Financial Procedures:

Directors

• All entry fee checks should be made payable to: TMEA Region 12 Vocal Division.

  • Please check with your bookkeeper early to find out if you need a W-9 or any special documentation to process checks.

  • Be sure that your bookkeeper has the correct mailing address. 

• All audition fees are to be paid prior to the start of the audition.

• Cash will not be accepted.

Audition Host

• Plan food and beverage for judges and adult personnel according to the Region Budget. 

• Meals for student workers are to be covered with the hosting honorarium and will not be reimbursed by the region.

• Keep all receipts for adult food and drink and submit them to the treasurer with the Region Expense Form.

• If you will be charged for security or custodial services please tell the region chair or coordinator and submit additional forms with invoices as necessary.

Clinic Host

• Plan lunch for the clinicians, accompanists, region chair, choir organizers and hosts.

• Keep receipts and submit with Region Expense Form. 

• If you will be charged for security or custodial services please tell the region chair or coordinator and submit additional forms with invoices as necessary.

Region Chair and Middle School Coordinator

Auditions

• Judges and additional personnel

  • Complete a Region Expense Form for every adult that will be paid for judging/assisting with auditions. When possible, submit these to the treasurer prior to the audition date to allow for check processing.

• Honorarium for Host

  • Complete Region Expense Form for the host school. This honorarium can go to the school or the booster club. Be sure to ask who the check should be written to.

• Submit all checks for audition fees immediately after audition for deposit.

  • Be sure to verify that each school paid the correct amount according to official entries and late fees.

Clinic and Concert

• Submit a contract for all clinicians and accompanists at least 2 months prior to the clinic/concert.

  • All clinicians and accompanists must be members of TMEA.

• Hotel accommodations

  • Arrange for hotel accommodations for clinicians as necessary.

  • Reserve and pay for rooms with personal credit card.

  • For reimbursement, submit Region Expense Form with receipt showing the bill paid in full with $0 balance.

• Honorarium for Clinicians

  • Complete separate Region Expense Form for each clinician, including mailing address, email address, and phone number. Include the following:

    • Mileage calculation or airfare expense (receipt attached)

    • Meal allowance, if necessary. $10 for breakfast, $20 for lunch or dinner. If region provided meals then no meal allowance is paid.

    • Other expenses including parking, Uber, tolls,etc.

  • Submit these ahead of time so checks can be processed.

• Honorarium for accompanists

  • Complete separate Region Expense Form for each accompanist, including mailing address, email address, and phone number. Include the following:

    • Mileage calculation

    • No need for meal allowance since they are local and we will cover their lunch on concert day.

  • Submit these ahead of time so checks can be processed.

• Honorarium for Host

  • Complete Region Expense Form for the host school. This honorarium can go to the school or the booster club. Be sure to ask who it should be written to.

  • Submit this ahead of time so checks can be processed.

• Instrumentalists

  • Complete Region Expense Form for each instrumentalist performing with a choir.

  • Submit these ahead of time so checks can be processed.