Fiscal Policies - National or Multi-State Conventions or Conferences
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.
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).
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:
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, 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.
4. Report on ACFR closing package related to outside bank accounts if meets the reporting threshold/
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.