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Proposal Details

Proposal ID566
ProposalGPUS Fiscal Policy Amendment
PresenterFinance Committee
Floor ManagerDavid Strand
PhaseClosed
Discussion11/15/2010 - 12/06/2010
Voting12/07/2010 - 12/13/2010
ResultAdopted
Presens Quorum31 0.6666
Consens Quorum54 0.6666 of Yes and No Votes

Background

The GPUS Fiscal Policy first went formally into effect as part of the GPUS Rules and Procedures on March 14, 2002 and has been amended eight times since (see RESOURCES section below). However, the last two proposals to amend the Fiscal Policy were not approved by the National Committee (#372 and #401). This current proposal seeks to address many of the concerns raised with #372 and/or #401 and in sum would make the following changes:
- Establish the Fiscal Policy as a separate governing document of the Party to be entitled Fiscal Policy of the Green Party of the United States, along with the party's other governing documents: the Bylaws, Rules and Procedures and Convention Rules;
- Embed the duties and responsibilities of the Treasurer in the Fiscal Policy (Article II); and embed the Mission, Duties and Responsibilities of the Finance Committee (Article III), Fundraising Committee (Article IV) and Merchandise Committee in the Fiscal Policy (Article V);
- Create a clear budget preparation timeline (6-3) and establish what documents are required to accompany the annual Draft Budget (6-2.1); and establish that the date by which the SC shall present a draft budget to the NC is "no later than the second Monday after the first Tuesday of November" rather than November 15th which it is now, so that the beginning date can fit with regular GPUS discussion periods, which begin on Mondays (6-2.2);
- Include the GPUS Donors Bill of Rights to clarify how donors may designate funds (7-3);
- Prioritize the expenditure of General Fund monies to meet legal and contractual obligations of the Party and those expenses necessary to the day-to-day operations of the Party (8-2); and where necessary, provide for notice and rules governing transfers from the Operating Reserve Fund and Restricted Funds to meet these obligations (9-3);
- Change the amount of cumulative loans that the Steering Committee may take out without National Committee authority from $2000 to a cumulative amount equal to 1% of the Annual Budget (10-2.1)
- Provide for the acceptance and handling of Endowed Funds by the Party (11-2);
- Establish policies to govern Restricted Funds (9-2 and 9-3);
- Edit Travel Expenses for clarity and brevity and place them in Article VIII Expenditures;
- Restrict issuance of credit cards to limited personnel (9-6);
- Require the production of a monthly cash flow projection for income and expenses as a part of the annual budget process (6-2.1(a);
- Require the clear inclusion for projections for overall income and expenses associated with the Annual National Meeting as a part of the Annual Budget (6-2.1(a);
- Clarify what belongs in the Treasurer's monthly reports (Article XIII);
- Move the membership procedures recall process for Finance Committee members from its Rules, Policies and Procedures to 3-3.4 in Article III of the Fiscal Policy. Establish FinCom membership by SC members as ending with the SC term (3-3.1) and provide for inactive status after prolonged lack of participation (3-3.3).
- Establish that donor lists shared between the GPUS and state Green parties shall be used only for fundraising and outreach and shall not be shared or sold (12-1.1).
- Establish the ratio of revenue sharing from national-driven contributions that are received through efforts of the GPUS, its staff, contractors and National Committee (7-4.1)
- Establish the ratio of revenue sharing that are received from state party, caucus, network, and committee-driven contributions received through efforts of the member state party, caucus, network or committee (7-4.2).
- Establish that donors may not make donations to caucuses, networks, and committees for purposes inconsistent with their mission statements (9-3.2).

Proposal

 That the existing Article V Fiscal Policy of the GPUS Rules and Procedures (text in RESOURCES below) is replaced by the proposed text below, which would be adopted instead as a distinct, separate document to govern the financial practices of the Party and to become one of its Governing Documents, along with the Bylaws, Rules & Procedures and Convention Rules.
The Fiscal Policy of the Green Party of the United States
ARTICLE I PURPOSE, APPLICABILITY, AND DEFINITIONS
ARTICLE II TREASURER
ARTICLE III FINANCE COMMITTEE
ARTICLE IV FUNDRAISING COMMITTEE
ARTICLE V MERCHANDISING COMMITTEE
ARTICLE VI BUDGETING
ARTICLE VII INCOME
ARTICLE VIII EXPENDITURES
ARTICLE IX FISCAL MANAGEMENT
ARTICLE X LOANS
ARTICLE XI INVESTMENTS
ARTICLE XII COORDINATION OF FUNDRAISING BETWEEN GPUS AND STATE GREEN PARTIES
ARTICLE XIII FINANCIAL REPORTING


ARTICLE 1 PURPOSE, APPLICABILITY, AND DEFINITIONS
Section 1-1 Purpose
The Fiscal Policy is intended to
1-1.1 Direct the financial practices of the Green Party of the United States (GPUS) and establish committees necessary to carry out this purpose;
1-1.2 Sustain and empower the GPUS and make possible a high level of Green political activity;
1-1.3 Promote clarity, accountability, and transparency in the Party's fiscal and financial practices, including those of its officers, employees, contractors, and committees;
1-1.4 Promote financial practices of the Party that are in compliance with all applicable laws;
1-1.5 Promote financial practices of the Party that recognize the separate legal status of member state parties from the GPUS and from each other.

Section 1-2 Applicability
1-2.1 This Fiscal Policy supersedes any conflicting provision of any Committee, Caucus or Network Rules.
Section 1-3 Definitons
Throughout this document the following terms are defined and used as follows:
1-3.1 Party and GPUS shall mean Green Party of the United States;
1-3.2 States and state party shall mean accredited and affiliated state Green Parties;
1-3.3 Caucuses shall mean Accredited Caucuses of the Green Party of the United States, except that this Fiscal Policy does not apply to caucuses that have registered as an independent political committee or other entity and have obtained their own Federal Employer Identification Number for so long as such independent legal status is maintained.
1-3.4 Network shall mean any Network established by the National Committee;
1-3.5 Committee shall mean any Committee established by the National Committee;
1-3.6 Annual Meeting shall mean the Annual National Meeting of the Green Party of the United States;
1-3.7 Bylaws shall mean the Bylaws of the Green Party of the Untied States;
1-3.8 Rules shall mean the Rules and Procedures of the Green Party of the United States;
1-3.9 rules shall mean the rules and procedures of the respective state, caucus, network, or committee in context;
1-3.10 Treasurer shall mean the Treasurer of the Green Party of the United States;
1-3.11 treasurer shall mean the treasurer of a state, caucus, network, or committee as defined above;
1-3.12 SC shall mean the Steering Committee of the Green Party of the United States;
1-3.13 NC shall mean the National Committee of the Green Party of the United States;
1-3.14 FEC shall mean the Federal Election Commission;


ARTICLE II TREASURER
Section 2-1 Duties and Responsibilities
In addition to and not in conflict with any other duties and responsibilities as defined in GPUS Bylaws and Rules and Procedures, the Treasurer shall have the responsibilities as provided for in this Article and this Fiscal Policy to ensure that the following financial activities are duly performed in a prudent manner, including:
2-1.1 Account for revenues and expenditures from the General Fund, the Operating Reserve Fund, and each of the Restricted Funds.
2-1.2 Prepare and present Monthly and Annual Reports to the NC as provided for in Article XIII. Prepare and present periodic financial reports for the SC, Finance, and Fundraising Committees.
2-1.3 Serve as a member of the SC and a member and Co-chair of the Finance Committee.
2-1.4 Participate in the annual budget process on the Finance Committee, the Fundraising Committee, and the SC.
2-1.5 With the Finance Committee, make recommendations on expenditures to the SC.
2-1.6 Make expenditures on behalf of the GPUS as authorized in Article VIII.
2-1.7 Make recommendations regarding Endowed Funds as provide for in Article XI.
2-1.8 Maintain GPUS bank accounts and credits cards as authorized in Article IX.
2-1.9 Sign contracts on behalf of the GPUS.
2-1.10 Sign loan agreements as authorized in Article X.
2-1.11 Review and approve a balance sheet and statement of revenue and expenditure reflecting revenues earned and obligations incurred during the previous budget cycle.
2-1.12 Coordinate with GPUS staff on financial matters.
2-1.13 Work with states, caucuses, networks, and committees on fundraising plans and record keeping in coordination with the Fundraising Committee.


ARTICLE III FINANCE COMMITTEE
Section 3-1 Mission
3-1.1 Serve as the committee primarily responsible for monitoring the fiscal activities of the GPUS.
Section 3-2 Duties and Responsibilities
3-2.1 Monitor and oversee the financial activities of GPUS and serve as the financial advisor to the SC.
3-2.2 Prepare and submit a draft annual GPUS budget to the SC.
3-2.3 Prepare and submit budget revisions to the SC as the Finance Committee deems appropriate or upon request from the SC.
3-2.4 Coordinate with the SC and GPUS staff on fiscal matters and make recommendations to the SC as provided for in this Fiscal Policy.
3-2.5 Propose amendments to the Fiscal Policy for consideration by the NC.
3-2.6 Monitor Party investments including the Endowed Fund, and propose changes to the SC for SC sponsorship to the NC.
3-2.7 Obtain an independent annual audit of Party financial affairs by a certified public accountant when authorized by the SC.
3-2.8 Coordinate with the Fundraising Committee and/or the Merchandise Committee where coordination between them and the Finance Committee may further each one's respective mission, duties, and responsibilities.
3-2.9 Promote GPUS compliance with this Fiscal Policy.
3-2.10 Report on related issues of concern to the SC and/or NC.
Section 3-3 Membership
3-3.1 Membership shall include the Treasurer, Executive Director or equivalent leadership position, and other staff as determined by the Executive Director or equivalent, as well as the SC member designated as a signatory to the principal depository for the Party, and any other SC member who declares s/he wishes to participate during their term as a member of the SC. GPUS staff shall serve as non-voting members.
3-3.2 Any Green Party member nominated by their state party or caucus may be appointed to the Finance Committee upon approval by a majority vote of the NC. The term for members appointed according to this process shall be three years. Once nominated by their state party or caucus, prospective committee members shall provide a written declaration of their interest to the SC. Upon receipt of such a declaration and a bio, the SC shall place a proposal authorizing such appointment before the NC.
3-3.3 Inactive Status
Should a Finance Committee member miss meetings for three or more consecutive months or more than half the meetings without prior notice of such absences in a twelve-month period, the Finance Committee co-chairs shall notify the SC and the NC that the member has been placed on inactive status until participation resumes, and will not be counted as a member for quorum determination.
3-3.4 Removal
3-3.4(a) Finance Committee members nominated by their state party or caucus may be removed by their state party or caucus, according to the internal process of that state party or caucus.
3-3.4(b) Any Finance Committee member approved under 3-3.2 may be removed by a majority vote of the NC. A proposal for removal must come from the SC and must include the proposed cause for removal. Members who are removed may not be re-nominated to the Finance Committee for a period of one year.
Section 3-4 Co-Chairs
3-4.1 The Finance Committee shall be co-chaired by the Treasurer and the SC member designated as a signatory to the principal depository of the Party.


ARTICLE IV FUNDRAISING COMMITTEE
Section 4-1 Mission
4-1.1 Serve as the GPUS committee primarily responsible for coordinating with staff, SC, and NC to create and execute fundraising plans and programs.
Section 4-2 Duties and Responsibilities
4-2.1 Prepare a draft annual fundraising plan and participate in the GPUS Annual Budget planning process as specified in Section 6-3 of this Fiscal Policy.
4-2.2 Participate on an ongoing basis in the fundraising of the Party and carry out those tasks and responsibilities necessary for the Party to realize its fundraising plans and achieve its fundraising goals.
4-2.3 Coordinate with the Finance Committee and the Merchandise Committee where coordination between these committees may further each one's respective mission, duties, and responsibilities.


ARTICLE V MERCHANDISING COMMITTEE
Section 5-1 Mission
5-1.1 Provide a funding source for the GPUS through the sales of merchandise.
5-1.2 Support outreach activities to increase GPUS visibility through merchandising.
Section 5-2 Duties and Responsibilities
5-2.1 Select merchandise that is consistent with GPUS purpose, platform, and Ten Key Values in design, materials, production, marketing and distribution, and reflects the dual goals of building public awareness and support for the Party on local, state and national levels, while generating income for the GPUS.
5-2.2 Provide party merchandise for resale to state parties, caucuses, and networks at preferential prices which ensure a modest return on investment by the GPUS while affording fundraising opportunities for state parties, caucuses and networks.
5-2.3 Consult with the Fundraising Committee, the Finance Committee, and the Outreach Committee when coordination between these committees and the Merchandise Committee may further each one's respective mission, duties, and responsibilities.
5-3 Operations
5-3.1 Sales of merchandise for fundraising purposes will be accounted for separately from sales of literature and from merchandise that is sold at or near cost and not intended to generate financial support for GPUS operations.
5-3.2 Costs of merchandising operations shall be accounted for to include at a minimum: cost of merchandise sold; postage and shipping; marketing costs; and staff time spent on merchandising.
5-3.3 Merchandise operations will be funded by reinvesting gross receipts from merchandise sales back into inventory and merchandising operations in an amount, to be determined in the annual budget, that is sufficient to maintain and grow the merchandise program to become a successful fundraising contributor to the general funding of the GPUS.


ARTICLE VI BUDGETING
Section 6-1 Fiscal Year
6-1.1 The GPUS Fiscal Year shall be January 1 – December 31.
Section 6-2 Annual Budget
6-2.1 The Annual Budget shall be approved by the National Committee. The SC shall propose a draft Annual Budget to the NC, according to the process outlined in this Article. The draft budget shall:
6-2.1(a) Incorporate planned expenses and projected income from all sources including the Annual Meeting, and in presidential election years, the Presidential Nominating Convention, in accordance with the GPUS Strategic Plan, if applicable;
6-2.1(b) Strive to maintain an Operating Reserve Fund with the goal of providing a minimum reserve fund at three times the level necessary to cover all monthly obligations authorized as operating expenses, as defined in 8-2; and
6-2.1(c) Be informed by a process of input from the NC, Finance Committee, Fundraising Committee, caucuses, networks, committees, and GPUS Staff and Independent Contractors, as described in Section 6-3.
6-2.2 The SC shall present its draft Annual Budget to the NC no later than the second Monday after the first Tuesday of November. The draft Annual Budget shall be accompanied by:
6-2.2(a) A Case Statement describing the GPUS inventory of existing resources;
6-2.2(b) An Income Narrative to explain the income categories and line item projections of the budget, and provide a plan for raising that income, corresponding to the income projections;
6-2.2(c) An Expense Narrative to explain expense categories and line item projections, that identifies legal and contractual obligations as provided in Section 8-2, provides job descriptions for GPUS staff and Independent Contractors, and provides a plan to fund an Operating Reserve Fund as specified in 6-2.1(b);
6-2.2(d) A balance sheet and statement of revenue and expenditure from the most recently completed fiscal year;
6-2.2(e) Financial projections documenting historical performance, current year-to-date performance, and assumptions underlying future projections;
6-2.2(f) Such reports and recommendations related to the management of Endowed Funds as are required by Section 11-2;
6-2.3 Approval of the Annual Budget shall require adoption by the NC by such threshold as provided in the Rules.
6-2.4 Once approved, the Annual Budget shall limit the purposes and amounts of the Party's allowable expenditures. No expenditures may be made that are not authorized by that budget, except as provided for in Article 6-2.5, unless the budget is revised by the NC. The Annual Budget is a projection of expected income and expenditures and does not guarantee that budgeted funds will be available for actual expenditures.
6-2.5 Upon the approval of findings stating why specific non-budgeted expenditures are necessary, the SC may approve such expenditures on a one-time basis or of otherwise limited duration, up to a limit of 0.5% of the budget or $1,500 per month, whichever is greater, for unanticipated administrative or emergency costs not included in the budget, without prior approval of the NC. Such findings shall be published to the NC votes list no more than 72 hours after the conclusion of the SC meeting at which the findings are approved. Should the SC conclude that such unanticipated necessary administrative expenses are likely to continue, it shall propose a budget revision to the NC, rather than treating such expenses on an ongoing ad-hoc basis.
Section 6-3 Budget Preparation
In preparation of the draft Annual Budget, the SC shall be informed by a process that follows this general timeline and receives input from the following sources:
6-3.1 Mid-year: Budget Discussion at the Annual Meeting
A presentation of the party's financial status shall be coordinated by SC, featuring Party staff and members from relevant GPUS committees including Finance and Fundraising, followed by NC discussion;
6-3.2 Input from GPUS Staff – September 10
GPUS Staff shall provide input to the Finance Committee, Fundraising Committee, and SC by September 10th on income and expense budget projections, and on the budget Narratives and Case Statement;
6-3.3 Input from the Caucuses, Networks and Committees – September 10
Each caucus, network and committee seeking budgeted funds shall submit their expenditure requests to the Finance Committee and SC by September 10th. Each caucus, network, and committee that intends to engage in their own fundraising shall create a fundraising and expenditure plan and provide a copy to the Fundraising and Finance Committees;
6-3.4 Input from the Fundraising Committee – September 20
The Fundraising Committee shall provide a draft fundraising plan and projections, along with a fundraising expense plan, to the Finance Committee and SC by September 20th, including how such a plan and projections are to be described in the Budget Narrative.
6-3.5 Finance Committee submits draft Annual Budget recommendations to the SC – October 10
The Finance Committee shall submit recommendations for a draft Annual Budget to SC by October 10th, accompanied by all required documents as specified under 6-2.2.
6-3.6 SC responds to the Finance and Fundraising Committee recommendations – October 20
The SC shall submit any comments, questions and suggested revisions to the Finance and Fundraising Committees by October 20th;
6-3.7 Finance Committee and Fundraising Committee respond to the SC – October 30
The Finance and Fundraising Committees shall submit responses to the SC's questions and suggested revisions and provide revised recommendations for a draft Annual Budget to the SC by October 30th.
6-3.8 SC submits draft Annual Budget to the NC – no later than the second Monday after the first Tuesday of November
The SC shall propose a draft Annual Budget to the NC for at least three weeks discussion followed by a one-week vote.
Section 6-4 Budget Amendments
6-4.1 At any time during the Fiscal year, budget amendments may be proposed to the NC by the SC.
6-4.2 The Finance Committee may recommend budget amendments to the SC as it deems necessary as per 3-2.2. Although it remains primarily the responsibility of the Finance Committee to do so, state parties and caucuses may also make such recommendations to the SC, and committees may do so concerning budget allocations related to their specific missions.
Section 6-5 Interim Budget
6-5.1 Until an Annual Budget is approved, the following interim budget rules will apply:
6-5.1(a) Funds may be spent only for expenses as provided for in Section 8-2, as well as communications (postage, post office box, phone and website). Expenses associated with Annual Meetings and/or the Presidential Nominating Conventions may exceed funds in their restricted account only after approval by the SC. In such cases the NC must be notified of the proposal to exceed the restricted amount at least six days in advance of the SC meeting at which the proposal will be considered, or if considered by the SC in an on-line vote, at the same time the SC receives the proposal.
6-5.1(b) Expenditures must be approved by the SC and reported to the NC monthly. Other than those specifically listed in 6-5-1(a), expenditures are not allowed without advance approval by the NC.
Section 6-6 Budgeting for Future Years
A multi-year budget projected at least four years into the future shall accompany each Annual Budget proposal for informational purposes only. Such future budgets will not be subject to any implied approval by the adoption of the current year budget.


ARTICLE VII INCOME
Section 7-1 Contributions from Individuals
7-1.1 Contributions from individuals will be accepted in amounts as permitted by law. All excess contributions will be returned. Individual contributions shall be reported as required by the Federal Elections Campaign Act.
Section 7-2 Contributions from Organizations
7-2.1 No contributions will be accepted from any corporation, union or bank, including non-profit corporations and not-for-profit corporations. Grants or contributions from unincorporated foundations or other unincorporated non-profit organizations will be accepted in amounts as permitted by law. Contributions from organizations shall be reported as required by the Federal Elections Campaign Act.
7-2.2 No contribution will be accepted from a Political Action Committee without the express authorization of the NC, even if otherwise allowed under Federal law.
7-2.3 Financial or in-kind contributions from individuals who own or operate businesses, sole proprietorships, partnerships, or not-for-profit business are allowed. However, if the business is incorporated, the contribution must come directly from the person rather than through the business.
Section 7-3 Donors Bill of Rights
Donors to the GPUS shall have the right:
7-3.1 To be informed of the GPUS mission, of the way the Party intends to use donated resources, and of its capacity to use such donations effectively for their intended purposes;
7-3.2 To be informed of the identity of those serving on the NC and to expect the NC to exercise prudent judgment in its stewardship responsibilities;
7-3.3 To have access to the GPUS' most recent financial statements;
7-3.4 To be assured their donations will be used for the purposes for which they were given. If the GPUS cannot comply with donor intentions, nor negotiate for a different purpose, the gift must be returned to the donor;
7-3.5 To receive appropriate acknowledgement and recognition;
7-3.6 To be assured that information about their donation is handled with respect and with confidentiality to the extent provided by the law;
7-3.7 To expect that all relationships with individuals representing the GPUS to the donor will be professional in nature;
7-3.8 To be informed whether those seeking donations are volunteers, employees of GPUS or hired solicitors; and
7-3.9 To feel free to ask questions when making a donation and to receive prompt, truthful, and forthright answers.
Section 7-4 Revenue Sharing
7-4.1 National-driven contributions are those that are received through efforts of the GPUS, its staff, contractors and NC. Such contributions shall be considered 'internal funds' rather than 'conduit funds' as defined by the FEC, unless or until they are released to the state party,caucus, or network. For national-driven programs, 70% of the donation will be allocated to the GPUS and 30% to the state party, caucus, or network.
7-4.2 State, caucus, network, and committee-driven contributions are those that are received through efforts of the state party, caucus, network or committee. For these programs, state parties and committees will be allocated 70% of the contribution, and caucuses and networks will be all allocated 90% of the contribution. The GPUS will be allocated the remaining share.
7-4.3 If according to FEC regulations, a state party cannot accept its full share of the money for its own use, the Treasurer and the Fundraising Committee shall consult with the state party treasurer to establish the alternative disposition of the contribution for the state’s benefit.
7-4.4 Contributions to special projects are contributions made according to 9-4.3. For these contributions, GPUS will be allocated 5% of the contribution or $500, whichever is less, plus credit card fees incurred.
7-4.5 In reporting revenues due to a restricted fund of a state, caucus, network, or committee, the report shall include the name, address, phone and email of each donor, the date, amount, and method of payment for each donation, and any notes a donor may have sent to the state, caucus, network, or committee. Caucuses, networks, and committees requesting disbursement of funds shall file their requests according to 8-1.6.


ARTICLE VIII EXPENDITURES
Section 8-1 Expenditures From The General Operating Account
8-1.1 All expenditures shall be made from the General Operating Account. Expenditures shall be made only upon written request and only when such expenditures have been authorized in an annual, amended, or interim budget pursuant to these rules, except that the Treasurer shall make individual payments when the SC approves discretionary expenditures as provided in 6-2.5.
8-1.2 The Treasurer, when authorized in an approved budget, may make expenditures from the General Operating Account up to a maximum of $2,000 for any individual payment. Except for routine payroll transactions, the Treasurer shall request and obtain an electronic approval from that SC member who, as provided for in this policy, is co-chair of the Finance Committee and is on the banking signature card, for any payment in excess of $2,000.
8-1.3 All expenditures shall be made from the operating account. Expenditures charged to restricted funds shall be reimbursed from the appropriate restricted fund to the operating account by the 20th of the following month.
8-1.4 All expenditures must be made by check, credit/debit card, or electronic funds transfer except that a petty cash fund may be maintained in the GPUS national office and by the Annual Meeting Committee for the handling of small local expenses. Petty cash funds shall be reimbursed for the amount of expenditures.
8-1.5 Authorization of expenditures in the budget does not authorize committees, employees or other Party representatives to actually expend Party funds. A budget is a projection of planned expenditures and does not guarantee that funds will be available at any particular time. All expenditures made under 8-1.1 shall either be authorized by the SC or shall be made in response to written requests under 8-1.6. Caucuses, committees, and networks anticipating making such written requests have an obligation to communicate with the Treasurer as funding needs are developed to promote better management of GPUS finances and a more timely transfer of such funds.
8-1.6 Requests for disbursement of funds shall be filed with the Treasurer for forwarding to the Finance Committee. To ensure accurate record keeping, the request shall contain the name of caucus, network, or committee requesting funds; source of funds (Restricted Fund or budget line item description); purpose for which funds are being requested; documentation of caucus, network, or committee decision to request funds; time anticipated for use of requested funds; exact name of payee; and exact address to which to send payment. No expenditure from restricted funds shall be made except by the Treasurer upon written authorization of such officer or officers as designated by and consistent with the rules of the caucus, network, or committee.
Section 8-2 Prioritization of Expenditures
When drawing from the General Operating Account, the GPUS shall satisfy its legal and contractual obligations first, and shall prioritize its operating expenditures in the following order:
8-2.1 Staff payroll, payroll taxes, and benefits;
8-2.2 Office rent and utilities;
8-2.3 Independent contractors;
8-2.4 Vendors that are indispensable to operations;
8-2.5 Expenditures with a reasonable expectation of a return on investment in a short period of time; and
8-2.6 Other budgeted expenditures.
Section 8-3 Reimbursement of Expenditures
8-3.1 To simplify reporting, avoid confusion and extra work, and promote sound financial practice, committees, employees, and representatives of the GPUS shall make every effort to plan ahead and have expenses paid directly to avoid the need for reimbursements.
8-3.2 To facilitate reimbursement of expenditures by any caucus, network, committee, employee, or other GPUS representative, any person seeking to be reimbursed shall have written permission to expend funds as authorized in 8-1.1.
Section 8-4 Diversity Waivers
8-4.2.1 It is not the intention of the GPUS to pay for NC delegates or committee members' registration for the Annual Meetings and Presidential Nominating Conventions, except to enhance diversity, specifically to increase the number of participants who are people of color, women, L.G.B.T.I. (lesbian, gay, bisexual, transgender, intersex), youth, the disabled, and other traditionally disenfranchised groups. These expenses shall be paid only when pre-approved through application to the Diversity Committee and/or the SC.
8-4.2.2 While the primary responsibility for travel assistance for delegates and committee members rests with the state party or caucus that an individual represents, the Diversity Committee and/or the SC may allocate funds from the Annual Budget and/or raise additional funds to provide financial assistance for delegates and committee members who are members of those groups listed in 8-4.2.1,

Section 8-5 Travel Expenses
8-4.1 Budget and Authorization
8-5.1.1 It is the policy of the GPUS to pay budgeted travel expenses incurred by authorized Party members and employees while conducting official GPUS business.
8-5.1.2 Travel by Party members and employees must be authorized by the caucus, network, or committee on which the person serves or, for employees, by their supervisor(s).
8-5.1.3 Consistent with 8-1.1, all travel expenditures must be approved by the Treasurer prior to commitment of any funds. Party members who require advances before traveling must request the funds in a timely manner from the Treasurer and must obtain authorization in writing from the caucus, network or committee they are representing.
8-5.3 Guest travel
8-5.3.1 Before inviting a guest to participate in a GPUS event when travel funds are not included in the budget, the SC shall vote to approve such funds as are required from the Discretionary Travel Fund. Amounts over $500 per trip or more than $1000 per year must be approved by the NC. The proposal for such funds shall include the name of the guest, the official purpose of the travel, the itinerary and the maximum amount to be disbursed.
8-5.4 Controlling costs
8-5.4.1 All reimbursable travel must be reconciled with receipts within 30 days of reimbursable travel.
8-5.4.2 Every effort must be taken to purchase the least expensive travel, whether by air, rail, bus, or taxi.
8-5.4.3 When selecting lodging, the least expensive union facilities shall be given first preference. If a union facility is not available then the least expensive guideline shall apply. In all cases members should select lodging where they feel safe.
8-5.5 Reimbursement
8-5.5.1 Reimbursable travel expenses may include but are not limited to: registration fees, lodging, transportation, and meals. The reimbursable amount for mileage and food shall be as determined by the Internal Revenue Service for business travel.
8-5.5.2 All reasonable and necessary travel expenses approved by the SC for Party purposes will be reimbursed upon presentation of receipts, paid bills, or other documentation.
8-5.6 Prohibited travel expenses
The expenditure of Party funds is prohibited for the following travel expenses:
8-5.6.1 Travel by family or companions and meals or other expenses incurred prior to or after the end of the official travel with the exception of meals while traveling directly to and from activities;
8-5.6.2 Meals and entertainment that are not approved by the Treasurer, as well as any or all portions of official travel hosted and/or paid for by others; and
8-5.6.3 Mileage traveled using a personal vehicle while not on official travel status.


ARTICLE IX FINANCIAL MANAGEMENT
Section 9-1 Bank Accounts
9-1.1 All funds contributed to or made payable to the GPUS, whether by cash or negotiable instruments, shall be placed on deposit in the principal accounts of the Party, which shall be maintained by the Treasurer. The principal accounts shall be one or more General Operating Accounts for check writing and depository purposes, a Reserve Account for the Operating Reserve Fund, and a Reserve Account for Restricted Funds. From time to time, the Finance Committee shall review the principal depository of the Party and make recommendations to the Treasurer as necessary.
9-1.2 Two savings accounts will be maintained, one for General Operating Reserves and one for Restricted Funds.
Section 9-2 Transfer of Funds
9-2.1 Transfers from the Operating Reserve Fund that do not exceed $15,000 or 3% of the current budget, whichever is greater, may be approved by the SC. Transfers that cumulatively exceed that amount in any fiscal year require approval by the NC.
9-2.2 Transfer of Restricted Funds
9-2.2.1 When information from the previous month is available, but no later than the 20th of each month, the Treasurer shall transfer to each Restricted Fund the amount of the previous month's donations to that fund. No later than the 20th of each month the Treasurer shall transfer to its Restricted Fund the amount of state sharing for the previous month. Reports from the Accountant and the Treasurer will document these transfers.
9-2.2.2 When information from the previous month is available, but no later than the 20th of each month, the Treasurer shall transfer from each Restricted Fund the amount of the previous month’s expenditures that were made for the restricted purpose to reimburse the general fund. No later than the 20th of each month the Treasurer shall transfer from its Restricted Fund the amount of state sharing for the previous month that has been disbursed to the states from the general fund.
9-2.2.3 Funds earmarked for restricted purposes shall be held in the Restricted Funds Reserve Account until being expended for the restricted purpose
Section 9-3 Restricted Funds
9-3.1 Purpose:
9-3.1.1 To provide a system for processing and segregating restricted funds specified by the donors to be shared with a state, caucus, network, or committee;
9-3.1.2 To provide a system for processing and segregating restricted funds for special projects approved by the NC and SC.
9-3-2 Donations to caucuses, networks, and committees may either be made for specific purposes consistent with their mission statement, or without designation. caucus, network, and committee use of restricted funds is governed by their mission statements and donor intent.
Section 9-4 Special Projects
9-4.1 Special projects may be approved by a 2/3 vote of the NC or, for special projects under $2000, by a 2/3 vote of the SC.
9-4.2 To be approved, all special projects shall include a Statement of Purpose defining the purpose for which the special project is established and the purpose towards which donations may be made and funds spent. Special projects may be established for a period of limited duration.
9-4.3 Donations for special projects may only be made for purposes consistent with its Statement of Purpose. Use of these funds is governed by this Statement of Purpose and donor intent.
Section 9-5 Borrowing from Restricted Funds
9-5.1 Under the conditions specified in this Section, funds may be transferred from the Operating Reserve Fund to the General Operating Account, but only to pay for operating expenses as defined in Section 8-2. Such transfers must first be made from the Operating Reserve Fund and only if that Fund is depleted will borrowing from a Restricted Fund be considered.
9-5.2 Restricted Funds raised for or donated to a state, caucus, network, or committee may only be borrowed with the authorization of such officer or officers as designated by and consistent with the rules of the state, accredited caucus, network, or committee and shall include a plan to repay the funds borrowed.
9-5.3 Transfers from Restricted Funds that cumulatively do not exceed $5,000 or 1% of the current budget, whichever is greater, must be approved by the SC. Transfers that cumulatively exceed that amount in any fiscal year require approval by the NC.
9-5.4 Transfers from restricted Funds shall first be borrowed from national driven State Sharing. Only if that fund is depleted may transfers to made from other Restricted Funds.
9-5.5 All transfers from the Reserve Accounts must be reported to the NC prior to their final execution and must include the source, amount and purpose, and in the case of Restricted Funds, a plan and time line for repayment.
Section 9-6 Credit/Debit Card Policy
9.6.1 The Treasurer, in consultation with the SC and the Finance Committee, is authorized to obtain credit/debit cards under the name of the GPUS, in order to facilitate normal fiscal operations of the Party. Credit/debit cards should be chosen with the Ten Key Values in mind, with an understanding of the limits of realizing those values in the choice among credit/debit cards and the financial institutions with which they are associated.
9-6.2 The use of the GPUS credit/debit cards or any other person’s credit card for GPUS expenditures does not constitute a loan under this fiscal policy as long as the bill is paid in full each month. It is the intention of the GPUS to pay all credit/debit card charges in full when due except for any improper or unidentified items that were charged on the card. Any decision not to pay the full amount, except for transactions under question and review is subject to the loan provisions of this Fiscal Policy.
9-6.3 Only the Treasurer and the Executive Director or other authorized staff member are may hold a credit/debit card for which the GPUS is responsible. Before any credit/debit card is issued, the Finance Committee shall develop guidelines to be approved by the Treasurer, Finance Committee, and the SC for credit limits and authorized usage limits based upon the authorized monthly budgetary needs of each cardholder. The GPUS credit/debit card may not be used for non-Party expenses, or any unauthorized expenses, under any circumstance.
9-6.4 All people issued credit/debit cards shall transmit to the Treasurer charge documents within a week of all transactions they have made, indicating the purpose of the charge and the budgetary line item authorizing each expense. If any person issued a GPUS credit/debit card uses it for an unauthorized expense, the Treasurer may cancel the charging privileges of that card and request immediate return of the card as well as require immediate repayment of the unauthorized expenses. The Treasurer will immediately notify the SC of these actions. The SC may reverse this action.
9-6.5 The Finance Committee, or any staff and/or volunteers assigned by it, is authorized and required to monitor the use of the Party credit/debit card to help ensure that the policy in Section 9-4 is followed and enforced.


ARTICLE X LOANS
Section 10-1 Reasons for Loans
10-1.1 The GPUS may take out loans to cover emergencies, sudden, unexpected expenses, or seed funds for special projects.
Section 10-2 Approval
10-2.1 Loans not exceeding a cumulative 1% of the Annual Budget may be executed upon publication of minutes documenting the support of a majority vote of the SC, and including the loan's source, amount, terms, and purposes, and a plan and time line for repayment. Loans in excess of this limit require the approval of the NC.
Section 10-3 Reporting
10-3.1 Whether authorized by the SC or the NC, all proposals to borrow in any amount must be reported to the NC prior to the final execution of any loan agreement and must include the loan’s source, amount, terms, and purposes, and a plan and time line to repay each such loan.
10-3.2 Any such loan agreement must be signed on behalf of the GPUS by the Treasurer and at least one other member of the SC.
10-3.3 Loan proceeds will be deposited in the General Operating Account, unless otherwise specified in the approval of the loan. The Treasurer's Annual Report to the NC shall include a full report on the status of all outstanding loans.


ARTICLE XI INVESTMENTS
Section 11-1 Authority
11-1.1 Funds may not be placed in any instrument other than such bank accounts as may from time to time be designated by the SC as an authorized depository for Party funds, without the express, advance, and specific authorization of the NC.

Section 11-2 Endowments
11-2.1 The GPUS may accept Endowed Funds to be prudently invested for preservation of capital and reasonable earnings. Endowed Funds shall be managed so that the principal is maintained inviolate and preserved to produce income for the GPUS in perpetuity.
11-2.2 Endowed Funds shall be committed to investments that are in alignment with the Party’s mission and that honor the spirit and intent of the Ten Key Values of the GPUS. The SC shall seek recommendations on investments from the Treasurer and the Finance Committee, and may seek additional recommendations from qualified investment professionals; and shall make proposals as to their investment to the NC.
11-2.3 Income from Endowed Funds shall either be used for operational expenses as defined in Section 8-2, or added to the principal, unless otherwise directed by the donor as provided for in Section 7-3. The SC shall seek recommendations from the Treasurer and the Finance Committee, and shall make proposals as to their use to the NC.
11-2.4 The SC, in consultation with the Finance Committee, may accept endowment gifts of non-cash real-estate properties on behalf of GPUS. Such real-estate property may include, but not necessarily be limited to, improved or unimproved lands, houses and other buildings, mineral rights, and rights and royalties to severable materials in, on, and under land.
11-2.4(a) Donors of such properties shall be encouraged to provide, along with the property, a sufficient cash maintenance fund, the interest and other income realized from this fund which GPUS shall use to pay the financial costs - such as property taxes and other necessary costs of owning and maintaining said donated real-estate property. Interest or other income realized from this fund, beyond that necessary to pay the above listed and other necessary expenses, shall be considered Endowment Funds and to be invested as set forth in this Article.
11-2.4(b) The SC may hold such properties for however short or long terms as it may determine to be in the best interest of the Endowment Fund. With the recommendation of the Finance Committee, properties donated but without a cash fund for maintenance and other costs of ownership may be sold or otherwise liquidated, by and at the determination of the C, but only with the concurrence of the Finance Committee. Income realized from the sale or other disposition of said real-estate property shall be considered Endowment Funds, and shall be invested as set forth in this Article. Net rental income and other proceeds shall either be used for operational expenses as defined in Section 8-2, or added to the principal, unless otherwise directed by the donor as provided for in Section 7-3.
11-2.5 The SC, in consultation with the Finance Committee, may accept endowment gifts of non-cash personal properties such as valuable metals, jewelry, automobiles, and any other non-cash personal property of value, and shall proceed to sell, barter, or otherwise turn said personal properties into cash at such time and in such manner as the SC may determine to be in the best interest of the Endowment Fund. Income realized from the sale or other disposition of said Personal Property shall be considered Endowment Funds, and shall be invested as set forth in this Article. Net rental income and other proceeds shall either be used for operational expenses as defined in Section 8-2, or added to the principal, unless otherwise directed by the donor as provided for in Section 7-3.
11-2.6 The SC, in consultation with the Finance Committee, may accept other gifts not designated by the donor as Endowment Funds, and consider them as Quasi-Endowment funds, and may determine them to be added to the Endowment Fund. Once so determined, these funds shall be treated the same as all other Endowment Funds and shall be invested as set forth in this Article.
11-2.7 When market trends warrant, the SC, after seeking the recommendation of the Finance Committee, may act to protect the Party assets by transferring such endowed funds to insured instruments. To act in this manner, the SC must approve findings stating the basis upon which this decision was made and publish such findings and it’s actions to the NC no more than 24 hours after the conclusion of its meeting at which the findings are approved.
11-2.8 Earnings to be withdrawn from Endowed Funds shall be as authorized by the Annual Budget, but may be drawn in installments at the discretion of the SC, based upon recommendations by the Finance Committee.
11-2.9 The Finance Committee shall, on an annual basis, submit a report to the NC for each endowment made to the GPUS on the original, historical, and current market value of each such fund, the income from interest, dividends or other sources derived from each such endowment in the preceding fiscal year, and its recommendation for the reinvestment or expenditure of such revenues in the upcoming budget cycle. In making such recommendations, the Finance Committee is urged to weigh the impact of inflation on the value of each endowment against the opportunity to fund current operations.
11-2.10 The Finance Committee and SC shall review these investments at least annually and the Treasurer shall report on them to the NC as a part of the proposed Annual Budget.
11-2.11 As an Endowment is often established in memory of the donor or a person beloved by the donor, because of the precise language needed in a will, trust, or other document to ensure that the donor’s intent is realized, and because of the long-term nature of an endowment, donors are advised to have legal counsel to make the necessary testamentary documents.


ARTICLE XII COORDINATION OF FUNDRAISING BETWEEN GPUS AND STATE PARTIES
Section 12-1 Coordination of Donor Lists With State Parties
12-1.1 Once per calendar year, member state parties are expected to make available to the GPUS their donor lists for the purpose of fundraising and outreach. Other arrangements may be substituted in coordination with the Fundraising Committee. GPUS shall use these lists only for fundraising and outreach. GPUS shall not share or sell these lists with anyone.
12-1.2 Once per calendar year, GPUS is expected to make available to member state parties their donor lists for the member state for the purpose of fundraising and outreach. State parties shall use these lists only for fundraising and outreach. State parties shall not share or sell these lists with anyone.
12-1.3 The Fundraising Committee, as well as other committees, networks, and caucuses, shall coordinate the timing of any solicitation so as to avoid conflict between state, caucus, network, and GPUS fundraising efforts.


ARTICLE XIII FINANCIAL REPORTING
Section 13-1 Annual Report to the NC by the Treasurer
13-1.1 At each Annual National Meeting of the NC, or not later than July 1st in any year where no such meeting is held, the Treasurer shall make an Annual Report to the NC, detailing the prior year's fiscal activities, including parts of the appropriate FEC report(s) which are viewable in the public domain, and any details on these fiscal activities relevant to the Treasurer's Report.
Section 13-2 Monthly Reports to the NC by the Treasurer
13-2.1 The Treasurer shall, on a monthly basis and not later than the 20th of each month, file with the NC a report of the fiscal activities of the Party for the preceding month, including a comparison between actual activities and projected activities for that month, based on common accounting practices for accrual based accounting, acknowledging revenues earned and obligations as they are incurred regardless of when money changes hands, and a balance sheet listing assets, liabilities, and fund balances.
13-2.2 The Treasurer shall, on a monthly basis, provide monthly financial status reports that include cash transactions, accounts payable, accounts receivable, and various fund balance reports.
13-2.3 The Treasurer is authorized to utilize such staff and contract support as may be budgeted for the fulfillment of their reporting responsibilities.
Section 13-3 Reports on Fundraising Done By Caucuses, Networks and Committees
13-3.1 Each committee that intends to engage in fundraising shall create an annual fundraising plan and provide a copy to the Fundraising Committee. Each caucus or network that intends to engage in fundraising is encouraged to do so. Any caucus, network or committee that anticipates presenting a proposal to the NC to facilitate its fundraising is encouraged to notify the SC as early as possible about such plans.
13-3.2 All fundraising done solely by a caucus, network or committee, or jointly between the GPUS and a state party, caucus, network or committee, shall include the completion of all necessary record keeping, and the filing of any required reports and the deposit of all monies generated. This fundraising effort will account for all monies expended and received by depositing funds raised into the GPUS bank accounts and expending funds budgeted and authorized from the GPUS bank accounts.
13-3.3 The Treasurer or designee shall provide the treasurer of each caucus, network or committee the requisite financial forms, either in hard copy or electronic format, to carry out their duties. State parties are expected to provide their own forms for state driven fundraising.
13-3.4 Each caucus, network or committee shall provide to the Treasurer or designee a working budget for each fundraising event or effort. At a minimum the following will be provided to the Treasurer or designee: date, type and purpose of event or effort, projected start-up costs, and receipts expected.
13-3-5 The Treasurer or designee shall provide the treasurer of each caucus, network or committee statements on a monthly basis reflecting all monies deposited and spent; and shall provide copies of all appropriate documents to the SC, Finance Committee, and Fundraising Committee upon request or when appropriate.
13-3.6 There shall be coordination between the Treasurer and/or the Treasurer's designee (including GPUS staff and/or contractors) and the treasurer or other designee of the state party, caucus, network, or committee to ensure that the conditions of Section 13-3 are met.

Resources

Previous Amendments to the GPUS Fiscal Policy
PROPOSAL TO AMEND THE GREEN PARTY FISCAL POLICY (expenditures) http://www.gp.org/committees/nc/votes/signatures.html September 14, 2002
Proposal #51 - PROPOSAL TO AMEND FISCAL POLICY (Revised Proposal) (credit cards) http://gp.org/cgi-bin/vote/propdetail?pid=51 September 14, 2003
Proposal #83 - Change Fiscal Policy to permit donations to the maximum applied by law http://gp.org/cgi-bin/vote/propdetail?pid=83 May 17, 2004
Proposal #118 - Revised GPUS Fiscal Policy http://gp.org/cgi-bin/vote/propdetail?pid=118 January 9th, 2005
Proposal #176 - The Donor Bill of Rights http://gp.org/cgi-bin/vote/propdetail?pid=176 October 2nd, 2005
Proposal #239 - GPUS Fiscal Policy Donor Confidentially Protection http://gp.org/cgi-bin/vote/propdetail?pid=239 August 6th, 2006
Proposal #245 - GPUS Fiscal Policy and the Donor Bill of Rights http://gp.org/cgi-bin/vote/propdetail?pid=245 September 17th, 2006
Proposal #259 - GPUS National Committee Authorization for Expenditures http://gp.org/cgi-bin/vote/propdetail?pid=259 February 18th, 2007

References

GPUS Fiscal Policy since February 2007 - http://www.gp.org/documents/rules.shtml#section5

ARTICLE V. FISCAL POLICY

5. FISCAL POLICY

INTRODUCTION

These fiscal policies are intended to make possible a higher level of Green political activity, while safeguarding the independence of the Green Party, the autonomy of its member parties, and the accountability of its political and fiscal officers.

INCOME

Individuals: Contributions from individuals will be accepted in amounts as permitted by law and all excess contributions will be returned. The names of all individuals contributors will be in the public domain.

Organizations: No contributions will be accepted from political action committees (PACs) without the express authorization of the National Committee. Grants or contributions from foundations or other non-profit organizations will be accepted up to a limit of $2000 per year per grantor.

No contributions will be accepted from for-profit corporations.

The Treasurers annual report to the National Committee will partially consist of the most recent Federal Elections Commission report which is viewable in the public domain and includes details on contributions by category as well as the names and addresses of all contributing parties, individuals, and organizations.

MERCHANDISING

Green Party merchandising projects (T-shirts, bumper stickers, supplies, etc) shall be authorized by the National Committee or the Steering Committee. Any such merchandising must be consistent with the Green Party's purpose in design, materials, production, marketing and distribution, and should always reflect the dual goals of building public awareness and support for our member Green parties, while generating income for the Green Party.

Merchandising project leaders and committees shall be designated by the Steering Committee or by the National Committee in a proposal format. The Treasurers annual report to the National Committee will detail all merchandising activities including expenses, income, type and quantities, for each merchandise item or project. There shall be a clear accounting of various merchandising projects by the merchandising project leaders to the Green Party Treasurer.

LOANS

To cover emergencies, sudden expenses, or seed funds for special projects, amounts of $2000 or less may be borrowed, with the express written authorization of the Green Party Steering Committee.

Larger loans must be approved by a vote of the full National Committee.

Whether or not the National Committee approval is required, proposals to borrow in any amount (including the loans source, amount, terms, and purposes) must be reported to the National Committee prior to the final execution of any loan agreement. Any such loan agreement must be signed by the Treasurer and at least one other member of the Steering Committee, on behalf of the Green Party.

Loan proceeds will be deposited in the Green Party's general operating account. The Treasurers annual report to the National Committee will include a full report on the status of all outstanding loans.

INVESTMENTS

Green Party funds may not be placed in any instrument whatsoever other than Green Party bank accounts without the express, advance, and specific authorization of the National Committee.

Endowed Fund accounts are available for specific and restricted purposes, and with limitations on their investment and the disposition of their income. All of which is under the oversight of the National Committee.

EXPENDITURES

Expenditures from the Green Party's general operating account shall be made by Treasurer upon written request only when such expenditures have been authorized in the Green Party's interim, annual, or revised annual budget.

All expenditures must be made by check or credit card.

The Treasurer, when authorized in an approved budget, may make expenditures from the general funds up to a maximum of $2000 for individual payment without additional signatures from another designated Steering Committee member. For payments in excess of the amount of $2000 the Treasurer shall request and obtain an electronic approval from the designated Steering Committee member for each payment. The designated Steering Committee member shall be on the banking signature card.

The Treasurer shall also make individuals payments when the Steering Committee approves discretionary expenditures under policies set forth in these rules.

A petty cash fund will be managed in the national office for the handling of small local expenses with monthly reports of this fund to the accountant and treasurer.

All expenditures will be recorded and accounted for using accepted banking and accounting practices, and a report of all expenditures, including payees and amounts, will be available for member review at the national office.

Bank statements along with their associated banks reconciliations will be available to any member of the National Committee or Steering Committee upon request.

REVENUE SHARING

Once per calendar year, state parties are expected to make available to the Green Party their donor lists for the purpose of fundraising for the Green Party. The Green Party will allow other arrangements to be substituted in lieu of forwarding of state donor lists with the approval of the Green Party Fundraising Committee.

The Fundraising Committee as well other committees, caucuses and networks shall coordinate with the duly designated authority of each such state party the timing of any solicitation of state donors so as to avoid conflict between the state and national party fundraising efforts.

Representatives of the Green Party and representatives of accredited state parties shall negotiate the percentage of revenue which shall be remitted by the Green Party to each state party from the use of each state donor list for direct mailing and events. The Green Party shall, upon request of any state party, make an accounting to the state party of the receipts attributable to donors of the states donor lists.

In those instances where donations are so shared between the state and the national parties the maximum contribution allowed by state and federal regulations shall be allowed to the state and national parties and all sharing shall be done on a net revenue basis. Before any shared contribution in a given year is accepted from a donor it will need to be determined by the Treasurer as to whether the donors state can accept their full share of the money for use by the state party. If not, the assistance of the state treasurer and the national Treasurer shall be required for a decision as to the disposition of the states share of the donors contribution.

Every Green Party request for donations will include a check off box for up to 50% of state sharing at the donors request.

FUNDRAISING POLICY

The Green Party of The United States Fundraising Committee is the committee primarily responsible for the raising of funds for the operation of The Green Party of The United States.

The Green Party will be making ongoing personal solicitations to donors in all states throughout the year.

Caucuses, other committees and networks may engage in the raising of funds solely for their own operations as long as they provide timely notice of their efforts to the Green Party Fundraising Committee. They may also choose to coordinate and/or partner their fundraising efforts with the Green Party of The United States. Each accredited caucus, committee and network will create a yearly fundraising plan and provide a copy of same to the Green Party Fundraising Committee. In either case, whether the fundraising is done jointly or solely there shall be coordination with the Green Party Treasurer or designee (i.e. the accountant, and/or the operations, fundraising, or political directors) for the completion of the necessary record keeping, the filing of any required reports and the banking of the monies being generated from the fundraising efforts. In addition there shall be an accounting of all monies expended in the fundraising efforts and in the operations following the fundraising efforts.

The Green Party Treasurer or designee shall provide each Treasurer of each accredited caucus, committee, and network the requisite financial forms, either in hardcopy or electronic format, to carry out their duties.

The Green Party Treasurer or designee shall provide, on a monthly basis, each Treasurer of each accredited caucus, committee, and network statements reflecting all monies deposited and spent.

Each accredited caucus, committee and network will provide to the Treasurer or designee a working budget for each fundraising event.

At a minimum the following will be provided to the Treasurer or designee: date of event, type of event, purpose of event, projected start up costs, and receipts expected.

Any state participating in combined fundraising efforts with the Green Party will provide the same information as above. The Green Party Treasurer or designee shall provide copies of all appropriate documents to the Steering Committee, Finance Committee, and Fundraising Committee upon request or when appropriate.

FISCAL MANAGEMENT

BANK ACCOUNTS

The Green Party shall maintain at a minimum a general operating account for check writing and depository purposes and a general reserve account for placement of the party's reserve funds. Transfers between these accounts may be made by the Treasurer as needed in accordance with annual budget or upon specific directives from the Steering Committee.

CREDIT CARD POLICY

The Treasurer, in consultation with the Steering Committee and the Finance Committee, is authorized to obtain credit cards under the name of The Green Party of The United States, in order to facilitate normal fiscal operations of The Green Party of The United States.

The use of the Green Party credit card or any other persons credit card for Green Party expenditures does not constitute a loan under this fiscal policy as long as the bill is paid in full each month. It is the intention of the Green Party to pay all credit cards charges in full when due except for any disputed items that were charged on the card. Any decision not to pay the full amount is subject to the loan provisions of this fiscal policy.

Only the Treasurer is automatically authorized to hold a credit card for which the Green Party is responsible. For any other person, such as staff or committee members to be issued a credit card, the Finance Committee must make a recommendation for the Steering Committee approval.

Additional cards will be designated for that individual so that the charges to it can be traced to each cardholder.

The Finance Committee shall institute guidelines for credit limits and authorized usage limits for any credit card issued under the name of the Green Party based upon the authorized monthly budgetary needs of each cardholder.

All people herein issued credit cards are required to file a report to the Treasurer and/or accountant each month by the 10th day of the following month, indicating what each charge to the credit card is for, and what budgetary line item covers that expense. Repeated failure to provide this information is grounds for cancellation of charging privileges and return of the card at the Treasurers request.

The Green Party credit card may not be used for non-party expenses, or any unauthorized expenses, under any circumstance. If any person issued a Green Party credit card uses it for any unauthorized expense, the Treasurer may cancel the charging privileges of that card and request immediate return of the card as well as require immediate repayment of the unauthorized expenses.

The Finance Committee, or any staff and/or volunteers assigned by it, is authorized and required to monitor the use of the Green Party credit card to ensure that this policy is followed and enforced.

BUDGETING

Interim budget: Until a budget is approved, funds may only be spent for administrative expenses for the Green Party, including but not limited to personnel costs, literature costs, post office box, communications (postage, phones and website maintenance) and expenses associated with Green Party meetings or an Green Party sponsored nominating convention. All such expenses must be approved by the National Committee. Moneys may be spent on dues, or for co-sponsorships with non-Green Party organizations, only with the advance and specific approval of the National Committee.

Annual budget: The Steering Committee will propose an annual budget to the National Committee at each years National Committee meeting which falls next prior to December 31st or propose it on line before November 15. The National Committee will then vote to approve or reject the proposed budget at the meeting or on line. The annual budget will only be considered approved after it has been passed by a vote of the National Committee.

The Green Party's fiscal year will be the calendar year (January 1- December 31).

The annual budget will incorporate anticipated expenses and income from all sources. A Green Party reserve fund will be established with a target of three months of Green Party operating expenses. Once approved, the annual budget will limit the purposes and amounts of the Green Party's allowable expenditures, and no expenditures may be made that are not in that budget. Appropriate revisions to the annual budget may be proposed by the Steering Committee at any time, but require approval by the National Committee. The Green Party's budget will be a public document.

The Green Party Steering Committee is authorized to approve minor expenditures not included in the budget for administrative or emergency matters without prior approval of the National Committee up to a limit of $1000 per month. The National Committee must be informed by email of such an expenditure within one week. The Steering Committee is also authorized to modify expenditures for administrative purposes due to unforeseen changes in costs or plans, limited to total expenditure of $1000 per month.

APPROPRIATIONS AND REIMBURSEMENTS

Authorization of expenditures in the budget does not authorize Green Party committees, employees or other representatives to actually spend these funds without specific and separate written permission of the Treasurer or the Steering Committee. A budget is a projection of the desired expenditures and does not guarantee that funds will be available.

In order to guarantee reimbursement of expenditure by any committee, employee or other representative, such person must have written permission to spend funds as authorized by the budget or this fiscal policy. The Treasurer may choose to authorize, and any individual may choose to make an expenditure, based on oral permission, but this does not constitute a binding debt on the Green Party.

In order to avoid confusion regarding reimbursement, simplify Green Party reporting and assure a proper fiscal practice, committees, employees and representatives of the Green Party should make every effort to plan ahead and have expenses paid directly by the Green Party to avoid the need for reimbursements.

It is the policy of the Green Party of the United States to pay actual and necessary expenses incurred by authorized Party members and employees when they travel outside their city of residency while conducting official business for the Green Party.

All travel by Party members and employees must be approved by the committee on which the person serves or for employees by their supervisor(s). Committees should not expect the Green Party to pay for all committee members to attend events.

It is not the intention of the Green Party to pay for delegates or committee members travel to and from the annual meetings and conventions except to enhance diversity. Specifically, to increase the number of participants who are people of color, women, L.G.B.T.I . (lesbian, gay, bisexual, transgender, inter sex), youth, the disabled, and any other traditionally disenfranchised group. While the primary responsibility for travel assistance for delegates and committee members rests with the state parties that those individuals represent, it is of such vital importance to the growth of the Green Party to enhance diversity that the national party will allow the Diversity Committee to allocate funds from the annual budget and to raise additional funds to provide financial assistance for delegates and committee members who represent the above mentioned groups.

Per the fiscal policy on expenditures, all travel expenditures must be approved by the treasurer prior to commitment of any funds.

In the case of Steering Committee members may receive an equal amount of travel funds at the beginning of each budget year. If a Steering Committee members travel exceeds the budgeted amount the Steering Committee can vote to disburse discretionary travel funds for a one time allocation to that member for specific activity. Travel expenditures by each Steering Committee member will be limited by the amount of funds in their travel account. A Steering Committee member may transfer funds from his or her own account to that of authorized use for a portion of their allocation to another Steering Committee member if authorized by a vote of the Steering Committee.

The treasurer will provide periodic updates of travel expenses for committees and Steering Committee members. All committees and Steering Committee members are advised to keep track of their spending.

Reimbursable travel expenses will include but not limited to: registration fees, lodging, transportation, meals and a child care allowance. The reimbursable amount for mileage and food will be paid as determined by the Internal Revenue Service for business travel. For example in 2002 mileage was on average $.365 per mile. See http://www.irs.gov for details prior to travel.

Every effort must be taken to purchase the least expensive travel. This may include staying over on a Saturday night by some airlines. The least expensive class of ticket must be purchased. Purchase tickets well in advance for best price. When possible negotiate for an exception for refund and flight changes with airlines.

When selecting lodging the least expensive union facilities will be given first choice. If a union facility is not available then the least expensive guideline applies. In all cases members should select lodging where they feel safe and comfortable.

At the point where the Green Party has contracted with a travel agency, all travel will be scheduled through that agency.

Party members who require advances before traveling must request the funds in a timely manner from the Treasurer and must obtain authorization in writing from the committee, caucus or network they are representing.

All authorized travel by party members and employees will be reimbursed for all reasonable and necessary expenses upon presentation of receipts, paid bills, etc.

All reimbursable travel must be reconciled with receipts within 30 days of reimbursable travel.

Prohibited travel expenses:

Travel by family or companions, except expenses for child care, meals or other expenses incurred prior to or after the end of the official travel with the exception of meals while traveling directly to and from activities.

Meals and entertainment that are not approved by the Green Party Treasurer as well as any or all portions of official travel hosted and/or paid for by others.

Mileage traveled using personal vehicle while not on official travel status

Guest travel

The party may host guests in their official capacities that require travel funds. The Green Party SC will vote to approve funds from the discretionary travel funds prior to extending the invitation. The proposal for such funds will include the name of the guest, the official purpose of the travel, the itinerary, and the maximum amount to be disbursed.

REPORTING AND AUDITING

At each years National Committee meeting next following the end of the fiscal year (December 31st), the Treasurer shall make an annual report to the National Committee, detailing the prior years fiscal activities which will partially consist of the appropriate Federal Elections Commission report(s) which are viewable in the public domain and include many details on these fiscal activities.

There will be a standing Finance Committee whose primary task is to monitor fiscal activities only. The duties of the Finance Committee are to ensure the fiscal policies are complied with, consult with staff and the Steering Committee as well as make recommendations to the National Committee for fiscal policy changes, prepare annual budgets and draft occasional budget amendments for the consideration of the National Committee. The Finance Committee will also oversee the daily affairs of party finances such as bank accounts, methods of disbursement, etc., as well as obtain an independent annual audit of our financial affairs by a certified public accountant when authorized by the Treasurer and the Steering Committee.

The Treasurer and accountant will consult with the Finance Committee on our fiscal policies, and the Finance Committee is authorized to bring issues concern to the Steering or National Committee and temporarily halt transactions if they raise concern. The Steering Committee with the direction of the National Committee shall implement whatever actions are recommended in order to continue financial transactions.

Membership on the Finance Committee will be, at a minimum, the Treasurer, the accountant, the designated Steering Committee member who is on the banking signatory card, and any Steering Committee members who choose to join. Any member of the National Committee may join with voted approval of the National Committee. With the approval of their affiliated state party or accredited caucus, persons who are Green Party members but not National Committee members may join if approved by the National Committee.

Prospective committee members for the Finance Committee shall inform the Steering Committee of their interest, so that the Steering Committee may call for a timely election for approval of the new member. Members may serve until they resign or are removed by their state party or caucus. Members may also be removed for cause by the National Committee upon a proposal from the Green Party Steering Committee. The Treasurer shall be the one of the chairpersons of the Finance Committee and the designated Steering Committee person who is on the banking signatory card shall be the other co-chairperson of this committee.

AMENDMENTS TO THESE FISCAL POLICIES

Amendments to these policies may be proposed by any member of the Green Party National Committee at any time, in according to accordance with the same rules used to adopt or amend any other procedure of the Green Party of The United States. All committee, caucus, and network bylaws, rules and procedures are superseded by these fiscal policies of the Rules and Procedures of The Green Party of The United States.

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