Page 149 - 2021bogOrientationManual

M. Issuance of Checks
As set forth in the Articles of Incorporation, it is the policy of the Louisiana State Bar
Association only to issue checks for expenses in categories or line items authorized in
the annual budget or in an amendment or amendments thereto. No person affiliated
with the Louisiana State Bar association shall knowingly make a request for a check or
a payment if the expenditure will cause the dollar amount specified in the applicable
line item or category of the budget to be exceeded. The accounting department shall
not issue a check nor make or request a payment if the expenditure will cause the dollar
amount specified in the applicable line item or category of the budget to be exceeded.
If a payment which would violate this policy is requested, any party with notice of the
problem shall immediately notify the President and the Treasurer, who shall promptly
bring the matter to the Executive Committee for further action.

Adopted October 28, 2006

N. Petty Cash
It is the policy of the LSBA to maintain a petty cash fund of $200. It is the responsibility
of the Director of Administration to ensure the petty cash fund is safeguarded at all
times.

Disbursements from the petty cash fund may be made only for approved expenditures.
A receipt must accompany every disbursement. The receipt must indicate the reason
for the disbursement and must be signed by the individual receiving the cash.

The petty cash fund shall be replenished as needed, but no less than once every 90 days.

O. Photocopying Expenses
It is the policy of the LSBA to charge the appropriate functions for in-house
photocopying expenses based on tracking by established function codes.

Outside copying shall be charged to the function responsible for incurring the expense.

P. Postage Expenses

It is the policy of the LSBA to charge the appropriate functions for postage expenses
based on tracking by established function codes.

The LSBA prohibits the use of its postage meter for personal mail.

Q. Reserves
It is the policy of the Louisiana State Bar Association to maintain two types of reserve
funds: general (unallocated) and capital (earmarked).

1. General (unallocated)
a. Covers shortfalls in revenues due to a short-term economic downturn;
b. Provides a source of funding for major emergency, unplanned capital
expenses; and

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