Event Payment Request Procedure for State Teams

Attachment: 2459/Event_Payment_Request_Instructions_11.1.2021.pdf

Rev. 11/1/2021

Event Payment Request Instructions

Convention  of  States  Action  (COSA)  depends  on  the  work  of  its  dedicated  volunteers  and  is
excited for its state teams to organize and participate at community events.  We want to help you
in this process as much as possible, and we have adopted the following guidelines to assist with
funding for these events, including by making payments for registration fees, venue costs, printing
charges, and certain other event expenses.

1.  Submit the Event Payment Request Form.

In  order  to  request  a  payment,  please  submit  a  completed

Event  Payment  Request  Form

  to

payment@cosaction.com

< >

at least

21 days before payment is due

. Requests submitted after this

deadline may not be processed in time.  All payment requests should be submitted by the State
Director or another team leader in consultation with the State Director.  Please include all relevant
information  and  attach  any  applications,  registrations,  contracts,  or  insurance  requirements.
Contracts should not be signed on behalf of the organization prior to approval.

2.  Wait for approval.

Once  your  request  has  been  submitted,  it  will  be  processed  by  our  events  coordinator  and
submitted  for  review  by  the  regional  director,  legal  department,  executive  team,  and  other
departments as appropriate to ensure payment is consistent with

the organization’s purpose and

strategic objectives.  Several factors will be considered in reviewing these requests:

1.

Is the event consistent with the organization’s mission?

2.  Is the event a cost-

effective use of the organization’s funds?

3.  Have similar events been successful in the past?
4.  Could payment violate any state laws or regulations?

3.  Receive confirmation.

Once a request is approved, a staff member will arrange for payment to be made directly to the
appropriate venue and will send you confirmation

.

State laws may limit our ability to reimburse

volunteers for expenses.



If the nature of the event or payment requires reimbursement, please

indicate that on the request and wait for approval.  If approved for reimbursement, a

Volunteer

Reimbursement Form

will need to be submitted with appropriate receipts and documentation.  If

you require printed literature or other informational materials, please submit an online

Print Order

request.  Print orders require at least two weeks to process and ship, so please plan accordingly.

4.  Complete the Post Event Questionnaire.

After  the  event  has  concluded,  submit  a  completed

Post  Event  Questionnaire

  to

payment@cosaction.com

< >within 10 days.  This form enables us to evaluate the success of these

events and learn how to better support you and your team at future events.

Submission of this

form is REQUIRED in order for your team to be considered for future events.

Please upload

any photos or videos from the event

to our videographer at this link

so that COSA can promote

your team’s event on social media.

Page Metadata
Login Required to view?	No
Created:	2020-02-20 19:56 GMT
Updated:	2022-06-02 03:00 GMT
Published:	2020-02-20 16:56 GMT
Converted:	2025-11-11 12:19 GMT
Change Author:	Garrett Humbertson
Credit Author:	Convention of States