or participation in conferences, workshops, or training sessions may be paid by Region XIX with prior approval of the Region President and if the expenses are incurred for the benefit of Region XIX.<\/p>\n

5. Budget Calendar<\/em><\/strong><\/p>\n

a. \u00a0 A Budget Review Committee consisting of the Treasurer and members selected by the Board will meet before the Spring Delegate Assembly to set up an annual budget.<\/p>\n

b. \u00a0 The Budget Guidelines shall be reviewed annually by the Budget Review Committee and presented to the Region Delegates at the end of the year Leadership Conference for approval.<\/p>\n

c. \u00a0 The Budget Review Committee shall draft a budget for the following year and it shall be presented to the Region Board prior to the Leadership Conference electronically or via conference call.<\/p>\n

d. \u00a0 The final proposed budget for the following year will be presented at the end of the year Leadership Conference for final discussion and adoption.<\/p>\n

6. Legislative Action Day<\/em><\/strong><\/p>\n

    \n
  1. All flights must be pre-arranged by individual who will be reimbursed for the actual cost of the flight once the trip has been completed.<\/li>\n
  2. Other transportation may be arranged by the Vice-President, Legislative Action. Individuals using taxis\/Ubers will only be reimbursed for the cost of the actual travel. Tips cannot be reimbursed.\u00a0 All members are encouraged to take the pre-arranged shuttles or share taxis to reduce expenses.<\/li>\n
  3. Attendees make their hotel rooms reservations in advance.\u00a0 Additional nights or rooms outside of the \u201cblock\u201d may not be reimbursed. The Executive Board will make a decision based on individual circumstances.<\/li>\n
  4. Internet and incidental room charges are the responsibility of the individual and will not be reimbursed.<\/li>\n
  5. Airport parking will be reimbursed only for the days of the meeting or conference with a receipt.<\/li>\n
  6. Group meals will be paid by the Vice-President, Legislative Action and if the attendee is not present they will not be reimbursed individually. (exception – flight delay)<\/li>\n
  7. All receipts must be received by the Region XIX Treasurer or Director within 45 days of the Legislative Action Day activity.\u00a0 Any receipts received after that time may be returned without reimbursement.<\/li>\n<\/ol>\n

     <\/p>\n

    Adopted March 23, 2023<\/p>\n

    Updated 9\/5\/25<\/p>\n","protected":false},"excerpt":{"rendered":"

    ACSA Region XIX Budget Guidelines Download guidelines as a PDF 1. Reserves a.\u00a0 \u00a0A minimum of five thousand dollars ($5,000) shall be carried as a restricted portion of reserves each fiscal year. b. \u00a0 At least ten percent (10%) of … Continued<\/a><\/p>\n","protected":false},"author":119,"featured_media":0,"parent":2,"menu_order":7,"comment_status":"closed","ping_status":"closed","template":"","meta":{"om_disable_all_campaigns":false,"footnotes":""},"class_list":["post-47","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/regions.acsa.org\/19\/wp-json\/wp\/v2\/pages\/47","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/regions.acsa.org\/19\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/regions.acsa.org\/19\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/regions.acsa.org\/19\/wp-json\/wp\/v2\/users\/119"}],"replies":[{"embeddable":true,"href":"https:\/\/regions.acsa.org\/19\/wp-json\/wp\/v2\/comments?post=47"}],"version-history":[{"count":26,"href":"https:\/\/regions.acsa.org\/19\/wp-json\/wp\/v2\/pages\/47\/revisions"}],"predecessor-version":[{"id":2040,"href":"https:\/\/regions.acsa.org\/19\/wp-json\/wp\/v2\/pages\/47\/revisions\/2040"}],"up":[{"embeddable":true,"href":"https:\/\/regions.acsa.org\/19\/wp-json\/wp\/v2\/pages\/2"}],"wp:attachment":[{"href":"https:\/\/regions.acsa.org\/19\/wp-json\/wp\/v2\/media?parent=47"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}