AIS Administrative Bulletin

Number: 2014.0113.01

Subject Area: Community Financials
Topic: SIG and College Financial Information and Processes
Last Updated: September 18, 2024
Please see a complete list of edits at the bottom of this page.

Overview
This document is designed to give SIG and College leadership, specifically the treasurer, a quick overview of SIG/College financial deadlines, and processes. Because chapters collect their dues in their local currencies, AIS does not manage their accounts.

For more information on SIG and College financials, please contact AIS COO Lise Fitzpatrick at lise@aisnet.org.

Accounts Payable

Because AIS manages SIG/College accounts, we are also responsible for paying money out of these accounts. In order to provide you the best service, please follow the following guidelines:

1. When being personally reimbursed for a SIG/College related expense please send an email to Lise Fitzpatrick at lise@aisnet.org with the following:

  • AIS T&E form (xls) completed, signed and attached
  • Attach receipt, invoice or other documentation
  • In the body of the email please provide additional information, not on the AIS form, that you feel would be helpful.

2. When submitting an invoice from a company/institution please email Lise Fitzpatrick at lise@aisnet.org with the following:

  • Invoice attached. Invoice must include the following information:
    • Payee
    • Payee remittance ACH, Check, Wire etc.
    • Due date if applicable
  • Name of SIG/College
  • Related event and/or conference
  • Additional information that you think it relevant for staff to know
    • Example: If the invoice isn’t clear about the service being provided, or the expense relates directly to an activity of the SIG or College.

Payments

Checks are processed on the 15th day the month. During the month of December, when ICIS occurs, the checks will likely be delayed until January. If there is an issue where a check must be paid sooner, rather than later, please contact Lise Fitzpatrick at lise@aisnet.org and the staff will do what they can to get the payment sent as soon as possible.

Accounts Receivable

Some groups will find sponsors to cover part or all their workshops, journals, topic conference, etc. To assist AIS and receive your payment in the most efficient way, please follow the guidelines below:

Checks

If you receive a check that needs to be deposited into your group’s account, please mail it to:
     Association for Information Systems, PO Box 92523, Atlanta, GA 30314-0523 USA

For express mail or a receipt confirmation, please mail to:
     Association for Information Systems, 55 Park Place NE, Suite 1747, Atlanta, GA 30303, USA

Please include the following information. If a sponsor or institution is mailing the check directly to AIS, please ask them to include as much of the following information as possible:

  • Name of SIG/College
  • Invoice payment should be applied to (if one exists)
  • What the payment is for (Ex. Workshop sponsorship for ICIS 2024, etc.)
  • Contact information for person submitting check. This will assist us if we have questions.

Credit Cards

If a sponsor or institution would like to pay by credit card, please email Janetta Knighton at janetta@aisnet.org to setup a time to process the credit card payment.

Invoice Request

If your group requires an invoice for a sponsor or some other entity, please contact Lise Fitzpatrick at lise@aisnet.org and staff will assist you. Please know that your group is responsible for following up with the invoiced party.

  • Send an email to Lise Fitzpatrick at lise@aisnet.org with the following:
    • Contact information of the party to be invoiced
    • First name, last name and title of the contact (Ex. Dr. Smith, Dean of IS Department)
    • Name of institution/business
    • Mailing address
    • Email address
  • Amount to be invoiced
  • What they are being invoiced for: service provided, workshop sponsorship , etc. If conference related, please include the conference, year, and workshop.

Edits to Administrative Bulletin

Date (MM/DD/YY)
Description of Edits
09/18/24
Updated to reflect current staff and addresses.
09/01/24
Removed reporting timeline
11/28/16
Added link to AIS T&E Form