Ch. 5: ) Maine Potato Council: Financial Reports and Out-of-State Travel

SUMMARY:

The following procedures shall apply regarding Financial Reports and Out-of-State Travel of the Maine Potato Council

1. FINANCIAL REPORTS

A. The Maine Potato Council shall submit to the Commissioner prior to the beginning of any fiscal year, a budget showing, for funds anticipated under 36 M.R.S.A. §4571, 1-A, estimated amounts to be expended by category for that fiscal year. Following the closing of books at the end of a fiscal year, the Maine Potato Council shall submit financial statements showing actual and budgeted receipts and expenditures for that fiscal year; additionally, the Maine Potato Council will furnish the Commissioner a copy of their independent auditor's report when available.

2. OUT-OF-STATE TRAVEL

A. Out-of-state travel for which reimbursement pursuant to 36 M.R.S.A.§4571.1-A is anticipated shall require the prior approval of the Commissioner. Request for approval shall be made on state form BP-14 7/79 at least three weeks prior to departure and shall include justification for travel; provided that the Commissioner may waive the three week period whenever scheduling exigencies so require.

B. The Travel and Expense Account Voucher (Form BP22 8/79) shall be used to claim all out-of-state travel related expenses and must be signed by the traveler and the Executive Vice-President of the Council. No expenses shall be reimbursed pursuant to §4571.1-A until the Commissioner has approved their payment. Approval shall be governed by the provisions of Section 40 of the State Manual of Financial Procedures which procedures are incorporated herein by reference.