AAHSL Committee and Task Force Manual

Budget Planning

Association Year | Budget Planning Process | Seeking Outside Funding
Committee Expenses | Travel Expenses | Return to Table of Contents

Association Year 

Beginning in 2019, the association’s year (annual meeting to annual meeting) and the fiscal year (October 1 to September 30) more closely coincide. Thus, committee chairs will be preparing a budget in July for the next fiscal year, which may be implemented by a new incoming chair. Therefore, it is important to that budgets are submitted jointly by the current and incoming chairs and involve the Board liaisons.

Initial budgets are submitted before the annual meeting in July, and approved by the Board at the annual meeting. Any variances in the approved budget of $500 or more must be resubmitted to the Board for approval. Requests for changes in the budget can be made through email if it fits within the strategic objectives for the year. The Board will approve all requests for changes.

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Budget Planning Process

Budget request forms [Appendix D] are sent to chairs in June and should be returned to the AAHSL Office by July 15th . Budgets should be clearly linked to association priorities and initiatives and provide enough detail to support the budget request.

New chairs can gain insight as to the type and amount of expenses likely to be incurred by the committee/task force during the next fiscal year by:

  1. Reviewing the previous year’s budget request.
  2. Reviewing association and committee/task force reports and calendar of events.
  3. Consulting with the immediate past chair and the board liaison.
  4. Consulting with the Secretary-Treasurer and AAHSL headquarters staff
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Seeking Outside Funding

The AAHSL Board of Directors oversees all fund-raising activities of the association. Committees and task force may not seek or accept outside funding unless Board approval is secured as described below. This is to insure coordination of fund raising activities among the various components of the association.

Activities requiring outside funding should be submitted to the Board liaison for presentation to the Board for approval.

The request must include the following:

  • A description of the project or activity for which the funds are being sought or accepted, together with documentation of the importance and relevance of the project or activity to AAHSL and the potential results of not funding the proposal.
  • Documentation concerning the sources of funding that will be approached or accepted.
  • A statement concerning the amount of outside funding and the time period for collecting it.
  • Evidence of the association’s ability to carry out the activity or project if funding is received.
  • If the purpose of funding is to initiate an activity, which will continue beyond the initial funding period, long-range plans and possible future financial support required should be described.

After approval is granted to seek or accept outside funding, committees/task forces may proceed. However, the Board liaison should be kept fully informed as negotiations go forward.

All resulting contracts or other legal agreements are subject to Board approval and must be reviewed by AAHSL HQ as well.

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Committee Expenses

When authorized by the current fiscal year’s approved committee budget request, committee chairs may request reimbursement for committee expenses. For expenses to be charged against the current fiscal year, requests should be sent before September 15th, to AAHSL Headquarters business office. Information on the request should include:

  • Committee name
  • Date expenses were incurred
  • The type of expenses and receipts for them, (photocopies are acceptable)
  • To whom the check should be made payable
  • Signature of the committee chair
  • Other supporting documentation as relevant

Most committees and task forces will not need budget funds for meetings held at the AAHSL Annual Meeting because meeting spaces are routinely supplied by the association. Budget requests for lunch or refreshments as well as all equipment, such as flipcharts and LCD projectors, should be included in the annual budget requests and arranged through HQ staff.

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Travel Expenses

AAHSL does not usually cover travel expenses (including lodging and food) to the AAHSL annual meeting. When AAHSL business requires additional travel time and expenses by members or authorized AAHSL representatives, the Association shall reimburse the individual(s) for reasonable travel costs.

The AAHSL Travel Policy [Appendix E] delineates the types of cost that will be covered for AAHSL related business. AAHSL’s standard travel expense form [Appendix F] should be used when requesting reimbursement of travel costs.

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