Officers and Committee Chairperson's Manual November 2012

Policies and Procedures November 2012

The Procedural Oversight Committee presented FAPPO’s first Policy and Procurement Manual to the Board of Directors (BOD) at the November 8th meeting. The objective of this manual is to:

• Establish and maintain FAPPO Policies
• Establish and maintain Standard Operating Procedures (SOP) for various operational functions of the Association
• Standardize and maintain FAPPO approved forms for use by the Association
• Establishes a single document for retaining Policies, procedures and forms

The Table of Contents is set up with links to allow simple navigation to various Policies and SOPs.

Several Policies have been amended, which include revised and/or new SOPs and Forms. Also included are SOPs that evolved during the preparation of the manual.

The manual will be available on FAPPO’s website and a web page will be made available to the BOD and committees to download all FAPPO approved forms.

As a reminder all Policy, procedures and forms are to be prepared by the Procedural Oversight Committee. If you have forms, which are not included not available on the web page please forward them to the Procedural Oversight Committee Chair – Marian Pace mpace@pgorda.us.

Payment Processing Procedure:

• Refer to SOP Payment Process in the manual for procedures
• Authorization to Purchase - All desired purchases of $500.00 or more shall require the Presidents pre-authorization to purchase – Form “AuthPurchase”
• Payment Request – All request for check payments shall be processed using Form “Payment Request”
• The form shall be completed, inclusive of account codes, and submitted with all invoices and signed Authorization to Purchase, as applicable
• The documentation shall be submitted to the Treasurer for processing

Procurement Card Policy & Procedure:

• The Procurement Card Policy was updated to reflect current policy and practices
• Refer to SOP Procurement Card Process in the manual for procedures
• Authorization to Purchase - All desired purchases of $500.00 or more shall require the Presidents pre-authorization to purchase – Form “AuthPurchase”
• Procurement Card Log – Form “PC Monthly Log” shall be completed and submitted with the statement, all invoices, and and signed Authorization to Purchase, as applicable
• The documentation shall be submitted to the Treasurer for processing

Travel Policy and Procedure:

• The Travel Policy was updated to reflect current policy and practices
• Establishes the policy for travel and per diem and resource used to establish per diem rates
• Refer to the SOP Travel Process in the manual for procedures
• All travel and costs shall be preapproved by the President before expenses are committed by the member
• Member shall complete a Travel Authorization Form – Form “TravelAuth” and submit to the President with all required backup documentation
• Upon approval by the President the member is authorized to make travel arrangements
• Member shall complete a Travel Expense Report – Form “TravelExpense” and submit report with all receipts, documentation and sign Travel Authorization form to the Treasurer

Professional Development/Scholarships

• All policies, program requirements and forms have been standardized to the related document format.
• Programs and Forms
• CER Program
• Program - CER Program
• Form - CER Application
• Norma J Showley Program
• Program - NormaJShowleyScholarship
• Form – NormaJShowleyApp
• Scholarship Program
• Program – Scholarship Program
• Form – ScholarshipApp

FAPPO Bucks Program

• Program documents revised to reflect current BOD directives
• Procedures were established to define responsibilities and processes in support of the Program Refer to the SOP FAPPO Bucks Process Travel Process in the manual for procedures
• Standardized forms for:
• Annual Conference Subsidy Request – Form “FBucksSub”

FAPPO Bucks Redemption Request – Form “FBucksRed”