BSA Governance Information
BOTANICAL SOCIETY OF AMERICA - POLICIES - BSA Policies and procedures
documents are in the process of being rewritten to reflect our
commitment to transparency and compliance with the Sarbanes-Oxley
Act of 2002 (Public Company Accounting Reform and Investor Protection
Act of 2002). The policy and procedure work will be complete by
December 31, 2007.
Revised March, 2007
TABLE OF CONTENTS
I. OVERVIEW OF ORGANIZATION
II. MEMBERSHIP AND DUES
A. Membership Types
III. OFFICERS
A. Election
and Appointment of Officers
B. Duties
of Elected Officers
C. Duties
of Appointed Officers
IV. COUNCIL
V. SECTIONS
VI. COMMITTEES
VII. PUBLICATIONS
A. American
Journal of Botany
B. Plant
Science Bulletin
C. Web
Presence
VIII. ANNUAL BUSINESS MEETING
IX. BSA ANNUAL CONFERENCE
X. GRANT MANAGEMENT
XI. ACCOUNTING
A. CHART
OF ACCOUNTS & CLASSES
B. DUES
PROCESSING
C. INSTITUTIONAL
SUBSCRIPTIONS
D. PAYROLL
E. ACCOUNTS
PAYABLE
F. PETTY
CASH
G. BANK
ACCOUNTS
H. BANK
RECONCILIATIONS
I. INSURANCE
POLICIES
J. ENDOWMENT
FUND & SALOMON SMITH BARNEY ACCOUNTING
K. ACCOUNTANT
RESPONSIBILITIES
L. ANNUAL
BUDGETS
M. MONTHLY
/ ANNUAL CLOSE OF BOOKS
N. DONATIONS
TO THE BSA
O. QUID
PRO DONATIONS TO THE BSA
P. RECORD
RETENTION
Q. MONTHLY
/ ANNUAL CHECKLIST
R. COMPETETIVE
BIDDING REQUIREMENTS
S. PROMPT USE
OF FEDERAL GRANT MONIES & SEGREGATED ACCOUNTING
XII. WEB SITE & DATABASE MANAGEMENT
A. WEBSITE
MANAGEMENT
B. ONLINE
DUES PROCESSING
C. DATABASE
MANAGEMENT
XIII. INTERNAL CONTROL
A. STAFF EXPENDITURE LIMITATIONS
B. OPENING
MAIL & CASH RECEIPTS
C. SIGNING
CHECKS
D. BANK
RECONCILIATIONS
E. TIME
USAGE REPORTS
XIV. SECTION & SPECIAL FUNDS ACCOUNTS
A. SECTIONS
i.
Allotment Allocation
ii.
Use of Allotments
B. SPECIAL
ACCOUNTS
i.
BSA Unrestricted Funds
ii.
BSA Endowment Fund
iii.
BSA Educational Fund
iv.
BSA Botanical Friends Fund
v.
BSA PlantingScience Fund
vi.
Vernon I Cheadle Fund
vii.
Michael Cichan Fund
viii.
Conant Travel Fund
ix.
Isabel Cookson Fund
x.
Leasure K. Darbaker Fund
xi.
Katherine Esau Fund
xii.
John S. Karling Fund
xiii.
Margaret Menzel Fund
xiv.
A. J. Sharp
xv.
Maynard Moseley Fund
xvi.
Winfried and Reneta Remy Fund
xvii.
Grady L. Webster Fund
I. OVERVIEW OF ORGANIZATION
BOTANICAL SOCIETY OF AMERICA (BSA)
The Botanical Society of America (BSA) is a "not-for-profit"
membership society that exists to promote botany, the field of
basic science dealing with the study and inquiry into the form,
function, development, diversity, reproduction, evolution, and
uses of plants and their interactions within the biosphere.
For tax purposes, we are a 501©(3) organization that was
originally incorporated in Connecticut – TAX ID# 62-0671591.
Member Kent Holsinger is our agent for service in the state of
Connecticut and files the incorporation renewal with the CT Secretary
of State every 2 years. The administrative offices of the BSA
are located in St. Louis, Missouri adjacent to the Missouri Botanical
Gardens (MOBOT) and MOBOT provides the site and support services
to the BSA.
Sales tax – the BSA has no obligation to charge sales tax
for internet sales. All internet sales across state lines are
not subject to sales tax (as of now…).
As the BSA operates as a non-profit in Missouri, they have applied
for and received an exemption so they don’t have to charge
sales tax (which would normally apply to merchandise sales to
Missouri residents). Their Tax Exempt# 18473598.
The BSA is registered as a non-profit organization with the Missouri
Secretary of State.
The BSA has a fiscal year of October 1st to September 30th. Prior
to 1999, the organization had a June fiscal year end but it was
changed to encompass the Annual Meeting activity in July/August.
Missouri does not require a corporate or non-profit return filing
so the Association only files an annual federal non-profit tax
return, form 990. This form is available online at a national
non-profit website located at: www.guidestar.org.
As a non-profit , the Association is required to provide a current
copy of their tax return to any person or organization that requests
it (and the BSA can charge them a copy or mailing fee).
II. MEMBERSHIP AND
DUES
There are two categories of membership in the Botanical Society
of America, Voting (v) and Non-Voting (nv). Within each category
there are various membership types. New membership types must
be approved by a 2/3rds vote of the BSA Council.
A. Membership Types
i. Professional Member (v) - Any person who
is interested in botany/plant biology and who is not eligible
for, or does not desire inclusion in, the categories that follow.
- $50
ii. Student Member (v) - Any full-time (degree-seeking)
student who submits an application. - $30 (Maximum eligibility
- 7 years)
iii. Emeritus Member (v) - BSA Member for 25
years or more and now retired. No charge for membership - the
BSA thanks you for your contributions over the years.
iv. Family Members: - Members of the families
of one of the three member types above. Family members have the
same rights and privileges as other members except they share
one copy of all publications and/or mailings from the Society.
All family members have the right to vote. Add +$5 to the main
members membership type.
v. Corresponding Members (v) -
Corresponding Members are distinguished senior scientists
who have made outstanding contributions to plant science
and who live and work outside of the United States of America.
The number of such members is limited to fifty living persons.
Members or Sections submit nominations supported by credentials
of proposed Corresponding Members to the Committee on Corresponding
Members which reviews these credentials and forwards its
recommendations to the Council. The Council evaluates these
proposals and presents its selected nominees to The Society
for election at an annual business meeting. Corresponding
Members pay no dues and have all the privileges of Voting
Members.
vi. K-12 & Community College Classroom Teachers
(nv) - K-12 & Community College teachers interested
in plants and plant biology as part of the overall science program.
- $10
vii. Affiliated Professional (nv) - An Affiliated
Botanist is a professional person working in, or having interest
in, plant-related information that does not fit within our professional
membership category. This is a non-voting, non-publishing membership
with online access to the American Journal of Botany (including
the journal archives) and Plant Science Bulletin.- $35
viii. Amateur Botanist (nv) - Membership for
the non-professional, non-Academic, who loves plants and is interested
in gaining online access to nearly 100 years of the American Journal
of Botany. This is a non-voting, non-publishing membership with
online access to the American Journal of Botany (including the
journal archives) and Plant Science Bulletin. - $20
ix. Associate Membership (nv) - An
Associate Membership is designed offers an opportunity for BSA
members to gift/provide membership to fellow plant scientists
working in developing nations (based on the Hinari stage 1 &
2 criteria http://www.who.int/hinari/eligibility/en/),
who might not otherwise be able to join the Society. BSA members
can recommend their colleagues for an Associate Membership. This
is a non-voting, non-publishing membership with online access
to the American Journal of Botany (including the journal archives)
and Plant Science Bulletin. Members, to use this membership type
please go to https://payments.scientific-conference.net/associatememberships.php,
contact the BSA office at 314-577-9566 or email us at bsa-manager@botany.org.
- $10
x. Corporate Membership (nv) - For details of
benefits, see Corporate
Membership on the BSA website - $6,500.
xi. Other Temporary Memberships (nv) - Other
temporary membership types may be employed from time to time at
dues agreed by the Council for promotional purposes, for example
gift memberships to students.
III. OFFICERS
A. Election and Appointment of Officers
B. Duties of Elected Officers
C. Duties of Appointed Officers
D. Etical Guidelines
E. Conflict of Interest
IV. COUNCIL
V. SECTION
As part of being a general member of the BSA, there are special
interest groups (i.e. ecology, paleobotany, etc) that each member
can join (called Sections); some of these Sections require an
additional fee be paid up front and these monies are allocated
towards a specific cash fund for that section (although no separate
bank accounts are kept). These funds are discretionary & to
be used by the Sections as their bylaws allow – for association
dues, awards and Annual Meeting related expenses.
In addition to monies they raise through dues, the sections are
also allocated an annual sum (called an Allotment) that they can
also spend in accordance with their bylaws. See Sectional
& Award Allotment
Each section has both a Cash account (from dues raised and specific
donations to that fund) and an Allotment account. Expenses for
the sections are first paid out of the Allotment accounts and
then out of the Cash account. Since no Sections are allowed to
end the fiscal year in the red, any over spending of the Allotment
account is covered by a transfer from the Cash account of each
specific section.
VI. COMMITTEES
VII. PUBLICATIONS
A. AMERICAN
JOURNAL OF BOTANY (AJB)
The Botanical Society of America publishes a peer reviewed scientific journal called
the American Journal of Botany; an online subscription is included
in each annual membership fee. Apart from members, institutional
subscribers (clients) also purchase the journal.
B. PLANT SCIENCE BULLETIN
The Plant Science Bulletin is another publication of the BSA printed
quarterly & published by a volunteer committee who prepares
the info on MS Pagemaker and directly submits to Allen Press.
C. WEB PRESENCE
VIII. ANNUAL BUSINESS MEETING
IX. ANNUAL
BOTANY CONFERENCE
As separate part of the BSA operations, the Society arranges and administers an annual
botanical conference which is where the bulk of the awards sponsored
by the BSA are given out. This conference is at a new site each
year.
BSA Meetings Manager
administrator and coordinates the meeting activities year round.
X. GRANT
MANAGEMENT
The BSA will fully comply with all granting agent policies and
procedures and produce any and all required reports on time and
to the detail requested.
Under constructions....
XI. QUICKBOOKS ONLINE
ACCOUNTING
The BSA’s accounting records are kept online with Quickbooks.
That site is located at https://login.quickbooks.com. Quickbooks/Intuit
is responsible for the daily backup of this information at an
off-site server.
All financial reporting is done through the online Quickbooks
program.
CHART
OF ACCOUNTS & CLASSES
See the attached appendix for the full chart of accounts
As part of the accounting, each Income and Expense transaction
is also posted to a specific department, called Class, within
Quickbooks. This allows the reporting of BSA results by the following
classes:
1 – St. Louis
2 – AJB (American Journal of Botany)
3 – EC (Executive Committee)
4 – Annual Meeting Activity
5 – Sections and Special Interest Accounts
6 – Awards
7 – Investment activity
8 – PSB (Plant Science Bulletin)
9 – Grants
DUES PROCESSING
Income is generated from these different areas:
- INSTITUTIONAL SUBSCRIPTIONS – the BSA
does some direct billing but the majority of these renewals
come from Agents who submit the renewals. Current Subscription
rates can be found at www.amjbot.org/subscriptions/print.shtml.
These payments are mostly made by check payment, some by credit
cards & BSA Finance and Administration Officer records on a separate deposit ticket before
being input into the Quickbooks accounting.
- MISCELLANEOUS INCOME –American Journal of Botany (AJB) editorial charges, advertising, JAM royalties (from Stanford
High Wire Press web site viewing), etc; these come by check
and are grouped with other miscellaneous deposits on a deposit
ticket.
- ANNUAL BSA MEMBERSHIPS – the memberships
are renewed on a calendar year basis & the majority of the
renewals are received during the winter months of November through
February. Renewing members pay a variety of fees based on the
type of membership (www.botany.org/membership/).
As a benefit of membership, an online subscription to the AJB is included. As part of
the renewal process, members can pay an additional $85 to receive
a print copy of the AJB and may also purchase merchandise, join
sections and make contributions to the BSA.
- MAIL IN MEMBER RENEWALS – these
are mailed into the St. Louis office and processed by BSA Finance and Administration Officer
who manually updates the membership database for the renewal
info and records the deposits in Quickbooks. Credit card
payments are processed thru Personal Ticket Capture.
- ONLINE MEMBER RENEWALS – this information
is processed online via the web site, an order is printed
up and then the order is imported into the member database.
1. To view the order, go to the botany.secure web site and
input the range of dates to process the current orders;
orders can be viewed and printed individually and then imported
into the database.
2. The accounting side of the member dues is recorded as
follows:
a) Go to Verisign web site and download the activity report
for the month’s work
Access the website at: Call BSA Office
Partner: Call BSA Office
Login: Call BSA Office
Password: Call BSA Office
REPORTS, SETTLEMENT & change dates
to month of report (Oct 1, 2003 to Oct 31, 2003)
b) From the Verisign report, add up the dollars associated
with each batch and match these up to the bank statement
deposits.
c) Go to the secure.botany web site and go to the bottom
section for ‘Online Dues’ reporting. Create
the report for the month and match up the monthly totals
on the VeriSign report (there will be timing differences
at the beginning & end of each month). This report is
setup to convert to a *.csv file (see bottom) which can
then be saved as an Excel file.
Access the website at: Call BSA Office
Username: Call BSA Office
Password: Call BSA Office
ONLINE DUES (from date 10/1/03 to 10/31/03),
then VIEW REPORT
When report is on the screen, click on ‘Download Online
Dues in CSV format’
d) Once the batch totals have been tied to the bank statement,
add up the total ‘cleared’ deposits ONLY on
the bank statement and record a single deposit for that
month’s total dues.
INSTITUTIONAL
SUBSCRIPTIONS (CLIENTS)
In addition to individual members, the AJB magazine is also available
by subscription to businesses and institutions (academic and non-academic)
in either a print or online version.
These are based on a different pricing system than the individual
member subscription and are recorded separately in the accounting.
The majority of the institutional subscriptions are handled by
agents (Ebsco, Swets Information Services) who do the actual invoicing
to the institution. They then send a lump sum check to the BSA
with the various client payments attached.
Other than one agent, Swets/Blackford, these have not been converted
to an electronic system for easy download into the database. The
Administrative Coordinator inputs them manually into the database.
PAYROLL
The BSA outsources its human resource and payroll functions from the Missouri Botanical Garden and Ohio State University. The relationship with Ohio State is a grandfather arrangement for one member of staff.
Missouri Botanical Garden
BSA staff are employed through an HR/Payroll relationship with the Missouri Botanic
Garden (MOBOT) and fall under the MOBOT umbrella for fringe benefits,
including retirement, workers compensation coverage, and sick
and vacation time. The BSA reimburses MOBOT for their out-of-pocket
costs on these employees.
The BSA has a personnel committee which oversees the performance
and employee reviews for both of these employees.
Ohio State University
As an accommodation to the BSA, BSA Meetings Manager has been hired
as an A&P (administrative and personnel) ‘employee’
of Ohio State. Her initial salary was determined by the BSA (and
is within University guidelines) and she receives the fixed benefit
package that Ohio State offers to all of it’s A&P employees,
including the cost of living increases provided to all of its
staff on regular schedule. The Botanical Society of America has
adopted the University sick and vacation policy as their own.
See http://hr.osu.edu/policy/policy627.pdf for the full and complete
policy.
A second web site for the Human Resources Policy and Procedures
manual is: www.ohr.ohio-state.edu/policy/policy1.htm
ACCOUNTS PAYABLE
All operational and section cash disbursements are made from
the BSA’s primary bank account at Commerce Bank.
Within Quickbooks, checks are written through the menu option
Banking, Write Checks. The bank account is #1025, Commerce Bank.
Choose a payee from the vendor list (drop down arrow to the right
of Payee field), input the amount & memo, and then post to
a specific Account (drop down arrow to the right of the Account
field), and add a Class.
Leave the ‘to be printed’ box checked so the system
can automatically assign check numbers when printing checks.
Then go to Banking, Print Checks, change the bank account to
#1025 and add the starting check number. Put the computer checks
in the printer & then print. Align as needed to fit the check
form.
PETTY CASH
When a check is first written to fund the petty cash drawer, that
payment is posted to Account# 1020 – Petty Cash Missouri.
As cash is used up, the receipts are collected so that they may
be entered into the accounting system as expenses.
To re-fund the cash drawer, a check is written to cash for the
new amount to replenish the drawer. Simultaneously, a journal
entry is recorded in Quickbooks to record how the previous cash
was spent.
A sample journal entry is recorded as:
Debit: Office Expense (for receipts on hand) $35.
Debit: Meals Expense (for receipts on hand) $50
Credit: Petty Cash/MO $85.
As with any payment, a class designation needs to be input for
each expense entry.
At any time, the balance for Petty Cash in the financial statements
should match the combination of the cash on hand plus the receipts
in the drawer.
Example:
Starting cash to fund drawer $100
Receipts on hand ($85)
Net cash on hand $ 15
Add: new check to replenish funds $100
Equals: cash on hand in drawer $115
BANK ACCOUNTS
Commerce Bank, Missouri (2) – there are two accounts, a
general checking and a sweep (savings) account. Both are administered
by the St. Louis administrative office. Online access is available
for both accounts. Authorized signatures on the account are: Executive
Director and BSA Financial Manager.
Salomon Smith Barney accounts (3) – these three accounts
are overseen by the Finance Committee and include the BSA endowment
and long-term savings of the Association. The bank statements
are directly sent to the Treasurer, and the CPA, Mary Widiner,
who reconciles the statements online. The St. Louis business office
maintains online access to these accounts.
BANK RECONCILIATIONS
These are prepared monthly for all open bank accounts. Use Quickbooks
help for additional instruction.
When the bank reconciliation is complete, print a copy of that
month’s check register and save it with the bank reconciliation
summary/detail report.
INSURANCE POLICIES
The BSA keeps the following policies:
Traveler’s - $5 million Commercial Umbrella coverage, including
coverage for Botany Conferences, staff/officer/member travel,
staff/director fidelity coverage.
Policy for the St. Louis, Missouri administrative offices, non-St.
Louis staff and all BSA equipment - $100,000.
Directors and Officers Liability $5 million, including all participants
of the PlantingScience program.
ENDOWMENT FUND & SALOMON SMITH BARNEY ACCOUNTING
In 1993, the BSA created an endowment fund with the purpose of
increasing the monetary assets of the Society to provide income
for funding major initiatives, travel grants, scholarships, and
other activities within its Mission. The Financial Advisory Committee
(FAC) has been given the authority to manage this fund.
There are currently 3 accounts held at Salomon Smith Barney that
hold these endowment funds, and which are invested in a mixture
of stocks, corporate bonds, and cash. Each account is ‘actively
managed’ and incurs a quarterly investment fee.
Contributions are made to the endowment fund by a direct contribution
made through the business office or through the annual online
membership renewal process. Direct contributions to the BSA Endowment
fund, increased or decreased by investment performance, amount
to approximately $200,000 (as of May, 2004).
There was an increase to the endowment fund made by long-time
members of the BSA, Richard and Deana Klein, in 2001 and that
has been accounted for separately including an increase or decrease
due to the portfolio performance. This donation was unrestricted,
with the funds to be used for “___________________”.
(Mary to research further…)
Although the BSA Board of Directors refers to the entirety of
funds held in Salomon Smith Barney as the ‘Endowment Fund’,
for accounting and tax purposes, only specific donations made
to the Endowment Fund are separated on the financial statements.
Since the BSA has a specific plan (as approved in their bylaws)
for how Endowment funds are to be presented, and since they have
solicited for funds on this basis, the BSA must account for those
donations separately than other operational funds that have accumulated
in the course of time.
The FAC has voted that the BSA Endowment fund will be allocated
their pro-rata share of any investment increases or decreases
that occur during the year, including both realized and unrealized
gains.
ACCOUNTANT RESPONSIBILITIES
The Treasurer has a three year term of office within the BSA.
Each Treasurer chooses the accountant that they want to work with
(normally in their local area) who is responsible for the following:
? Preparation of the annual tax return (form 990)
? Preparation of quarterly financial statements
? Preparation of the NY payroll & the related payroll tax
returns & year end W-2’s
? Preparation of forms 1099 at year end (for non-employee compensation
exceeding $600)
? Accounting support for the Business Office as needed, including
assistance with the annual budget preparation
ANNUAL BUDGET
The Executive Director, Bill Dahl, handles the drafting of the
annual budget which the Treasurer presents to the Board for approval
at the annual meeting in July/August.
MONTHLY / ANNUAL CLOSE OF BOOKS
The Quickbooks online accounting software does not require a
monthly or annual closing of the books. At the fiscal year end,
Quickbooks automatically reclassifies net income to Retained Earnings
as of October 1st. The accountant then creates a journal entry
to reclassify the Retained Earnings to the various BSA fund accounts.
DONATIONS TO THE BSA
When donations are made to the BSA (including through the web
site), the donation is classified as either “unrestricted”
or “restricted”. Unrestricted donations are made with
‘no strings attached’ and can be spent freely by the
BSA on anything they choose. Restricted donations are made to
be spent for a ‘specific purpose’ or item and need
to be tracked separately in the financially statements and internally
so that our record keeping can support that we actually spent
the item how we were supposed to. We need to save all correspondence
that comes in with these ‘restricted’ donations for
tax support.
QUID
PRO QUO DONATIONS TO THE BSA
Even though the BSA is a non-profit organization, donations to
the BSA to pay membership dues are not a tax deductible charitable
donation UNLESS a specific donation is made to the BSA endowment
or one of the special funds, and in that case, only the donation
part of the cost is tax-deductible.
Membership dues are not considered a ‘charitable donation’
as you receive something back in return (in the form of member
services, including the AJB subscription).
For businesses, the BSA membership cost is a business deduction
(fully deductible) and for individuals, it is a personal non-deductible
cost. On an individual return, it might be considered a ‘Union
& Professional Dues’ cost deductible as an itemized
deduction on Schedule A.
This explanation covers regular dues as well as section dues
paid in.
RECORD RETENTION
All membership, check disbursement and banking records should
be maintained for a minimum of 7 years.
The exception to that is any records pertaining to assets that
are still held by the BSA, including the Salamon Smith Barney
accounts and all correspondence related to the Endowment account.
MONTHLY / ANNUAL CHECKLIST
See the appendix for a calendar of key dates
COMPETETIVE BIDDING REQUIREMENTS
The Executive Committee is responsible for implementing a competitive
bidding procedure and for determining the dollar threshold of
purchases that apply. For purchases below that limit, the Executive
Director has the authority to handle day-to-day purchasing responsibilities
(and as delegated to the Controller). The Controller’s mission
is to advise and assist in the purchasing of supplies, equipment,
and services necessary for the successful operation of the BSA.
The BSA’s objective is that all purchased goods and services
be obtained for the best-evaluated price and terms and, when applicable,
the competitive bidding process is an integral component of this
requirement.
Specifications
When it is determined that a good or service be subject to the
competitive bidding process, the Executive Director will assist
in formulating the specifications of product being purchased and
the Controller will handle the administrative aspects of the competitive
bidding process.
It is the BSA policy to prepare specifications in a manner that
facilitates competitive bidding from all known qualified sources.
Competitive Bidding Policy
The following competitive bidding policy has been approved by
the BSA’s Board of Directors:
Purchases under $25,000: Competitive bid not required, but competitive
pricing can be sought at discretion of the Executive Director
and/or Controller.
Purchases over $25,000: Formal competitive bidding process is
required. Bid package should be sent to a minimum of three qualified
bidders. Controller can obtain three quotes verbally if approved
by the Executive Director. A single purchase may not be divided
for the purpose of avoiding bid procedures.
Exceptions to Bidding Requirements
The following types of purchases are exempt from the competitive
bidding process to the extent noted:
• Purchases involving the acquisition of personal or professional
services.
• Purchases of insurance requirements.
• When the purchase is from the only known source (and approved
by the Executive Director)
• Existing contracts for the print and online publishing
of the AJB magazine (as the timely issuance of this product would
be disrupted if subjected to the competitive bidding process).
• When deemed necessary for the ongoing operations of the
BSA - Executive Director approvel is required.
PROMPT USE OF FEDERAL GRANT MONIES & SEGREGATED
ACCOUNTING
The BSA operates a separate bank account for the exclusive use
of non-federal grant monies. Direct charges against these grants
are tracked in the accounting records and the funds are transferred
from the grant account to the general operating account to reimburse
only direct expenses incurred (following the specifications of
each grant).
For federal funds, the BSA’s preferred policy is to incur
the costs and then request reimbursement of those costs. If funds
are advanced before expenses are incurred, they will be kept in
a separate bank account and interest remitted back to the grantor.
XII. WEB SITES &
DATABASE MANAGEMENT
WEB SITE MANAGEMENT
The BSA maintains a web site called www.botany.org
The AJB magazine maintains a web site called the www.amjbot.org
The BSA maintains a web site called www.PlantingScience.org
Sites and database support are maintained by Lanspeed, a computer
support company in Santa Barbara, California.
ONLINE DUES PROCESSING
The majority of the BSA membership renewals are now processed
online via the www.botany.org web site.
These are reviewed by the Administrative Coordinator before importing
them into the member database.
DATABASE MANAGEMENT
Lanspeed created the current Access database being used and incorporated
a prior database being kept by the Columbus, Ohio office. The
current database runs off of the BSA web site at www.botany.org
and is maintained by both the BSA Webmaster.
The database contains all current individual membership information,
including section alliances, donations made to the BSA and areas
of interest to the member. Prior membership information is also
available.
To keep the database current, all outside deposit info (for Special
interest accounts too) will be manually input into the Database
so that those reports can be used as the Master control of all
financial deposits to the BSA. For the Special interest accounts,
this includes the Remy & Remy royalty payments, Karling &
Darbacker accounts, etc. What is not input into the database are
miscellaneous receipts non-specific to a member, such as advertising
revenue, editorial charges, etc.
The goal of the BSA is to have the majority of their individual
memberships apply and renew their annual subscription online.
XIII. INTERNAL
CONTROL
Staff Expenditure Limitations
Opening Mail & Cash Receipts
Signing Checks
Bank Reconciliations
COMMERCE BANK - BSA Finance and Administration Officer opens mail, makes deposits, reconciles
bank statement; Bill has online access and reviews frequently,
makes cash transfers and reviews financial statements frequently.
MEETING ACCOUNT: BSA Meetings Manager makes all deposits and writes all checks;
bank statements and cancelled checks are sent to BSA Finance and Administration Officer who reviews
the cancelled checks and reconciles the account.
ONLINE DUES PAYMENT – cash is directly deposited into Commerce
Bank account.
Time
Usage Reports
COMPLIANCE – All BSA staff and contract workers will provide
a detailed monthly breakdown of all activities to ensure full
complinace with and adherance to BSA Grant Management (X.) policy.
The BSA office will maintain time and activity records for all
staff. Activity records will represent an “after the fact”
account reflecting a reasonable allocation of time associated
with any/all BSA activities, programs or grants and will be kept
in conjunction with time reports supplied to the payroll office.
All staff will complete a time allocation sheet reflecting a
reasonable allocation of time associated with any/all BSA activities,
programs or grants. The sheet will be recorded on a monthly basis.
An electronic copy will be returned to the office for assessment,
distribution across programs and payroll evaluation by the 5th
of each month. A signed paper copy of the time allocation summary
page, accurately reflecting the electronic form, will be signed
and returned to the BSA office.
Variances between the electronic and singed forms must be reconciled
before approval. The Executive Director must approve any amendments
to the signed or electronic forms and place a discrepancy report
alongside the signed copy.
The signed time allocation summary and electronic form will be
compared by the BSA Finance and Administration office. The summary
sheet must be approved and signed by the Executive Director. Summary
activity reports outlining any/all BSA activities, programs or
grants will be provided to the BSA Board on a monthly basis.
BSA Finance & Administration Officer collects the time
and activity records and the timesheets. Our records are based
on after the fact activities. Records are compiled, reviewed and
final copies are submitted to the Executive Director for review
and approval. Time sheets are forwarded to the Missouri Botanical
Garden for payroll purposes. Allocation is then made across any/all
BSA activities, programs or grants. Any adjustment beyond this
point must be approved by the Executive Director and reported
to the Board. All documentation must be entered into the specific
program or grant file.
Time Usage Tracking Sheet - http://www.botany.org/governance/reports/BSATimesheet.xls
XIV. SECTIONS & SPECIAL FUND
ACCOUNTS
A. SECTIONS
i.
Sectional & Award Allotment Allocation
To continue placing an emphasis on the annual meeting and to
provide active Sections with more resources to support their activities,
the Executive Council instilled a new method of allocation. The
Allotment amounts used to be a fixed $700 per year per section
but have been restructured to be in increments of $1,300 and $400,
with each amount determined based on the Section’s activity
at the last annual meeting.
$1,300 is allocated to disciplinary Sections organizing one or
more full contributed paper sessions (approx 10-12 presentations).
The remaining disciplinary and regional Sections shall be allocated
$400. Since the activity of some Sections at the annual meeting
is variable and dependent upon the presence of a co-convening
society, the allocation may vary from year to year. In an effort
to keep funding and participation synchronous, in those years
when a co-convening society (e.g. but not limited to, Association
for Tropical Biology, American Bryological and Lichenological
Society, Phycological Society of America) meets with the BSA the
allocation for the affiliated Section will be $1,300 for that
fiscal year. If the co-convening society does not meet with the
BSA in the following year, the allocation to the appropriate affiliated
Section will return to the lower level. The Treasurer will notify
sections of the their allocational status and available funds.
Based on BSA board discretion, the Allotment funds may either
be carried over to use in future years or any unused funds are
then taken back.
If an allotment is unused for two years, the funds will revert
to the BSA, and the annual allocation will cease until the Section
petitions the BSA Treasurer for an allocation by presenting a
proposed activity and budget (invited speaker, social, symposium,
etc.) for fund use. Allocational funds will not be transferred
to any other sectional accounts or societies.
ii. Use of Allotments
These funds are administered by the BSA Treasurer in accordance
with policies established by the BSA Council and Executive Committee.
Direct payments of awards and honoraria are made to the recipients.
Officers of the Section or chairs of the award committees must
provide the name of the award recipients, name and address of
the awardee to the Treasurer prior to the 5pm on the day of the
BSA banquet for the awardee to receive their award at that time.
Expenses may be billed directly to the Treasurer with prior notification
by a Section officer. All other expenditures are handled as reimbursements
supported by receipts. All payments to non-society members should
be submitted by a sectional officer.
For accounting purposes, these monies are never given directly
to the Sections. Dues and donations are accounted for as part
of the normal dues collection process and reported in the financial
statements. Section expenses are submitted to the BSA office and
paid from the general operating account.
Separate accounting is done outside of the online Quickbooks
accounting for the BSA; a separate (not online) Quickbooks file
is maintained to track the running balances of the various Section
and Special Fundraising funds. Reporting is done to the Sections
on a quarterly or as requested basis.
B.
SPECIAL ACCOUNTS
Special fundraising & award accounts – there are specific
fundraising & award funds that have been setup through the
years and they provide scholarships, awards and other benefits
to both members and non-members (see attached list). Most of these
awards are given out at the Annual Meeting in August.
The FAC has voted that both the Section and Special accounts (excluding
Allotment accounts) that have a minimum average balance of $1,000
or greater during the year will be allocated their pro-rata share
of any investment increases or decreases that occur during the
year, including both realized and unrealized gains.
See the attached information from the web site with descriptions
of each Special Interest Fund.
The following Special funds have specific directed donations
that need tracking each year:
i.
BSA Unrestricted Funds
ii. BSA
Endowment Funds
iii.
BSA Educational Funds
iv.
BSA Botanical Friends Fund
v. BSA
PlantingScience Fund
vi. Vernon I Cheadle
Fund
vii. Michael Cichan
Fund
viii. Conant Travel
Fund
ix. Isabel Cookson
Fund
x. Leasure K.
Darbaker Fund
a) They receive a dedicated donation each year from Mellon Bank
xi. Katherine Esau Fund
xii. John S. Karling
Fund
a) Check the budget to see if any of the awards given were directed
to come specifically from the Karling fund.
b) The Karling fund sells T-shirts & merchandise at the Annual
Meeting. Historically, both the costs (from AJL Merchandising)
& the proceeds are posted to the Karling fund. This changed
in Yr 2003 as the BSA office sells the remaining t-shirts and
sales were poor, so evaluate annually before affecting the Karling
accounts.
xiii. Margaret Menzel
Fund
xiv. Aaron J. Sharp
Fund
xiv. Maynard Moseley
Fund
xv. Winfried and Reneta
Remy Fund
a) Pat Gensel, BSA Past President, has allocated the full royalty
proceeds from her book, “Plants Invade the Land” to
the Remy & Remy fund. Various royalty payments are received
during the year from Columbia University
xvi. Grady L. Webster Fund
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