Submission of Justification of Expenses

 

In order to be eligible to submit a justification for expense:

 

1. The members must be active. Members must be documented as attending 75% of Coalition meetings each fiscal year and have a signed Membership MOU to be considered active. Official documentation of attendance will include names from roll call listed in minutes for virtual attendees and by way of signature on sign-in sheets for those attending in person. Active members shall designate an alternate representative that will attend meetings at which the member cannot be present.

2. The Secretary will maintain an updated roster

   • of active members (attending 75% of Coalition meetings each fiscal year) in order to move forward with funding request.

   • of new members (members that are in the process of meeting the 75% meeting rule) in order to move forward with funding request; however, funding will not be allocated until they have met the 75% rule.

3. Active members will be allowed to submit a proposal for funding considerations to the Vice-Chair that meets the mission, priorities, goals, and deliverables of the SCRHCC. Proposals should be submitted at least two weeks prior to the next scheduled Coalition meeting. Proposals must be submitted using the ASPR Grant Expenditure Justification Form that has been approved for use by the South Central Regional Healthcare Coalition Board Members.

4. Any request over $9,999.99 must have 3 quotes from separate vendors or a sole source justification from the vendor.

5. Any request over $49,999.99 must have 3 quotes from separate vendors or a vendor sole source justification and a contract. 

6. The proposals will be sent to the SCRHCC Board Officers for approval for the requesting member to present  the proposal to the Board Members for a vote of approval at the next Coalition meeting.

7. The Vice-Chairperson will notify the member, in writing, within one week of the scheduled Coalition meeting of the approval of the Board Officers to present the proposal. The proposals will be presented by the active member during the business portion of the SCRHCC meeting in the date order they are approved by the Board Officers.

8. Proposals approved for funding by the SCRHCC Board Members will require the signature of the Chairperson and Treasurer.

9. For items needing State approval, RHC will submit to the State for approval.

10. Once approved/denied by the State, the Chair will notify the Treasurer  and the requesting member. For approved requests, the Treasurer will work with the requesting member to purchase and submit payment.