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Conference Closing Timeline and Financial Management Guidelines

Stay on track with the conference closing process using this comprehensive timeline and reminders for financial management activities post-conference. Receive guidance on necessary information, financial reports, travel reimbursement forms, and corporate support actions. Ensure a smooth financial close with designated personnel overseeing documentation review and handling missing items. Post-conference, final financial reports are issued to key conference stakeholders for review and updating of ACM database with revenue and expense details.

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Conference Closing Timeline and Financial Management Guidelines

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  1. Conference Closing

  2. Timeline for Closing • Leaders sent reminders regarding conference closing • 4 weeks prior to conference • 1 week post-conference • 30 days post-conference • 60 days post-conference • 90 days post-conference • 120 days post-conference

  3. Reminders Include • Information Needed to close • Financial Management Report (FMR) Activity • Pointers to travel reimbursement forms • Missing Corporate Support requiring action • Missing Travel Grants requiring action • Financial documentation needed

  4. 90 Days Post-Conference • Leadership introduced to Maritza Nichols to handle official financial close • Maritza issues draft closing documentation to leadership for review with FMR Activity • Maritza reminds leaders of any missing items • Corporate support • Payments • Travel grants • Financial reports • Local bank account statement of closing (for outside accts) • Copies of corresponding receipts

  5. 120 days Post-Conference • Final Conference Financial Report Issued to • Conference Chair • Treasurer • ACM Operations Coordinator • ACM Accounting • SIG Leader

  6. Following Conference Close • ACM database updated with final information • Revenue/expenses following the official close are charged or credited to the SIG. • Financial Information incorporated into year-end closing reports, viability reports and approval process for future conferences

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