The purpose of a financial policy is to ensure proper bookkeeping and to establish proper management guidelines to ensure that no losses are incurred.
It is the stated policy of OTASA to centralise the management of all Standing committee funds, excluding the Tariffs committee. This means that no total budgeted funds will be paid over to Standing Committees. The management of funds will be done through the office.
1 FINANCIAL YEAR
The financial year of OTASA and all Branches, Standing and Ad hoc committees run from 1 January to 31December of each year.
2 MEMBERSHIP FEES
Membership of OTASA is open to all qualified Occupational Therapists, persons studying Occupational Therapy and Occupational Therapy Assistants.
2.1 Registration
2.1.1 All new members will pay a registration fee on joining OTASA
2.1.2 All new members will receive a membership number on registration.
2.1 3 The registration fee will be determined by the National Treasurer and approved at an Annual general Meeting.
2.1.4 New graduates will be exempt from paying the registration fee if they have been student members.
2.2 Determination of fee structure
2.2.1 The Treasurer may recommend a change to the fee structure.
2.2.2 The fee structure (which includes the determination of discount on fees and sliding scales) will be tabled at the Annual Council meeting and approved at the Annual General Meeting.
2.2.3. These approved fee structures will form part of the approved budget and minutes of the Annual Council Meeting.
2.3 Membership
2.3.1 National fees are payable to OTASA and must be sent to the Office Administrator.
2.3.2 Membership of a Branch is compulsory. As from the 1st January 2002 branch fees will be incorporated into the national fee
2.3.4 Fees may be deposited directly into the OTASA cheque account or may be paid by Electronic Transfer.
PARTICULARS OF OTASA CHEQUE ACCOUNT
• Name: OTASA.
• Bank: Standard.
• Branch: Hatfield
• Branch number:01 15 45
• Account number: 012 598 216
2.3.5 Any office bearer or member of a Branch, Standing Committee or Interest group must be a member of OTASA.
2.4 Membership fee structure
2.4.1 National fees shall be determined in accordance with membership status within OTASA as revised by EXCO and approved by the Members at an Annual General Meeting.
2.4.2 Branch fees will be determined at an Annual General Meeting and will make up part of the national fee.
2.4.3 It is not intended that the membership fee structure should exclude anyone who genuinely wishes to be a member of OTASA.
2.4.5 Should any member not be able to pay the full fee, an application in writing can be made for a reduction in fees. These fees will be determined according to the current sliding scales. This ruling does not apply to student members
2.4.7 This application must be fully motivated and must include a current pay slip.
2.4.8 This application is to be directed to the National Treasurer.
| Honorary members | Branch fees have to be paid by Honorary members. |
| Full members | Full National fee (Occupational Therapy staff employed in either a full time or part time capacity) |
| Student members | To be approved at an AGM annually |
| Affiliated members | 50% of the full National fee |
| Associate members | Full National fee plus an additional administration fee as determined by the National Treasurer. |
| Low earners To be determined annually using the public service salary scales. |
60% of the full National fee or 70% of the full National fee. |
| Non earners | 50% of the full National fee |
2.5 Duration of membership year
The membership year runs from 1 January to 31 December of each year.
2.6 Payment of membership fees
2.6.1 All OTASA membership fees are payable on the 1st January of each year.
Membership fees must be paid by 31st March and may be paid by three post-dated cheques. (Jan, Feb, March)
2.6.2 Should a member pay in installments an additional administration fee will be added. This fee to be determined and approved by Council annually The National fee will be deducted first, thereafter the Branch fees will be deducted and only then will funds be allocated to the other organisations.
2.6.3 When fees are paid by deposit or electronic transfer, a deposit slip or proof of electronic transfer must be faxed to the office. The fax number is: 012 365 1217. The following particulars must also be supplied: name and/or membership number and allocation of fees.
2.6.4 No service will be rendered to a member unless his/her fees are paid up,. This includes handling of MPS fees.
2.7 Membership fees after 30 June
2.7.1 No reduction in the membership fees will be given if applying for membership after 30 June. New applications will also have to pay the registration fee.
2.8 Membership arrears
2.8.1 At the end of March a statement of fees due will be sent to each member.
2.8.2 If the fees are not paid up by the 30th April, membership will be terminated immediately. Your name will be taken off the current database and a re-registration fee will be payable. This fee to be determined by the National Treasurer and approved by Annual General Meeting.
2.8.3 A member remains liable for all outstanding fees.
3 BUDGET
3.1 All Branches and Standing committees and Ad Hoc committees must prepare budgets for the new financial year and submit them to the National Treasurer by a date designated by the Treasurer
3.2 If no budget is received on time EXCO reserves the right to determine whether 10% will be added to the previous year’s budget, or if the budgeted amount will stay the same.
3.3 The budget should be prepared on zero based principles.
3.4. Make use of the attached budget outlines when preparing a budget.
3.5. The annual budget will be prepared by the national Treasurer and the OTASA Office Manager in consultation with the committees which are entitled to an annual allocation
3.6. A draft budget, for OTASA, for the next financial year will be tabled at the Exco meeting, two months prior to the Council meeting.
3.7. The final budget will be tabled at Council and approved at the Annual General Meeting.
3.8 Travel Allowance
3.8.1. When budgeting for travel allowances the following will apply:
- 0 to 300 km This fee to be determined by Council annually
- 300 km or more. Petrol and tollgate slips will have to be produced. The total amount as indicated on the slips will then be refunded.
3.9. Claiming of expenses
All expenses must be claimed for in the financial year in which they were incurred. The relevant original documentation must accompany the claim form.
4 AUDITED FINANCIAL STATEMENTS
4.1 All OTASA financial transactions will be audited on a monthly basis.
4.2 All Standing committees, Ad Hoc committees and Branches who operate accounts, must keep accurate records and submit financial statements to the Treasurer no later than the 28th February.
4.3 All financial statements must be audited in accordance with the guidelines laid down by the Department of Welfare.
4.4 No Branch fees or annual subsidies will be paid until audited financial statements have been submitted to the satisfaction of the Treasurer, who is answerable to the Department of Welfare for audited returns.
5 EXPENSES OF COUNCIL DELEGATES TO THE ANNUAL OTASA COUNCIL.
5.1. Travelling and accommodation costs of each Branch member attending the National Council meeting should be paid from the Branch funds where possible. Standing Committees should budget for all expenses of delegates attending a Council meeting. Only OTASA members will be sponsored.
5.2. Should this not be possible, this must be motivated and a request submitted to the National Treasurer when submitting the annual budget.
5.3. All travel arrangements must be confirmed with the Office even if an independent Travel Agent is used.
5.4. The Executive Committee’s accommodation and subsistence costs will be paid from National funds. (These include the costs of the office staff who attend Council)
5.5. Exco will place a ceiling on the amount that may be spent on air tickets. If this amount is exceeded it remains the responsibility of the individual member.
5.6. This amount will be conveyed to all interested parties in time to incorporate these figures into their budgets.
6 EXPENSES OF DELEGATES TO STANDING COMMITTEE MEETINGS
The committee concerned should budget for all expenses of delegates attending a meeting. Only OTASA members will be sponsored.
7 EXPENSES OF REPRESENTATIVES OF OTASA TO INTERNATIONAL MEETINGS (WFOT)
7.1 OTASA will contribute towards the total expenses incurred by the first delegate and, if possible, alternate delegates.
7.2 The amount will be budgeted for, and approved at Council in the previous financial year (as special requests).
7.3 The WFOT delegate must submit a budget.
7.4 It is the responsibility of the WFOT delegate to apply to the World Organisation to be considered for the Participation fund.
8 EXPENSES OF BRANCHES HOSTING NATIONAL COUNCIL MEETINGS AND ANNUAL GENERAL MEETINGS OF OTASA
OTASA carries these costs. Should funding be necessary in advance the correct procedures should be followed.
9 EXPENSES OF BRANCHES, STANDING COMMITTEES OR INTEREST GROUPS HOSTING CONGRESSES, SYMPOSIA OR WORKSHOPS
9.1 The Branch hosting the event must carry all costs incurred.
9.2 Working capital can be made available, but must be fully motivated for well in advance and repaid to OTASA within 3 months after the congress, symposium or workshop.
9.3 The finances of the Congress must be audited and submitted to Exco within three months after the Congress.
10 FUNDRAISING
10.1 Branches, Standing committees or Interest groups may generate extra funds through fundraising.
10.2 This event must be organised under the auspices of OTASA.
10.3 Exco has to be notified in writing.
10.4 The funds generated must be reflected in the annual financial statements.
10.5 50% OF THE PROFITS ARE PAYABLE TO OTASA. These profits should be paid to OTASA within three months of the fundraising report
10.6 The 50% profit share also applies to funds raised by a Congress.
11 EXPENSES OF DELEGATES OF OTASA ATTENDING CONGRESSES, SYMPOSIA, MEETINGS OR DISCUSSION GROUPS
11.1 These will be determined and ratified at Council if possible.
Should this not be possible,
11.2 . A written request for funds must be sent to the National Treasurer. (At least 2 months in advance).
11.3 The National Treasurer will make a recommendation to the Executive Committee for approval.
11.4 Approval will depend on available funds.
12 SUBSIDIES PAYABLE TO COMMITTEES
12.1 As it is the stated policy of OTASA to centralise the management of all Standing committee funds, these funds will only be paid over when a written request is received by the Treasurer.
12.2 The necessary claim forms and all the relevant documentation must accompany these requests.
12.3 If funds are required in advance they must be applied for in writing to the National Treasurer.
12.4 No funds will be paid over unless the previous years-audited statements have been received.
13 EXCEEDING OF APPROVED BUDGETS
13.1 Leave to exceed a budget must be made to EXCO in writing.
13.2 This matter will be placed on the agenda of the next EXCO meeting.
14 INTEREST GROUPS
14.1 Branches or Standing committees are to budget for interest groups.
14.2 Approval will depend on available funds.
This general financial policy will be revised once a year at a Council meeting.
May 2004