Chapter Officer Resources

LATEST RESOURCES

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IDSA Chapter Officers organize and manage events and other activities to provide professional development and networking opportunities to local industrial designers as well as career development support to students of industrial design at institutions of higher education in the surrounding areas. To support chapter officers in coordinating local activity, IDSA headquarters has developed resources, guidelines and infrastructure. Chapter officers are strongly encouraged to read through the information below and harness these resources. 

Organizational Resources

  • IDSA Chapter Vice President

SCARF

Before conducting an event or other activity, an officer of the chapter must submit a Section and Chapter Activity Request Form (SCARF). Within three (3) business days, the chapter officer will receive a request for addtional details from Jordan Fleger or approval from Rebecca Alvord. A SCARF must be submitted whether the chapter intends or expect to spend funds or receive registration, sponsorship or other revenue related to the event or activity. The SCARF serves to document the event or other activity to be undertaken and supports planning. Inquiries on the SCARF process or submitted entries may be directed to Jordan Fleger.

Contracts

Contracts or other agreements may be entertained for SCARF approved events in accordance with the following procedures: Not every chapter event or other activity will necessitate a contract. In the event one is needed, IDSA's Executive Director, Daniel A. Martinage, CAE, is the sole authorized signatory of any contract or other agreement between IDSA and an external party(ies). Chapters are considered component communities of IDSA. Chapter officers are not authorized to sign contracts or otherwise enter into agreements on behalf of IDSA. A copy of the contract offered may be submitted by any chapter officer or the party offereing the contract to IDSA Director of Administrative Operations Jerry Layne for review. Upon fulfilment of any resulting inquiries, the contract will be signed by the Executive Director. By default, an electronic copy of the signed contract will be returned to the submitting chapter officer or external party, as appropriate. Upon request, a hard copy may be sent in addtion or instead. Chapter officers are advised to allow at least one (1) week for contract review to accomodate placement in headquarter's workflow, staff unavailablity due to travel etc., negotiation and/or arbitration, legal review and addressing other issues of concern. Inquiries about the process or contracts under review may be submitted to Jerry Layne

Credit Card

Chapter expenses incurred for SCARF approved events may be charged to a chapter's corporate credit cardEach chapter is entitled to hold an IDSA corporate credit card. Typically the card is held by the chapter's secretary/treasurer. However, the chair or vice chair may be the designated chapter credit card holder. The card is issued usually within 10 business days of IDSA heaquarters receipt of the Credit Card Acknowledgement Notice & Form (download file below) denoting the requester has read and agreed to abide by the society's Credit Card Usage & Disbursement Policy (download file below). For control purposes, the card has a default $250 spending limit. However, this limit may be raised if the credit card holder submits the Credit Card Limit Increase Request Form (download file below). Processing will be completed within two (2) business days. The credit card charges each month must be coded for IDSA general ledger entry by the third (3rd) business day of the following month. To support this process, the chapter credit card holder must submit electronic copies of receipts to Jordan Fleger before that time. Missing Receipt Form (download file below) must be submitted as a substitute if the receipt is no longer unavailable. To ensure IDSA compliance with IRS and other auditing requirements, chapter credit cards will be suspended within 30 days of failure to submit receipts or substitutes. Inquiries about chapter credit cards may be submitted to Jordan Fleger.

Reimbursement

Chapter expenses incurred for SCARF approved events will be eligible for reimbursement under the following conditions: If expenses are not charged to the chapter credit card, they may be covered by personal funds from a chapter officer or designee and reimbursed in accordance with the society's Reimbursement Policies & Procedures (download file below) and upon submission of a Reimbursement Request Form (download file below). Requests received by close of business on Tuesday of any given week will be issued via check and mailed by Thursday of that week, provided the form is complete and accompanied by copies of the receipts. Missing Receipt Form (download file below) must be submitted as a substitute if the receipt is no longer unavailable. The total of the reimbursement request must match the sum of the expenses on the accompanying receipts, and the receipts must be placed in the order in which they are entered on the form. This reduces processing time and ensures on-time disbursement. On rare occasions, the check production cycle may be moved up or down to coincide with the availability of IDSA's Executive Director, the sole signatory on IDSA issued checks. Question about the status of reimbursement requests may be submitted to Jordan Fleger or Bridget Brooks.

Invoice Payment

Chapter expenses incurred for SCARF approved events will be eligible for invoice payment under the following conditions: Expenses which are not charged to the chapter credit card or to an individual who has or will request reimbursement may be paid directly to a third party by IDSA headquarters upon the furnishing of a vendor's or other service provider's invoice containing the appropriate contact and expense details accompanied by the completed Invoice Payment Request Form (download file below). Requests which are free and clear of further inquiry and submitted to Jordan Fleger by close of business on Tuesday of any given week will typically result in a check being issued and mailed on Thursday of that week. On rare occasions, the check production cycle may be moved up or down to coincide with the availability of IDSA's Executive Director, the sole signatory on IDSA issued checks. Inquiries on the status of invoice payments may be submitted to Jordan Fleger or Bridget Brooks.

Funding - Seed Money, Registration Fees, Donations and Sponsorships

On an annual basis, IDSA heaquarters makes available seed money to offset the negative year end balance of a chapter. This seed money does not transfer to chapters as they do not have individual accounts. Instead, the funds sit in an overarching chapter program account. At the end of the year, a negative chapter balance may be reduced up to the limit of the seed money. The chapter program account is funded by a portion of each IDSA professional member's dues. Chapters may also generate revenue from registration fees for events, sales of products or services, sponsorships and donations. Chapters are advised to offer preferential pricing for events to members as a benefit and higher pricing to non-members. Chapters are also advised to seek local sponsorships to support their activities beyond seed money and event registration revenue. All revenue generated by a chapter is tracked in the general ledger in the same way that all expenses incurred by a chapter are tracked. Inquiries about funding may be directed to Jerry Layne.

Reports from Headquarters to Chapters

IDSA headquarters will provide each chapter a copy of its income statement and the general ledger details each quarter. These reports are typically distributed within 30 days from the end of the preceding quarter. The 4th quarter or end of year report may not be available until February of the following year as the previous year's financial reporting must be closed out across the organization. Upon receipt of these reports, an officer of the chapter, typically the secretary-treasurer, though this can be the chair or vice chair, is required to review and inform IDSA headquarters of any discrepancies with their own internal record keeping. This may include discrepancies in income, expense or both. Reports will be distributed by Jordan Fleger. Inquiries may be addressed to Jerry Layne.

Reports from Chapters to Headquarters

In January, each chapter is required to submit to headquarters an outline of their planned or "wish list" activities for the year. Chapter officers are asked to use their best gauge of valuable programming that is achievable. This will assist the Chapter Vice President, District Vice Presidents and IDSA management to properly resource the overarching chapter program and individual chapters throughout the year. Chapter officers are also expected to maintain internal records of their income and expenses to compare against the income statements and general ledger details provided by headquarters. Chapters conducting events through Eventbrite or collecting payment through Square or other such services are asked to provide login details for their accounts to Bridget Brooks so she can generate the reports needed to substantiate revenue collected and properly assign them to the appropriate chapter, or to provide Excel spreadsheets of these reports to her upon completion of the revenue generating activity. Without these reports, a chapter's revenue cannot be identified and tracked in the general ledger. Inquiries about these reporting requirements may be directed to Jerry Layne.

 

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