​​Fiscal Policies - National or Multi-State Conventions or Conferences

Preface

Many state employees are members of various national organizations that provide education and support for their professions. It is a common practice for state agencies to host conferences or conventions for these organizations or cooperatively with other states. This policy is to provide guidance for accounting and reporting on these types of conferences or conventions.

Definitions

National or Multi-state Conventions or Conferences - A formal meeting of members of a national or multi-state regional entity (e.g., Association of Governmental Accountants, National Association of State Auditors, Comptrollers, and Treasurers, etc).

Policy

State entities have a responsibility to use donations and any other money received for conventions and conferences in a manner for which the donors intended, and in a manner that benefits the convention/conference to the fullest extent possible.

Accounting for national or multi-state regional conventions/conferences hosted by State entities shall be done by one of the following methods:

1. An agency fund established in the statewide accounting system by the State Controller.

2. A separate bank account established in the name of the national or multi-state regional convention/conference. At the time the account is opened, written notification should be sent to:

  • The Chief Deputy Treasurer at the State Treasurer's Office.
  • The Deputy Controller, Office of the State Controller, Division of Statewide Accounting.
  • The Legislative Services Office, Audit Division.

Administrative Procedures

If the agency chooses to use a separate bank account, the state employee responsible for the account shall supply the chief Deputy Treasurer at the State Treasurer's Office, the Deputy Controller, Office of the State Controller, Division of Statewide Accounting (with the documentation to be maintained in the Division of Operations), and the Legislative Services Office, Audit Division with:

1. Notification that an account has been opened.

2. Six-month interim state reports.

3. Notification when the account has been closed.

Standard accounting practices dictate that:

1. Checks written on the account must be supported by original invoices.

2. The account must be regularly reconciled in a timely manner.

3. After paying all costs of the convention/conference, any money in the account should be remitted to the national or multi-state organization that is sponsoring the convention/conference. If the remaining balance is not remitted to the national organization, the funds should be deposited as revenue into the agency's operating fund with the State Treasurer.

4. The final closure of the account should include, at a minimum, a summary of total receipts, total disbursements, and the disposition of the final balance.

5. A final accounting of all financial activity should be made to the sponsoring organization in a format recommended by the organization.

When the accounting is done through the statewide accounting system, the fund shall be subject to all rules and regulations governing state funds.

Using Private Bank Accounts

The following guidelines are suggested if conference funds are handled through a private bank account.

1. The purpose of the conference must be directly related to the agency's mission and involve participants and fund sources outside of the organization.

2. Funding is provided through sources other than State agency funds, such as registration fees or contributions from outside organizations.

3. The bank account must be established in the name of either a recognized related organization or entity with an EIN, or the State of Idaho. Accounts should not be established in the agency name or an individual.

4. Written notification must be sent to the State Treasurer and Legislative Audit identifying the reason for establishing the account, bank name and address, account number, and the anticipated dates that the account will be opened and closed.

5. Written procedures are needed to describe how receipts, disbursements, and bank reconciliations will be handled. The names and responsibilities of each individual involved in the process should be identified, with evidence that appropriate segregation of duties, management oversight, and related internal controls were considered when assigning these responsibilities.

6. The account should be closed promptly, generally within 60 days but no later than 6 months after the conference event, and any remaining balance appropriately distributed.

7. All supporting documentation, bank statements, ledgers, and related data must be retained for 3 years or until audited.​​