6.0 FINANCES
6.1 Program Assessment & Evaluation System (PAES)
6.2 Allowable ExpensesThe EWRI GB uses a simplified version of the ASCE Program Assessment & Evaluation System (PAES) for the planning, evaluation, and budgeting of all EWRI activities. PAES is designed to assist councils, committees and task committees with formulating budgets, planning projects and reporting progress. The PAES program also keeps councils informed of standing committee and task committee activities as well as assists with clarification and justification of budget requests. By using the PAES system, EWRI organizational entities are able to self-assess their current programs, products, and services to be certain they meet EWRI’s strategic goals and objectives and deliver added value to EWRI and ASCE’s members. PAES also provides a means for the GB/ExComs/councils/committees to determine whether a proposed program meets EWRI’s strategic goals and objectives and delivers added value. Each year the GB/ExComs/councils/committees will self-assess each program, product, and service it offers. This information will be gathered by EWRI staff and submitted to the GB. Assessment of existing and proposed programs, products, and services is to be completed by the current year’s council/committee chairs and submitted to EWRI staff, with a copy to the ExCom Chair prior to June 30 of the current fiscal year.
EWRI activity expenses are reimbursed after approval by the appropriate EWRI staff. Only activities included in PAES for the current fiscal year are approved unless EWRI staff grants an exception prior to the activity being undertaken. There is a threshold amount that if exceeded requires GB approval. EWRI staff will make payment promptly on receipt of statements detailing the expenditures. EWRI funds are not advanced in anticipation of expenditure.
Travel expenses are reimbursed to the extent funding is available and prior authorization for the activity is obtained as stated above. The EWRI GB is responsible for establishing policy for approved travel expense reimbursement amounts. Unless noted otherwise herein or an exception is granted by the EWRI GB, the EWRI travel expense reimbursement policy is consistent with that of ASCE. Details of the ASCE policy can be found in the ASCE Official Register and on the EWRI Committee Meeting Expense Authorization and Reimbursement Request Form. The EWRI Committee Meeting Expense Reimbursement Request Form should be used when submitting requests for reimbursement. Requests for reimbursement must be sent to EWRI staff, along with a copy of the approval to incur the expense, not later than 30 days following the activity. All reimbursement forms must be accompanied by original receipts for any expense $25.00 or greater.
Council/committee expenses such as stationery, postage, photocopying, and long distance telephone calls will be reimbursed by EWRI when approved and accompanied by proper documentation. The EWRI Committee Activity (Non-Meeting) Reimbursement Request Form should be used for this purpose. EWRI stationery can be obtained from EWRI staff.
EWRI funds are not available for:
- Travel costs and miscellaneous expense reimbursement for individuals who are not ASCE or EWRI members at the time the expense is incurred.
- Meeting room rental for use by a council/committee, unless the meeting is held in conjunction with other EWRI activities (congresses, conferences, committee weeks, etc.) or unless it can be shown that an overall reduction in costs was realized by holding the meeting in the location where room rental was required.
- Costs incurred by organizers and participants in congresses, conferences, or any other session conducted by a council/committee. However, these costs may be included in the convention or conference budget.
- Secretarial services, unless specifically included in a Grant or Contract funding.
- Salaries for EWRI council/committee members for services as council/committee members.
The EWRI fiscal year begins on October 1. An overview of the EWRI budgeting process as carried out through PAES is provided in Appendix E. Council/committee chairs are responsible for inputting budget data to the PAES system in June of the year previous to the budget year. EWRI staff will consolidate the budget request and forward a combined budget request to the EWRI Treasurer. Planned committee activities are prioritized to aid councils, ExComs and the GB in administering budgeted funds. Unspent EWRI funding budgeted for a specific purpose in any fiscal year is not carried over to the next fiscal year. Surplus funds accrue to EWRI reserves or to ASCE reserves, as appropriate. However, grant or contract funds may be carried over if approved by the funding source.
The GB is responsible for monitoring the fiscal health of the Institute. EWRI staff is responsible for monitoring Institute expenditures and will notify the Treasurer and ExCom chair of any irregularities. Periodically, financial reports are prepared by EWRI staff and Treasurer to assist the GB and each ExCom in fulfilling this responsibility. EWRI’s goal to be fiscally responsible is supported by use of the PAES forms.
EWRI organizational entities are strongly encouraged to be alert to timely opportunities to initiate projects that will advance the EWRI vision and mission. These opportunities may result in funding needs not anticipated during the annual PAES process. Funding for such opportunities may be requested from the EWRI Director or GB, as appropriate.
EWRI staff maintains a summary of activity expenditures by EWRI councils/committees and the EWRI GB and administer all requests for funds against this summary. EWRI staff regularly notifies council/standing committee and ExCom chairs and the GB Finance Committee of budget status. This notification includes budgeted activities, budgeted amounts, amount committed (amount authorized, but not yet claimed), amount claimed and remaining funds.
