INTRODUCTION

I. REIMBURSEMENT FORMS are pink for quick recognition. 'Pink forms', also recognized in white photocopy, are essential to authorize the TLA office to reimburse your expenses or pay your unit's accounts payable. This form speeds up the payment process and ensure accuracy. Receipts should be attached to each reimbursement form. Because it costs TLA approximately $4 to process each reimbursement, we suggest that you hold receipts until the reimbursable amount accrues to $15 or $20. 

Note: New Executive Board policy is that all requests for reimbursement must be submitted on or before June 30, in order to be eligible for reimbursement.

II. POSTAGE COSTS are saved by taking advantage of TLA's non-profit mail permit, but the mailing must be prepared exactly according to postal requirements and it must be coordinated through the TLA office. All items in a mass mailing must be identical, number at least 200, have TLA's indicia with permit number, have TLA's return address, be properly sorted, bundled, and marked, and be mailed from Austin (see the detailed instructions on mass mailings). Improperly prepared bulk mailings will not be processed by the Post Office. It is advisable to notify TLA staff in advance of your mailing to obtain specific instructions and assistance.

III. PRINTING OF MATERIALS TO BE MASS MAILED can be handled by either TLA staff or by the unit. A camera-ready master can be sent to the TLA office with specific printing and mailing instructions. Remember to specify whether the mailing should be sent to members from previous years and/or current members. You should plan that printing, collating and mailing will take approximately four (4) weeks so adjust your deadlines accordingly.

In addition to printing costs, you should ask the TLA staff for an estimate of the costs of a mailing service to sort, tie, bundle, and deliver the documents to the post office.

To avoid the cost of the mailing service, you can sort, bundle, tie the mailing, and send it to the TLA office. TLA staff will then check the mailing and send it to post office.

Mailing service charges, postage, and cost of computer-generated labels and directories are the only costs that can be charged to your unit without the signature of your unit Chair.

IV. BUDGET FORMS must be submitted to the Budget Committee by May 17. The Budget Committee then meets and compiles the TLA Budget. If you fail to submit a budget, the Budget Committee will develop one for you which will probably not be as comprehensive as you need. It is important that the Budget Committee understands what activities you plan to accomplish during the year with the funds you request.

V. TAX EXEMPT STATUS means that as a 501(c)3 agency, TLA is exempt from many federal taxes and from certain state sales taxes (we are required to pay sales tax on hotel rooms, air fares, and most meals). A copy of the state sales tax exemption form must be given to the vendor in order to be granted the exemption. The vendor keeps the form on file as proof of exemption. The form takes the place of the old tax exemption number, which is no longer issued.

VI. CORRESPONDENCE related to TLA purposes may be printed on TLA stationery. A file copy of all TLA-related correspondence must be sent to the TLA office and the TLA President.

Last Modified: 09 Jul 2005

Copyright © 2004 by the Texas Library Association