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Policies and Procedures - Boards |
5.8.1 Conference Expenses - approved 9/6/96 -
ComSoc committees and/or organizations that arrange for meeting rooms, Audio-Visual (AV) equipment and Food & Beverage (F&B) charges shall be responsible for verification of the accuracy of the charges. Items to be verified include:
- Accuracy of the bill - quantities, place, dollar amounts, etc.
- Departmental budget to be charged
- Total dollar amounts charged
- Signature and printed name of individual ordering/verifying charges.
- Copy of the bill should be given to Communications Society Programs and Administration (ComSoc P&A).
The hotels/convention centers will be instructed not to accept orders for AV or F&B items without prior concurrence of a designated ComSoc Programs and Administration person. (e.g. Tom Stevenson or ail Weisman.) The hotel will be notified in advance of the appropriate names who can approve charges to the ComSoc master account. Orders for items without prior concurrence must be paid for by the individual placing the order with the hotel/convention center.
Copies of meeting room requests, F&B and/or AV orders must be sent to ComSoc P&A prior to the meeting to match up with the charges. These will be used to notify the hotel which orders will be billed and accepted to the ComSoc master account.
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