PRSA Las Vegas Valley Chapter Policies
CHAPTER POLICIES
ACCOUNTING POLICY: The chapter uses a cash accounting system for finances. The fiscal year is from January 1 to December 31. Every effort should be made to match income earned in a fiscal year to expenses in the same year. (Adopted 2/20/08)
BUDGET POLICY: Budgets for all chapter events or programs must be presented to the Board of Directors prior to any expenditure. The Board of Directors will review the budget and make changes as needed. Only after the Board of Directors has approved a budget may an expenditure related to an event or program be made. The chapter’s yearly budget should be approved no later than the January meeting of the Board of Directors and should include expenses related to all chapter events and programs. Any expenses outside the budget or not specifically covered by the budget must be approved by the responsible board member, Treasurer, President-Elect and President before the expense is incurred. (Revised and approved 2/20/08)
REFUND POLICY: Cancellations must be made via e-mail to [email protected] or to the event planner before the reservation deadline. The chapter will refund the amount paid, minus a $5 administrative service fee, if the request is received before the reservation deadline. The chapter will not refund the amount paid after the reservation deadline has passed. While we certainly understand the deadline pressures our members face, the chapter incurs expenses based on headcount. Persons who have reserved space and elected to pay-at-the-door will be billed if they do not attend the event. (Revised 2026)
CONTRACT POLICY: To protect committee and board members from personal liability, all contracts between the chapter and outside vendors will include the name and official address of the chapter under billing information. All contracts must follow the chapter budget policy. A contract with a dollar value of $500 or more must be approved and signed by an officer of the board such as the President, President-Elect, Treasurer, Secretary, Director at Large: Membership, Director at Large: Programming, Director at Large: Communications, or Director at Large: Digital. A copy of the finalized contract will be forwarded to the Treasurer for the chapter’s financial records. (Revised 2026)
EVENT LOSS CONTROL POLICY: In general, chapter events should not lose money. Prior to the event, the responsible board member will develop an event budget and determine the minimum number of registrations needed to cover expenses. If the responsible board member determines that an event may lose money, he or she should report the potential loss to the President, President-Elect, and Treasurer. The President and President-Elect should determine if the loss is sustainable. If the loss is sustainable, then the event can go forward. If the loss is not sustainable, then the event must be cancelled. In all cases, the potential loss and decisions of the President and President-Elect should be reported to the board. (Revised 2026)
EXPENSE RECEIPT POLICY: For auditing purposes, receipts turned into the Treasurer for reimbursement should be original receipts. In the unlikely event that an original receipt cannot be submitted, only a signed copy of the receipt will suffice as a replacement.
PRSA LEADERSHIP RALLY POLICY: A board designee (historically the President-elect) shall be reimbursed up to $500 for his or her attendance at the annual PRSA Leadership Rally. The chapter will also pay up to $500 of the board designee hotel expenditure (and will seek reimbursement of that $500 from PRSA National). (Revised and approved 2/20/08)
