Section 3.4.5

University Bank Accounts

Instructions - This memo is to be placed on University stationery and signed by an individual with the appropriate authority to bind the university to the agreement.
Memo to: Association for Computing Machinery

From: _______________________________
Conference Organizer

Re: Conference Bank Account

Date: _______________________________
Date Submitted

Name of Conference: ________________________________________________________________

Date: _________________________

City and Country: ________________________________________________________________

Facility: ________________________________________________________________

Affiliated University: ________________________________________________________________

The above conference will be held outside the United States and as a result the organizers have chosen to utilize the facilities of the local university to handle financial activity associated with the event.

_____ The university will provide registration services and allow for the deposit and disbursal of funds on behalf of the conference through the university bank account. The university agrees to supply the conference organizers (volunteers) with a monthly financial report of all financial activity beginning with the first occurrence of financial activity.

OR

_____ The conference organizers (volunteers) will handle registration. The university will be responsible for the volunteers depositing and disbursing of funds on behalf of the conference through the university bank account. The university agrees to supply the conference organizers (volunteers) with a monthly financial report of all financial activity beginning with the first occurrence of financial activity.

OR

_____ The conference organizers (volunteers) will handle registration through an outside service provider. The contract with this service provider will specify that they will follow ACM policy guidelines. The university will be responsible for the depositing and disbursing of funds on behalf of the conference through the university bank account. The university (in addition to the service provider) agrees to supply the conference organizers (volunteers) with a monthly financial report of all financial activity beginning with the first occurrence of financial activity.

It is understood that

  1. ACM is the owner of net sums in the financial account relating to the conference activities.
  2. Copies of financial records must be submitted to ACM HQ within 120 days of the conclusion of the conference.
  3. The original books and records should be available for audit by ACM within 24 months from the date of the conference.
  4. The university as contractor will refer to the ACM Conference Manual and follow all policies and procedures as outlined. The manual is available on-line.

I certify that I am an agent for the University and have the authority to make legal commitments for the University.

For ______________________________________________
Date______________________________
(Name of Organization)

By ______________________________________________
Signature__________________________
(Print Name)

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