First, ASMC National Headquarters must have up to date information on the chapter president and the chapter president’s membership must be in good standing. Once that is done, a chapter president may follow the ASMC guidelines.
The JER would prohibit guest speakers who are DoD employees from asking ASMC Chapters to make a donation to a charity in their name. On the other hand, ASMC and its Chapters are private organizations, not instrumentalities of the DoD or any of its Services. As such, the JER does not apply to ASMC activities. We are free to make donations on our own volition to charities as we see fit.
To the extent a guest speaker feels uncomfortable or for whatever reason prefers a contribution not be made in their name, the ASMC Chapter should honor that request.
If the newsletter in question is produced/distributed using Government resources, no. The newsletter should not contain commercial announcements or solicitations.
No. Credit card reconciliation is a labor intensive task, and we simply do not have the staff size to support this. Chapters with their own tax ID numbers may set up merchant accounts of their own, through a local bank or by calling Paymentech, the National vendor, at (800) 824-4313 (enter option 1 at prompt). More information may be found on the Paymentech website. Rates vary depending on the number, amount and type of the transactions you will process.
One of the questions frequently asked of the National Headquarters is whether Government e-mail systems may be used to send communications about ASMC events and activities. The answer is a qualified “yes.”
The Department of Defense Joint Ethics Regulation, DoD 550.7-R, sec. 2 301, (available at http://www.defenselink.mil/dodgc/defense_ethics/) sets out general standards for use of DoD communications systems, which include “Government owned telephones, facsimile machines, electronic mail, internet systems, and commercial systems when use is paid for by the Federal Government.” Under this regulation, (and GSA regulations found at 41 CFR 201) there are three types of communications: “official,” “authorized,” and “unauthorized.” Government communications systems may be used for both “official” and “authorized” communications.
“Official” communications are those “that the DoD Component determines are necessary in the interest of the Federal Government.” In addition to phone calls and e-mails to conduct the Government’s business, “official” communications may also include use of the systems for morale and welfare purposes when approved by theater commanders for military members and civilians, who are deployed for extended periods of time. E-mails regarding ASMC events do not fit into this category.
At the other end of the spectrum are communications that are clearly unauthorized. These are communications “that would reflect adversely on DoD or the DoD Component.” They include pornography, chain letters, commercial advertising, soliciting or selling (except on authorized bulletin boards established for such use) or other uses that violate statute or regulation such as inappropriately handling classified information or threatening or harassing e-mails.
In between these two is what the Joint Ethics Regulation and other DoD component regulations refer to as “authorized” communications. “Authorized” communications are ones that are not essential to conducting the Government’s business, but are nevertheless permitted. E-mails regarding ASMC events and activities fall into this category. Under the Joint Ethics Regulation, “authorized” communications are “personal communications from the DoD employee’s usual work place that are most reasonably made while at the work place.” They include, but are not limited to, “checking in with a spouse or minor children; scheduling doctor and auto or home repair appointments; brief internet searches; e mailing directions to visiting relatives,” Joint Ethics Regulation sec. 3-201. Some agency regulations, such as Air Force Instruction 33-119, “Air Force Messaging,” http://www.e-publishing.af.mil/pubfiles/af/33/afi33-119/afi33-119.pdf have made clear that “authorized” communications also include sending e-mails on behalf of private organizations that are authorized to operate DoD installations. What this means for ASMC chapters is that DoD e-mail systems may be used to communicate about ASMC activities. The Joint Ethics Regulation (and agency regulations), however do place limits on unofficial e-mails. Such use
* cannot adversely affect the performance of official duties by the DoD employee or the DoD employee’s organization;
* must be of reasonable duration and frequency, and whenever possible, be made during the DoD employee’s personal time such as after duty hours or lunch periods;
* cannot overburden the communication system or create significant additional cost to DoD or the DoD Component.
Local commanders, supervisors (and systems administrators) may restrict use of the e-mail systems for any of these reasons.
Consequently, when you use the Government e-mail system for ASMC business, make sure that use is of reasonable frequency and duration. Limit the volume of e-mails to your chapter membership, not the entire office or installation. Watch the size of attachments and consult your system administrator if you’re not sure. Crashing the system or clogging the pipes is a guaranteed – and legitimate – way to loose the privilege of sending ASMC related messages over Government e-mail. Finally, make sure the content of your ASMC e-mails is consistent with other provisions of the Joint Ethics Regulation and applicable directives. While there is little risk sending out notice of professional development activities, fund-raising events are subject to many limitations, some of them local. If you have any doubt at all, consult with your local JAG or civilian ethics attorney when organizing these events. Finally, feel free to contact the National Headquarters if you run into obstacles. We may not be able to solve the issue for you, but we will get you pointed in the right direction.
Yes, it is legally permissible for a Chapter to accept gifts/donations from Corporate Members as this is considered a gift from a company to a not for profit private organization. Chapters should define the circumstances in which they will accept gifts and donations, and designate who is authorized to accept them on behalf of the chapter. The chapter should also consider if acceptance of the gift/donation will have the appearance of a conflict of interest. Offers and their acceptance should be documented in case there is ever any question about the propriety of the gift.
Yes, you may view the suggested outline for the installation of new chapter officers.
First, the Chapter President should check-in at the Chapter President booth in the registration area. The chapter president will be asked to confirm the total number of tables needed for the banquet. He/she should also plan to attend the following:
•Chapter President’s Reception
•National Council Meeting
•Chapter Informational Roundtables
•Chapter Development Workshop
Chapter officers should be performed annually. Within ninety days after the installation of new officers, an appointed auditor or an auditing committee should audit chapter accounts. The President should appoint a member of the chapter who is a Certified Public Accountant or Certified Internal Auditor to perform the audit, whenever possible. The primary purpose of the audit is to determine that all cash received and paid out has been properly accounted for by the Treasurer. The auditor may scrutinize all recorded transactions. A check should be made:
(1) to ascertain that all the cash received was recorded in the cash records and deposited in the Chapter’s bank account;
(2) that cash was disbursed only for authorized expenditures, and
(3) that the statements fairly reflect the results of Chapter operations for the Chapter year and the financial condition of the Chapter at the year end. Procedures for chapter audits.
Upon completion of the audit, the auditor should prepare an audit report. The report should be addressed to the Chapter with copies to the incoming and outgoing Chapter Presidents and Treasurers. The Chapter auditor should also discuss the results of his audit at the first meeting of the board of directors after completion of his audit. A copy should also be sent to the National Headquarters.
Guidelines for organizing a new chapter can be found in the chapter handook under the Chapter Management menu tab. Each existing chapter that organizes and sponsors a new ASMC chapter chartered during the CCP year, or sponsors the revitalization of an existing chapter, will receive 500 points per chapter sponsored. The sponsoring chapter must, at a minimum, conduct an officer to officer workshop, sponsor a joint luncheon, serve as advisors and provide seed money. If your chapter would like to assist another chapter, please contact Jennifer Sizemore for more information.
Yes, you need to verify the chapter address recorded in our database to insure that we have the correct information. National HQ uses one address to mail all chapter mail, so it is very important that you keep us notified of any change in address and/or chapter officers.
No, the National tax ID number and exemption status does not cover the chapters of ASMC. If your chapter would like to obtain a Tax ID number, you should contact your local IRS office to obtain the proper forms. Chapters must also file to obtain tax exempt status.
Membership rebates are issued to the chapter monthly, based upon payments received in the prior month.
No rebate checks will be sent to your chapter until your rebate balance reaches at least $75.00
We will clear all accounts in June each year and provide a rebate check for your total account regardless of the amount due. Checks issued and not deposited will not be reissued. You must have chapter procedures in place to insure that checks are received by the correct person, and quickly deposited.
It depends on if a chapter is competing for an award. If so, you should refer to the award rules at awards.asmconline.org, in addition to the requirements below. If you are not competing for an award, the requirement minimum is based on the National Constitution and By-Laws as follows:
A copy of Chapter By-Laws and any amendments thereto, shall be provided to the National Secretary.
A copy of each Chapter’s annual report of financial condition shall be forwarded to the National Treasurer.
The Chapter shall maintain and provide a copy to the Executive Director, an officer directory, showing addresses and business telephone numbers of officers along with the official address of the Chapter. This directory should be revised upon any change.
Each Chapter shall file with the National Executive Committee a current schedule of additional dues, fees and surcharges and any changes thereto that are made from time to time.
ASMC Worldwide Chapter News
Deadlines for submission
•Winter issue – December 31
•Spring issue – February 28
•Summer issue – May 31
•Fall issue – August 31
Guidelines for Chapter News Photos
Four pages of the Armed Forces Comptroller are dedicated to sharing photos and news of chapter activities. Every attempt will be made to include at least one photo from each submitting chapter. When this is not possible, priority will be given to those chapters that have not been featured in recent editions of the magazine. When submitting photos, please use these guidelines:
•Chapters should list photos in priority sequence. When priorities are not identified, photos will be selected based on the general criteria of quality of the photo and timeliness.
•Group photos allow the journal to feature more members and guests in the limited space available.
•Each photo must be clearly numbered, with a caption in an attached file. At a minimum, caption should include: Chapter name, full name (and rank if appropriate) of each individual pictured (left to right), and a detailed description of activity in photo. Please do not use dates in captions.
•Photos must be of reproduction quality — color preferred, with good clarity and composition. Be sure the photographer has turned off the date function on the camera.
•Events pictured must be timely — e.g., photos of Christmas events may be appropriate for the Spring issue, but not for the Summer issue. Please keep in mind that we work three months in advance of the mailing. For example, photos for the Summer issue are chosen in May.
•Photos must be sent electronically or on a disk; they must be at least 4×6, and a 300 DPI resolution. Do not place images in an application (such as MS Word or PowerPoint); send only jpeg files.
Photos should be sent to: