Deseret UAS Policies

  • Academic
  • Expenses
  • Internal Controls

Deseret UAS is a 501c(6), nonprofit corporation in the state of Utah organized to promote economic development in Tooele County and to elevate Utah’s profile in the UAS industry. Initial funding is provided through a grant provided by the State of Utah to Tooele County. Additional funding is expected to be in the form of grants and user fees.

 

Proposals

 

Deseret UAS accepts unsolicited proposals. All proposals must include:

  • Statement of work
  • Milestones
  • Deliverables
  • Budget by task
  • Qualifications of team

All bids should be addressed to:
Dr. Tulinda Larsen
Executive Director
Deseret UAS
156 E 2000 Ste 110
North Tooele, UT
Tulinda.Larsen@DeseretUAS.org


Decision to accept proposals and related bid will be made by the Deseret UAS board of
directors based on how the proposal meets the goals andrequirements of Deseret UAS and
cost.

 

Overhead/Indirect Costs

 

For contracts with agreements with academic institutions where the funding source is state
money, Deseret UAS will limit indirect costs to no more than ten (10%). Funding from
commercial projects does not qualify for this overhead rate and overhead rates will be
negotiated on a project basis.

 

Payments

Payments will be agreed to in the final agreement for services and require an invoice for the
related services. Once invoice is received, payments are issued within 60 days.

 

Effective Date: September 1, 2018

DESERET UAS is a 501c(6), nonprofit corporation in the state of Utah organized to promote economic development in Tooele County and to elevate Utah’s profile in the UAS industry. Initial funding through a grant provided by the State of Utah to Tooele County. Additional funding is expected to be in the form of grants and user fees.


Purpose

DESERET UAS expense policy protect DESERET UAS stakeholders, especially the public funding, ensure the integrity, reliability of its information and ensures the performance of its business transactions. Expense policies are an ongoing process that is established, regularly reviewed and monitored by the executive director and board of directors. These expense policies apply to contractors. All vendors must submit documentation to support expense reports.

 

Expense Reporting System

DESERET UAS uses the expense management system, Expensify.com to manage expense reports. These expense policies outlined in this document have been embed in the DESERET UAS Team Expensify account. Contractors are to set up an account in Expensify through the DESERET UAS Team account.

Expensify is linked to DESERET UAS accounting software, Quickbooks. Fully approved expense payments are issued once a month on the 1 st Thursday of the month.

Vendors must provide documented expenses, which is included with invoices, but may use a different expense reporting system.


Approvals

All expenses greater than $500 must be pre-approved by the Executive Director. Contractors submit expense reports to Executive Director through Expensify.

 

Expense Policies


General Principles
  • Remember this is the people’s money, at all times contractors need to be mindful of expenses and not incur any expense that might be judged to be excessive or inappropriate. If you can’t defend at a legislative hearing, don’t do it.
  • All expenses greater than $75 must have documentation.
  • All expenses should have documentation, scanned into Expensify. Credit card receipts are not accepted, unless the receipt is lost or damaged.

Within Expensify there are drop downs for assigning categories to expenses. The related Deseret UAS policy will indicate any conditions or restrictions. 


Non-travel Related
  • Contractors need prior approval from executive director for non-travel related expenses, i.e. training courses, books, supplies, including printing supplies for home office.
  • Deseret UAS does not reimburse for mobile phones (except international calls on behalf of Deseret UAS), home or internet service.

Travel Related Expenses

Contractors are responsible to book their own travel. Deseret UAS does not have any corporate agreements, with the exception of local Tooele hotels. Contractors are expected to obtain the lowest available  airfare or train fare that reasonably meets the mission of the travel and business travel needs.

  • Airfare/Train fare - “Comfort” class, where there is additional leg room in the coach cabin, is allowed. International travel is allowed to booked in an appropriate class as follows: Flights longer than 7 hours,  business class, provided the airfare is less than $2,500 Flights less than 7 hours, coach class First class travel is not allowed. Rebooking fees are allowed and are classified in an Expensify drop down. Baggage fees are allowed. Inflight meals and snacks are allow, but should be accounted for as a travel meal. Contractor is allowed to keep loyalty points. Extending trip for personal travel is allowed, if the additional days results in lower airfare. Otherwise, the airfare is to be prorated on a daily rate.
  • Transportation - Local taxi, Uber/Lyft, parking are considered surface transportation in the Expensify drop down. Tips are allowed. Transportation to and from airports can include surface transportation and personal car. Use of personal car will be reimbursed according to IRS mileage allowance. Expensify has distance calculators and applies the IRS cost factor.
  • Meals - Travel meals, when the contractor is traveling, should be reasonable for the relevant meal, i.e. breakfast, lunch, dinner. Coffee and related break snacks are allowed. There is no cap or per diem. Again, contractors are reminded of our accountability to spending the people’s money. Team meals, when more than one Deseret UAS contractor is travelling. The highest ranking contractor will be responsible for payment of team meal expenses. Hotel bookings for sales and marketing travel should not exceed $250 per night, but exceptions can be made by the executive director in special circumstances. Hotel booking for conferences should be in the conference hotel and at the conference rate, unless the contractor can find a lower rate in the same hotel. Hotel bookings in Tooele must be at the Holiday Inn Express or _____, at the Deseret UAS rate and directly billed to Deseret UAS. Other hotels maybe added. Maid service and bellman tips up to $5 a night/service are allowed. There is a Expensify drop down for Tips. When travelling with significant other or buddy, Deseret UAS will allow double room occupancy. Additional hotel nights for personal travel are allowed, but must be deducted from the hotel folio when submitting expense.
  • Car Rental - When renting a car, check personal insurance coverage. Deseret UAS will allow the size of car to be appropriate for the business purpose.


Conference Fees

Conference registration fees need to be preapproved by executive director. To the extent possible, fees should be paid through Deseret UAS accounts payable system and conform with Deseret UAS Internal Controls. If the contractor pay the conference registration fee, use the Expensify drop down to classify the expense. Attempt should be made to take advantage of early booking discounts.

  • Entertainment - Entertainment include meals (on travel, or not on travel) or events where Deseret UAS is hosting partners, customers, or VIPs. Entertainment should be reasonable for the business purpose. Expensify has a drop down for entertainment.
  • Credit Card - Deseret UAS will not issue corporate credit card. Consultants are required to use a personal credit card. Credit card receipts are not acceptable as a receipt for expenses, unless the receipt has been lost or damaged.

 

Expenses Not Allowed

The following expenses will not be reimbursed by Deseret UAS: Childcare, Extra bed in hotel rooms, Dry-cleaning, In-room movies, Parking tickets, Toiletries or clothing purchased during the trip, Pet boarding, Significant-other/buddy airfare or train

 

Safe Travel Policies

Deseret UAS is concerned with the safety of contractors when travelling. The policies below help to ensure your safety.

 

  • Submit your itineraries to the executive director, including flight and hotel
  • Ensure executive director has your mobile number
  • Deseret UAS will allow extraordinary expenses, without preapproval, if the contactor believe personal safety is at risk.

Deseret UAS (DUAS) is a 501c(6), nonprofit corporation in the state of Utah organized to promote economic development in Tooele County and to elevate Utah’s profile in the UAS industry. Initial funding through a grant provided by the State of Utah to Tooele County. Additional funding is expected to be in the form of grants and user fees.


Purpose

DUAS fiscal internal controls protect DUAS stakeholders, especially the public funding, ensure the integrity, reliability of its information and ensures the performance of its business transactions.

Internal Controls are an ongoing process that is established, regularly reviewed and monitored by the executive director and board of directors.

 

Responsibility

It is the responsibility of the board of directors to ensure a financial control system is actually implemented and used. It is the executive director’s responsibility to establish and maintain adequate financial control reporting. It is the responsibility of all employees and contractors to understand controls and ensure they are effective. The board of directors is responsible for authorizing establishment of all bank accounts and identification of check signers and, following the transition of officers or changes in staff, notify the banking institutions.

No bank or other account may be maintained except in an institution fully insured by the FDIC or NCUA. Bank balances shall generally not exceed the insured limits absent authorization of the board of  directors.

Investments shall reflect cash flow requirements of DUAS and shall not exceed one year without board approval.

All financial transactions will be maintained and managed by the designated accounting software.

Financial reports shall be presented to the board of directors for review on a monthly basis, including comparison of actual to budget. A weekly report of expenditures will be presented to the board of directors  for review.

An annual financial compilation, review or audit will be conducted by an outside qualified auditor/CPA. Applicable financial and administrative guidelines relating to specific grant funding shall be followed to insure compliance.


Check/Cash Receipts

Incoming checks must restrictively endorsed, “for deposit only” with DUAS’ account number when received. Incoming checks/cash must be counted and logged and receipts/bank deposits developed by two or more persons authorized to perform these functions.

DUAS is not expected to handle cash, however cash receipts will be deposited within five business days. Cash collection documentation totals will be compared and reconciled to bank deposit receipts. Items held for deposit shall be maintained in a locked container or filing cabinet.

Bank deposit receipts will be compared and attached to the original bank deposit slips. Grants and other fees received in bank account electronically via Electronic Funds Transfer (EFT) will be posted to accounting software in a timely fashion.


Disbursements

  1. Disbursements Authorization
    The executive director, with board of director’s approval, must provide approval for all disbursements. Supporting documentation must accompany checks when presented for signature. The executive  director will notify the board of directors of all expenditures greater than $2,500. The manager with financial responsibility will enter the approved expenditures into QuickBooks, the designated accounting software. The financial officer will release the funds. The treasurer will review the financial transactions.
  2. Disbursements
    All vendors must complete a vendor registration, execute a contract or agreement for services or products, and provide an IRS W9 form before payment will be issued. Recurring disbursements, based on an agreement approved by the board of directors, may be set up electronically with vendor via Electronic Funds Transfer. These include, but are not limited to, rent, utilities, and contractors.
  3. Check Disbursements
    It is anticipated that DUAS will issue very few check, rather will electronically process payments. When using checks, only pre-numbered checks shall be used and always in sequence. Signing of blank  checks is strictly prohibited. Checks must be made payable to specific payees based upon appropriate documentation; and never to “cash” or “bearer”. Prior to preparing checks, receiving reports should be compared to vendor invoices for accuracy. Checks must be prepared from vendor invoices only and not from a vendor statement. Signature stamps may not be used to sign checks. Access to blank checks must be limited to persons authorized to prepare checks. Blank check stock must be locked in a secure place when not in use. Any voided/spoiled checks must be marked “Void”. No staff member (or contractor) preparing a check may be an authorized signer on the check.
  4. Electronic Fund Transfer
    Electronic fund transfer (EFT) is the same for writing checks except for the method of making the payment is different. When making an online payment, all of the documentation and authorizations necessary for any disbursements should be obtained prior to making the payment. Further, a form will be kept on record containing information from the vendor showing the payee, the name of the payee’s bank account, the routing number for the receiving bank, addresses for the payee and the bank. Additionally, the transaction processed online, will be printed and kept as a record. For all electronic fund transfers, it will need one other approval before the transaction can take place.
  5. Debit/Credit Card
    The executive director is authorized to receive and use debit and credit cards linked to the designated bank account. Debit and credit cards provide a convivence in securing services and purchasing supplies. Debit/credit card transaction is same as writing checks except for the method of making the payment is different. When making a debit or credit card charge, all of the documentation and authorizations necessary for any disbursements should be obtained prior to making the charge. All debit/credit card transactions must be recorded and reconciled to the bank account. Transaction receipts must be retained for verification of charges.

 

Bank Reconciliations

Bank accounts must be reconciled on a monthly basis and reviewed. The executive director will receive the bank statements, including canceled checks, etc. All check numbers must be accounted for as either cleared or outstanding as part of the reconciliation process. Checks outstanding over 90 days must be periodically investigated, with payment stopped and an entry made restoring such items to cash if appropriate.

 

Tax and Other Filings

The DUAS annual tax filing will be prepared by an external CPA. The auditor or audit firm shall be subject to reasonable rotation with a maximum contract term or audit period of not to exceed five years. The audit shall conform to recognized professional standards and shall provide to the Board a management letter which shall specifically address internal control policies, procedures, and practices. Other related financial reporting as required by grant agreements will be prepared and submitted by the executive director.