AEJMC Council of Divisions
Expense/Reimbursement Policy
(Crearted and approved by Council of Divisions on December 7, 1991, revised December 1999)
I. Rationale
Each division collects dues from its members on an annual basis primarily for the purpose of paying for division activities and services such as communication and conventions/seminars/workshops. These funds should be authorized for expenditure only on those activities and services which are available to or a benefit to the division membership at large, or as in the case of division journals, which provide a service from the division to a larger audience. Though being active in any organization is not without cost, the efforts of AEJMC and its divisions depend largely on the voluntary assistance of members and their academic units or employers.
II. Policy
A. Within those parameters, the following are generally acceptable as expenses which may be paid out of division treasuries:
- Conference/Workshop Speakers when AEJMC or other funds are not available and speaker could not otherwise attend. Refer to AEJMC policy on speaker reimbursements.
- Handouts/materials for conference programs when participation charges are assessed.
- Awards
- Expenses associated with newsletter production services and materials and mailing.
- Materials and mailing costs for other materials sent to division membership.
- Materials and costs of production for division annual reports.
- Per member prorations of dues to support division publications intended primarily for external consumption (i.e. Mass Communication & Society divisionÕs Mass Comm Review).
- Nominal donations for the support of relevant professional organizations (i.e. the Student Press Law Center), though such amounts should be examined judiciously and approved on an annual basis by the division membership.
- Such other expenses as may be interpreted to fall under the letter and spirit of this policy.
B. The following will generally not be acceptable as expenses to be paid out of division treasuries:
- Travel and travel-associated expenses for division members or other members of AEJMC. Exception: In December 1999, the Council and the AEJMC Executive Committee approved allowing each division/group to use a maximum of $500 of its funds to assist in travel costs of the head and/or vice head to attend the Winter Planning Meeting.
- Reimbursement of departments for services normally provided to faculty members, such as long distance phone or purchase of hardware or software to be used partially or exclusively for division business unless associated with operation of division external publications.
- Reimbursement for overhead charges associated with operation of academic or other units.
- Reimbursement for portions of salaries or stipends for duties associated with AEJMC divisional responsibilities.
- Reimbursement for which appropriate documentation (receipts, vouchers, etc.) is not in division files. Reimbursement for expenses incurred during previous division head's term (i.e. expenses from Oct. 1 on must be reimbursed no later than the next Sept. 30).
III. Procedures
A. Allocation of division funds must be reported to the membership at the annual business meeting.
B. All specific authorization for expenditures from division treasuries must be transmitted in writing on the proper forms to the AEJMC Business Manager and include appropriate documentation, before monies are disbursed.
C. Expenditures of funds by divisions will not be allowed if sufficient funds are not available in the division account.
D. If, in the opinion of the AEJMC Business Manager, there is some question about the appropriateness of a division expenditure under this policy, the matter shall be referred to the head of the AEJMC Council of Divisions who may convene and chair a committee consisting of the head of the affected division and three other current division heads to resolve the matter. If necessary, a simple majority committee decision may be used.
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