As part of the application process, you'll need to prepare a budget for the conference. A sample budget is included in Appendix 4. You'll be primarily concerned with the expenses.

Of course, once things get rolling, you'll need to manage the actual funds in the budget, at least on the expenses side. The simplest way to handle the budget is to open an account at your institution, charge items against that budget, and have CCSC reimburse the school. In effect, the school is floating the CCSC a loan. Copies of receipts are sent both to the CCSC Treasurer and the local treasurer. The Treasurer approves the expenditures and then CCSC Treasurer sends a check to the school. You should contact the appropriate folks at your school when planning for the conference to make sure you can work this way. If not, discuss alternatives with the Treasurer.

Official account statements from the school make accounting easier. Otherwise, copies of detailed invoices are needed. You do not need to wait for all your bills to come in before sending in requests for reimbursement. Reimbursements can be made in stages. For example, once you have the bills for food, you'll probably want to go ahead and send these in since this will be your largest expenditure.

Deadline: 548 days before the conference.
Suggested starting date: 562 days before the conference.


No comments yet.