ALAO Procedures Manual
General Information

Procedure for Reporting ALAO Workshop and Meeting Registrations to OCA

Workshop and conference coordinators must record registrations and receipts for the meeting(s) on a MS Excel spreadsheet. Please contact the OCA office and the format for the spreadsheet will be sent to you via email. The steps for completing the ALAO Workshop Registration Spreadsheet and turning in your report are detailed below.

ALAO Workshop Registration Spreadsheet Illustration Please use this document as a reference as you review the following steps for completing your financial report.

1. On the bottom of each person’s registration form record the check number(s), total amount of payment(s), and date received. The registration forms are to be sent to OCA along with the checks/cash and workshop spreadsheet.
2. Record each registration/dues on the spreadsheet. Separate the payments received by category, i.e., if you have a check for $70 and $50 is for the conference and $20 is for regular dues you will need to show that distribution on your report. See column F "Member Registration", column G "Non Member Registration", column H "Regular Dues", column I "Student Dues", column J "Total Paid", column K "Refund Due".
3. Note cash payments in column C "Cash" and record the amounts in the appropriate categories (columns F, G, H, I, and J). See line #10 on the sample spreadsheet for an illustration.
4. Record the check number or "Credit Card" in column D "Personal Check No." and note the amounts in the appropriate categories (columns F, G, H, I and J). See line #2 & #3 on the sample spreadsheet for an illustration.
5. Payment by an institution’s check may cover registrations for several staff members. Please separate the payments for each person (do not lump all the payments under one person’s name). The amount paid for each individual should be recorded in the appropriate categories (columns F, G, H, I and J) and the institution’s name and check number should appear in column E "University Check No." for every registration covered by that payment. See lines #9, 10, 11 and 13 on the spreadsheet illustration.
6. Institutions may pay the registration fees while individuals pay for dues. In that case, note the check numbers in columns D and E and record the distribution as appropriate (columns F, G, H, I and J). See line 8 on the spreadsheet illustration.
7. If refunds are issued for cancelled registrations note the amount of the refund under column K "Refund Due". See line #12 on the spreadsheet illustration.
8. Provide totals for column F "Member Registration", column G "Non Member Registration", column H "Regular Dues", column I "Student Dues", column J &Total Amount Paid", and column K "Refund Due". The "Total Amount Paid" in column J should be the same as the total amount of the checks and cash that you forward to OCA. See line #15 on the spreadsheet illustration.
9. The spreadsheet report, cash, checks, and registration forms must be submitted to OCA within one month after the meeting has been held. Please separate the personal and institutional checks and alphabetize each group by last name or name of the issuing institution. SPECIAL NOTE: You may wish to submit checks and/or cash in batches during the registration period; be certain to provide an interim spreadsheet with each batch of checks/cash.
10. An ALAO Activity Proposed/Actual Expense Report must also be completed and sent to the ALAO Treasurer. Send a copy of the final report to OCA as well, along with all original receipts and invoices if not submitted earlier.

Contact Joyce Wright Harris at OCA for assistance at: 614/292-8041 or jwhar2787@aol.com