Conference Payments and Reimbursements

Purpose: Outline the procedures and forms used for paying Conference costs.

Basic Information: UPHA has been designated as the fiscal agent for this conference, which includes paying for costs associated with this conference. It also includes receipting in an accounting for all revenues and costs associated with the conference. Therefore, UPHA financial processes will be followed for these receipts and payments. These procedures include general instructions on the Finance Committee web site at: http://www.upha.org/members/committees/finance.html These instructions include Payment and Invoice forms and processes.

Detailed Instructions for this Conference:

Payments

1. Payments from the Conference fiscal agent (UPHA) are generated by filling out and approving a UPHA Expenditure Requisition, available from the UPHA web site at: http://www.upha.org/pdf/ExpReq.pdf
2. Send a completed and approved requisition to the UPHA Treasurer who then:
   • prepares a UPHA check,
   • obtains authorized signatures on the check, and
   • mails the signed check to the address shown on the requisition.

Purchasing supplies

1. Supplies can be purchased by someone approved by the Conference Chairs. This person can either:
   • buy the items and be reimbursed, or
   • have the persons agency purchase the supplies and be reimbursed, or
   • put an order together at an office supply store and arranged to pick the order up with the check or after the check is received by the supplier.
2. The ordering person next fills out a requisition indicating who the Payee is, and sends it to the Conference Chair, who approved the requisition.
3. The Conference Chair then forwards the requisition to the UPHA Treasurer
4. The UPHA Treasurer sends the check to the person, agency or the office supply store shown on the requisition.

Advance Check Preparation

Checks needed to be prepared to pay someone or a bill in advance of delivery of services or products, follow the same procedure outlined above, except for the following

• one week advance notice must be given to the Fiscal Agent for all advance checks, and
• the "Date Required" information must be filled in and highlighted, and
• in the "Explanation & Details" section, a description of who the check is to be sent to must be included.

Invoices

Invoices from UPHA are generated by filling out a UPHA Invoice and obtaining signed approval from the Committee receiving the funds. Funds are accounted for by Committee and Revenue Category, which are found on the Invoice. Explain the details on the front, and attach any supporting detail to the invoice. A UPHA Invoice is available from our web site at: UPHA Invoice