HSA Procedures

Important Things to Remember as Committee Chairpersons

Beaumont Blast

The Beaumont Blast comes out every Sunday at 5 p.m. to prepare families for the week (and months!) ahead. The deadline for Blast submissions is 9 p.m. the Thursday prior to the Blast. For more guidelines and helpful hints, please click here.

Bear Facts

In an effort to save paper and streamline communications, the Bear Facts newsletter was discontinued in the fall of 2011. All information previously found in the Bear Facts is now being sent electronically through the weekly Blast.

Website Publicity

All information submitted to the Blast is also posted on the HSA Web site, often before the Blast comes out. Please, remember to include the HSA website address on each flyer that you create that will be distributed in school! We REALLY want to reduce the amount of paper waste that goes home. Reduce waste and go green!

Deposits

This is relevant to the volunteers who chair events with a financial component. Please, make sure to deposit checks and other payments in a timely manner. Parents do not want to have checks clear a month or more after it was sent in. If you have an event for which money collections occur for more than 2 weeks, please deposit payments on a weekly basis. Make sure all deposits are made to the Assistant Treasurer within 5 days of an event ending.

When making a deposit, make sure to sort bills and count all monies cash and check and note these totals on the HSA Event Reconciliation Form.

Expenses

It is important to keep track of expenses related to your event. Expenses must be described and receipts must be attached in order to be considered for reimbursement. Expense requests must first be approved by the committee chairperson. Please complete all expense reimbursement requests within 5 days of an event ending using the HSA Expense Reimbursement Form.

Forms

• [Website Permissions Form][2] (PDF document) For committee chairpersons
• HSA Event Reconciliation Form (XLS document)
• HSA Expense Reimbursement Form (PDF document)