Procedures for Submitting Bills to HQ for Payment

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SUBMITTING BILLS FOR PAYMENT

As part of the Centralized Accounting all chapter bills will be processed and paid by Headquarters (HQ). During transition, chapters will begin to send all bills to HQ for payment. (All chapters who have not yet started transition must still send their Form 14s to the District Director for approval.)

In General

Bills are to be submitted for payment to HQ with the following information in order to be processed without delay:

1. Chapter/District/Region number and name
2. Detailed purpose (list of attendees is required for meetings other than chapter monthly meetings)
3. Funding to be paid from if the default isn’t the National Allocation i.e. local funds or a Field Grant – (unrestricted or unallowable expense such as alcohol, swag, gifts, scholarships and fundraising expenses should be from local funds, if the chapter specifies this upfront, then no further communication will be necessary)
4. If it is to be coded to a special activity (if applicable, most chapters do not have activity codes)
5. Chapter chair or designee approval with name and title (legible – can be on the email sending it in from the chair)
6. W-9 for any service vendors that are not a corporation not submitted before to HQ (Annual requirement)