If your committee will be sponsoring a workshop or program, please be aware of the courtesies which must be extended and included as either waived registration fees and/or additional expenses in your program/workshop's operating budget. (Please refer back to the Professional Courtesy Policy section of this Leadership Manual.)

If you have any questions, comments, or concerns, please do not hesitate to contact the Association Treasurer as soon as possible.

• No Association committee shall open or maintain a separate checking or savings account. All moneys, both deposits and expenditures, shall be receipted or disbursed through the Association Treasurer. Programmatic committees must submit a budget to the Association's Treasurer before setting rates for programs or expending Association funds.
  All checks should be payable to: WACUHO
  Include WACUHO Tax ID#: 95-3007103 on ALL Registration Forms

• Only committee Chair's may request moneys from the Treasurer. Exceptions to this policy will be made only when written notification from a committee Chair which designates another individual as eligible to request moneys is received by the Treasurer.

• All committees sponsoring a workshop or conference will present a preliminary budget form indicating a break-even budget, as it is not the intention of the Association to show a financial profit. Committees are encouraged to contact either the Treasurer or their Executive Committee Liaison, should assistance in developing a break-even budget be required.

• Meals at the host site of conferences may allow the committee to sample food offered by the on-site catering. To this end, the cost of one catered meal at the On-Site meeting for the Annual Conference Committee should be a line item on the Annual Conference budget. The cost of one meal at the host site of the RAP Conferences should be incorporated as a line item on the budget if needed. (This meal should be provided well in advance of the conference.)

• Committees sponsoring a workshop or conference which includes a charge for housing shall clearly state in all publicity pertaining to that workshop or conference any cost differentiation between single and double room accommodations. Furthermore, all publicity should clearly state potential additional costs which may be charged to a participant if the type of room accommodation originally requested is not available, or in the event that a participant cancels his/her registration.

• Committees sponsoring a conference or workshop shall ensure that all participants in that conference/workshop are from member institutions of WACUHO. Participants from non-member institutions will be allowed to attend WACUHO programs given availability of space in such programs, but must be charged a higher registration fee (minimum surcharge of $5.00 for one-day programs, $20.00 for multiple day programs). The committee should clearly state these additional charges in any and all publicity pertaining to the program. Verification of the participants' membership status can be obtained from the Treasurer.

• Committee chairs can request the Treasurer to invoice institutions or members if needed.

• Committee chairs should provide receipt, if needed, to institutions or members to confirm registration. The Treasurer can provide an additional receipt if necessary.

• Decisions regarding program registration refunds are the committee Chair's responsibility within the guidelines noted in the paragraph below. The Chair may choose to review the request with the committee. The Chair should then communicate that decision to the person or institution making the request. In the event of an approved request, the Chair will then submit a check request to the Association Treasurer with copies of all pertinent correspondence.