Chapter Policies

Policy:	Financial Policy Guidance
Date Approved:	9/2015
Written by:	Mary Kaye Verbiar

Officers and Board Members
1. The Chapter Coordinator will automatically register Officers and Board Members for each event except Networking Events (events with no CPE credit) and GHALI.
2. The Officer or Board Member will be included in the Final Count for meals etc.
3. If an Officer or Board Member will not attend an event and HFMA is responsible for a per-attendee charge, the Officer/Board Member is responsible to let the Chapter Coordinator know that he/she will not be attending so the Final Count is not inflated.
4. Officers and Board Members are responsible for registration and any fees associated with Networking Events and GHALI.
Registration Fees
1. The following individuals may attend Program Meetings free of charge:
a. Speakers
b. Chairperson(s) of the meeting
c. Unemployed HFMA Members (paid membership within the last year preceding unemployment)
d. Student members through Student e-Membership
e. Chapter Life Members
f. All attendees of Road Shows
2. GHALI
a. The following individuals may attend GHALI free of charge:
i. Speakers (on the date of presentation)
ii. Chairperson(s) of the event
b. Hotel fees are reimbursed for GHALI Chairperson(s)
3. Holiday Party
a. Registration fees are waived for Members (and guest) receiving an award
b. Chairperson(s) of the event
4. Volunteer Appreciation Event
a. Registration fees are waived for:
i. Speakers
ii. Chairperson(s) of the event
iii. Volunteers for the preceding year
Refund Policy
1. Refunds will be issued if cancellation is received by the Chapter Coordinator more than three business days before any event.
2. Refunds will be issued via the method of original payment.
3. Credit for future events will not be permitted.
4. Event advertising should refer to the Refund Policy and the specific date cancellations are requested by.
Non-Payment of Fees
1. If fees are not collected by the end of an event, the registered individual will be invoiced once via email.
2. If payment is not received within 5 business days, the amount due will be forwarded to the Treasurer for follow up.
3. If the registered individual attends the event but has not paid, he/she will not receive CPE credit until the invoice amount is paid.
CPE
1. The Chapter Coordinator will maintain record of meeting attendees to verify CPE earned for each Program.
2. Individual members are responsible for maintaining cumulative CPE records.
3. CPE will only be awarded if programs are attended and fees are paid in full.
No-Shows
1. The Chapter Coordinator will track a No-Show rate to assist Program Chairs in determining Final Counts.
2. Paid No-Shows will not be refunded as the request would not be within noted guidelines.
3. Unpaid No-Shows will be invoiced and referred to the Treasurer if payment is not received.

Policy:	Cash Management
Date Approved:	3/31/11
Written by:	Mike Manfull

The purpose of this policy is to establish the procedures by which the chapter leadership can be sure that controls are in place protecting the cash assets. With limited possibilities for complete separation of duties, a review process is required. The Chapter Coordinator will receive payments for programming, sponsorships and other cash inflows. The Coordinator or a volunteer will receive and log program fees paid on a “walk-up” basis. This log should accompany the deposit made from funds received for the program. The Chapter Coordinator will process for deposit and post electronically, the cash received. The Chapter Treasurer will review and initial each deposit made for the chapter. The Chapter Treasurer will also review and initial the monthly bank reconciliations performed by the Chapter Coordinator. On a quarterly basis the Chapter Officers will review the chapter receivables.

Policy:	Travel and Entertainment
Date Approved:	3/31/11
Written by:	Mike Manfull

The purpose of this policy is to establish the procedures by which the chapter leadership members can obtain reimbursement for expenses incurred while performing chapter business. These expenses should be turned in for reimbursement on a properly approved reimbursement form.

All travel should be made by air unless ground is found to be the lesser expenses of the modes of travel or is the more reasonable method of travel. The mileage rate to be used for reimbursement purposes as well as for the comparison of ground vs. air travel is to be the prevailing IRS published rate. When traveling by ground, route and mileage details must turned in by using one of the internet based detailed directions such as mapquest.com or google.com.

Meal expenses per day shall not exceed the amount currently allowed by the IRS and considered on a per person basis. This per diem amount can be found on the IRS web site. When requesting reimbursement for meal costs, detailed receipts must be included with the request. This detailed receipt should list the food and drinks purchased. If meals are purchased for more than one person, the persons involved in the purchase should be listed on the receipts.

Additional expenses such as parking, taxi, airfare and miscellaneous expenses should include detailed receipts.

Every effort should be made to find the lowest cost travel plans.

Policy:	Program Fees for Unemployed Members
Date Approved:	3/31/11
Written by:	Mike Manfull

The purpose of this policy is to establish the procedures by which Northeast Ohio members who find themselves unemployed my still attend chapter programming. If a member in good standing is unemployed, he or she may attend chapter educational programming at no cost. It is the intention of the chapter leadership that these members be provided with employment networking opportunities with other members. The member should register for programming as all other members would, but should contact to the chapter coordinator to inform the chapter of their employment status. This exemption does not apply to the chapter annual institute.

Policy:	Certification Scholarship Program
Date Approved:	4/19/11
Written by:	Keeth Stone

The Northeast Ohio Chapter (NEO) of the Healthcare Financial Management Association (HFMA) continues to encourage members to pursue and achieve certification as a Certified Healthcare Financial Professional (CHFP).

Many members who successfully pass the exam are eligible for reimbursement from their employers for some portion of the examination fee and/or on-line study material fee. To encourage and assist those members for whom employer reimbursement is not available, the Chapter offers a limited financial award program through the Chair of the Certification Committee.

Current CHFP Award Program
Effective June 1, 2011, the NEO HFMA Chapter Board has approved annual funding for a maximum of 5 awards of $200.00 each for successful completion of the CHFP exam. NEO HFMA members who have successfully completed the CHFP exam on or after June 1, 2011 and who will NOT be reimbursed by their employer for any portion of either the examination fee and/or the online study material fee are eligible to apply. Chapter awards will be issued to the first 5 approved applications.

Reimbursement Application Procedure
Upon successful completion of the CHFP exam, a member who will NOT be reimbursed by their employer for any portion of either the examination fee or the on-line study materials may complete and submit an NEO HFMA expense form in application for a financial award . A copy of the exam result e-mail notification and a release authorizing HFMA National to confirm that the member has passed the exam is required. Application for the award must be made within 8 weeks of receiving exam results. The funds allocated to members will be reviewed annually and is subject to change at the discretion of the Chapter board.