Financial Information

PROCEDURES For Event Chairs and Hosts

NOTE:  It is very important that everyone keep a copy of the final approved annual budget handy in order to properly submit deposit and expense reports.  The final approved budget is posted on the MMEA website. 

Please follow these procedures carefully.

Please make sure you are using the current and appropriate forms for all submissions including:

Conductor Contracts
Adjudicator Contracts
Presenter Contracts
MMEA Deposit Reports
Event Deposit Spreadsheets
Payment Request Forms
Judge’s Payment Request Form
Invoice Template

Everything must be sent to the MMEA Treasurer:

David Watts
MMEA Treasurer
14 Estes Drive
Freeport, ME  04032

DEPOSITS For ANYONE who MANAGES an event or subheading of the budget:

  • Receive checks
  • Download and fill out either an EVENT Deposits spreadsheet OR an MMEA Deposit Report.  The Spreadsheet is in MS Excel format; the Report is in MS Word format; please use which ever you are most comfortable with.
  • FOR DEPOSITS fill in the Payor, check number, amount, and category.  The total income for your event will be shown at the bottom of the "yellow" column.
  • Make Deposits regularly leading into your event.  DO NOT WAIT until the event is completed to begin reconciling the event.
  • Make a FINAL deposit within two weeks of the completion of your event.
  • MAIL checks and EVENT Deposit reports to the MMEA Treasurer:

 

EVENT EXPENSES:

  • THE TREASURER MUST PAY ALL INVOICES/EXPENSES.  No pre-signed blank checks will be provided.
  • Prior to the date of an event, submit a MMEA Payment Request Form to the Treasurer by snail mail, email or fax. 
  • Please categorize expenses based on the approved MMEA budget.
  • Invoices over budget must receive prior approval from the MMEA President to be paid.
  • Attach all invoices.
  • If checks are required for payment at the event, all Payment Request Forms must be received by the Treasurer at least 2 weeks prior to the date of the event.
  • Invoices received on the date of the event should be sent with a Payment Request Form.  Invoices will be paid within 2 weeks of receipt.

 

For ANYONE who uses one of the MMEA VISA cards:

  • MMEA uses Visa business debit cards.  Cards are issued to the President(s) and Treasurer.  These can be used anywhere a Visa credit card can.  However, you will NOT be able to get cash advances.
  • When making a purchase using an MMEA Visa Debit card, submit a MMEA Payment Request Form to treasurer by snail mail.
  • Please categorize expenses based on the approved MMEA budget. 
  • Under “Check Number” at the top, write DEBIT. 
  • Attach all receipts. 

 

For ANYONE who needs to be REIMBURSED for personally incurred expenses:

  • Submit a MMEA Payment Request Form to treasurer by snail mail, email or fax. 
  • Please categorize expenses based on the approved MMEA budget.
  • To be reimbursed for meal expenses, you must attach the bill.  Copies of credit card receipts are insufficient for reimbursement.  Remember:  MMEA does not reimburse for alcohol.
  • Attach all receipts.  



© MMEA 2011