BAP Policies & Procedures

Policies and Procedures
Theta Omicron Chapter

Beta Alpha Psi
Revised September 1, 2010

Policies and Procedures
Duties of Officers/Directors and Chapter Organization
Duties of Officers
The President shall
• Be responsible for and have authority over the planning and conducting of the affairs
of the Chapter
• Be responsible for ensuring deadlines are met and setting goals for the Chapter
• Preside over and conduct all Chapter meetings and events
• Appoint Committee Chairs
• Receive and reconcile the bank statement
The Executive Vice President shall

• Serve as an assistant to the President, presiding in his/her absence and succeeding
him/her upon his/her resignation from office
• Work closely with the President in all planning and oversight activities
• Collect and deposit all revenues for the Chapter
The Vice President of Membership shall

• Coordinate all recruiting activities for the chapter
• Coordinate all membership retention activities for the chapter
• Arrange for photos/videos to be taken at recruiting events to post on the website.
The Recording Secretary shall

• Keep an accurate and complete record of the proceedings of the Chapter meetings and
attendance at such meetings, and be prepared to report such information to the
membership, should that officer be ordered to do so
• Maintain a complete file of all committee reports and other material designated to be
kept
• Maintain a complete list of all active members with a breakdown by class, section,
and date of initiation; such records shall be revised at least twice each year, as soon
after the each initiation as reasonably possible
The Reporter shall

• Assume responsibility of acquiring and keeping all Executive Office report forms,
and submitting these forms promptly as designated by the Program of Chapter
Activities
• Assume responsibility for reporting the names of all new initiates and new officers to
the Executive Office with all required information, including the appropriate
verifications and fees
• Assist other officers with such correspondence as is necessary for the administration
of the organization
Revised August 31, 2010 Page 2

• Keep records of all correspondence in appropriate files
The Treasurer shall

• Bill and record all dues, initiation fees, Employers’ Night fees, banquet fees, and
other necessary items
• Maintain current and accurate records of the financial position of the Chapter and
prepare all reports required by the Executive Office, or all reports that he/she feels
necessary to complete in order to maintain an accurate record of the Chapter’s
financial position at all times
• Send to the Executive office the initiation fee and appropriately completed supporting
documents for each active, honorary, and faculty initiate within fourteen (14) days
after the initiation
• Prepare the financial statements, and, if necessary, arrange for an audit, and send to
the Executive Office the audited financial statements for the Chapter by the date
designated by the International Constitution and Program of Chapter Activities
• Must back up the accounting software to an external device on a weekly basis and
maintain control/responsibility for the external device.
Officer Election and Term
No member, initiate, or candidate “on notice” or not in good standing is eligible to run for an
office or vote in an election.
Cycle of Officer Elections

• Election of officers will be staggered in order to maintain a level of continuity within
the organization. Elections for positions will be as follows:
○ President, Treasurer, Reporter, and Recorder – Elected end of spring semester.
They take office at the beginning of summer break.
○ Executive Vice President & Vice President of Membership – Elected end of
fall semester. They take office at the beginning of Christmas break.
Officer terms
• The term of office for officers will be one academic school year which will include a
spring, summer, and fall semester
Duties of Directors
The Professional Activities Director shall
• Organize, implement, and follow up on office visits and professional presentations
• Assist with planning of Awards Banquet and Employers’ Night
• Arrange for photos to be taken at professional events to post on the website
The Social Activities Director shall

• Organize and implement formal social gatherings with members, faculty, and
professionals
• Organize and implement informal social gatherings among members

• Arrange for photos to be taken at social activities to be posted on the website
The Community Service Director shall

• Organize, implement, and follow up on community service activities
• Arrange for photos to be taken at service activities to post on the website
The Fundraising Director shall

• Create and identify opportunities for fundraising activities
• Involve members and others in fundraising events and activities
• Organize and implement a fundraiser at the Awards Banquet
The Tutoring Director shall

• Create the semester tutoring schedule, trying to best meet the needs of students and
members
• Schedule members for tutoring sessions and arrange substitutes when necessary
• Maintain records of times and duration for members assisting in tutoring lab
The Webmaster shall

• Develop and maintain the Chapter website
• Maintain control of informational databases
• Provide timely and accurate information to members
The Historian shall

• Ensure proper photo/video documentation of all chapter events
• Create a newsletter on a semiannual basis and ensure that it is distributed to UNLV
accounting faculty, chapter alumni and participating firms/companies.
• Assist in all other chapter projects that require photo/video documentation.
Attendance at Regional and National Meetings

Officers, directors and prospective officers and directors who are in good standing may attend
the National/Regional meetings.
• Only members in good standing are eligible to attend the national and/or regional
meeting.
• Individuals attending the national and/or regional meeting will receive a per diem
allowance of $20. The funds will be provided before departing for the conference.
○ A day begins on the first day of the conference, regardless of when attendees
arrive for the conference and ends with the last official day of the conference.
○ Exception: Per diem will only be provide if there are sufficient donations received
for the purpose of attending the conference and if there are enough funds
available. (The Faculty advisor and officers must consult with the treasurer to
verify the amount of funds available). If not enough funds are available, but
donations were received, the donated money should be equally divided between
the attendees. Any excess donations will remain in the general fund.

Requirements for Membership
Only courses taken at UNLV are included in the grade point average.
Requirements for Candidates1

• Degree seeking undergraduate students and non-degree graduate students shall be
eligible to for candidacy after they have:
○ Declared a concentration in accounting, finance, or information systems (or
have stated an intention to declare a concentration in accounting, finance, or
information systems);
○ Completed at least 30 hours of collegiate courses,
○ Have attained a 3.0 grade point average in upper division courses in the
declared area of concentration.
1. Students who have not yet taken any upper division courses in their
concentration must have a 3.0 or higher grade point average in their lower
division accounting classes with no grade lower than a “B-.”
○ Have attained a cumulative grade average of 3.2 or have attained at least a 3.25
cumulative grade average on the most recent 30 hours (The 30 most recent
hours requirement will include a total number of semesters needed to reach the
30 credit hour threshold. Students will not be allowed to use only part of the
credits from a given semester to meet this credit amount.)
• Hour requirements
○ Professional activity hours
1. At least three Beta Alpha Psi-sponsored professional programs
2. A minimum of 10 hours must be reported
○ Service activity hours
1. At least one Beta Alpha Psi group service activity (tutoring is not
considered a Beta group service activity)
○ Tutoring hours
2. Tutoring hours count toward the service activity hours requirement
○ Social activity requirement
1. At least one Beta Alpha Psi social activity that does not give hours to
attendees
Requirements for Initiates2

• Degree seeking undergraduate students and non-degree graduate students may be
eligible for initiation to membership after they:
○ Have declared a concentration in accounting, finance, or information systems;
○ Have completed, in addition to 60 hours of collegiate courses, at least one
upper division course in his/her major beyond the business core (for a transfer
student the most recent qualifying course must be at UNLV or another
AACSB accredited institution)
1 Article IV Section 5 of Chapter Bylaws

○ Have attained a 3.0 grade point average in his/her upper division courses in
his/her declared area of concentration and
 Have attained a cumulative grade average of 3.2, or
 Have attained at least a 3.25 cumulative grade average on the most
recent 30 hours (The 30 most recent hour’s requirement will include a
total number of semesters needed to reach the 30 credit hour threshold.
Students will not be allowed to use only part of the credits from a
given semester to meet this credit amount).
• An initiate that does not meet one or more of the requirements will remain an initiate
the following semester. If at the end of that semester all requirements are not met the
initiate will no longer be eligible for membership and may not participate in any
chapter functions. Initiates will only be allowed to continue on with the organization
after the semester in which all requirements were not met if they
○ May meet all of the membership requirements at the end of the following
semester
○ Do not graduate at the end of the semester in which they did not meet the
requirements
○ Intend to gain member status in Beta Alpha Psi in the following semester after
the one in which the membership requirements were not met
1. At least three Beta Alpha Psi-sponsored professional programs
1. At least one Beta Alpha Psi group service activity (tutoring is not
○ Tutoring hours
2. Tutoring hours count toward the service activity hours requirement
1. At least one Beta Alpha Psi social activity that does not give hours to
attendees
Requirements for Degree Seeking Graduate Students3

• Degree seeking graduate students shall be eligible for candidacy /initiation to
membership when they have been accepted and matriculated into a master’s degree
level degree program in accounting, finance, or information systems and have a
cumulative 3.2 quality point average in courses taken for that program and meet the
conditions for candidates and initiates.
○ If the graduate student is a candidate or initiate, he or she must meet the hour
requirements listed for that particular membership classification
○ If the graduate student is a member, he or she must meet the hour
requirements listed below for members

Requirements for Members to Maintain Membership
• Each undergraduate member must maintain at least a 3.0 upper division accounting
grade average
○ Degree seeking and non-degree seeking graduate students do not have to
maintain a specified grade average
• Members must pay BAP membership dues every semester
○ Elected officers are entitled to a waiver of the membership dues each semester.
(Any elected officer “on notice” is not eligible for the waiver of membership
dues).
 A minimum of 5 hours must be reported
 At least one Beta Alpha Psi group service activity (tutoring is not
○ Tutoring hours
 Tutoring hours count towards the service hours requirement
 At least one Beta Alpha Psi social activity that does not give hours to
attendees
Expulsion Policy4
• An expelled member cannot be reinstated into Beta Alpha Psi. Expulsion of a
member is a serious action and must be exercised only in the direst of circumstances
○ A member who is determined not to be in good standing shall be counseled and
aided to bring his/her status back into good standing
• A member who has been expelled will lose all rights and benefits associated with
BAP and will be removed from the local and Executive Office list of members
• A member who does not meet the minimum membership requirements concerning
hours5 will be placed on notice
○ A member placed on notice will be monitored the following semester to ensure
that his/her hours are met
○ A member placed on notice that does not meet his/her hours in the following
semester will be expelled
• A member who does not pay his/her membership dues within one month after the
membership application cut-off date will be placed on probation
4 National Bylaws revised June 1st, 2006 Article XIV. A local chapter has the right to expel a member provided the policies
and procedures manual for the expulsion of members is strictly followed
5 “Requirements of Members to Maintain Membership” outlined in this manual states that members must complete five
professional Beta hours and five Beta service hours per semester

○ A member placed on probation for neglecting to pay his/her dues will be expelled
if the dues are not paid in full within one month after the following semester’s
membership application cut-off date
 A member must pay the dues for the period in which he/she was placed on
probation as well as the current dues
• A member who does not meet the minimum grade average6 membership requirement
during a semester will be put on academic notice the following semester. The member
has one semester to bring his/her grade average up to the minimum requirement
otherwise the member will be expelled
• Any potential dishonorable act against BAP will be investigated and voted upon by
the “Voting Policy7” outlined in this manual to determine whether or not the member
is expelled
○ Dishonorable acts include, but are not limited to, committing fraud, stealing,
forgery, and neglecting to pay money owed to BAP
• A member who does not bring his/her status back into good standing, will be expelled
except in the case of extenuating circumstances
○ In the case of extenuating circumstances,
 The member will be given an opportunity to state his/her reasons for
falling out of good standing at an official officers meeting
 The officers and Faculty Advisor will take the reasons into consideration
and take a vote on the expulsion of the member based on the reasons
outlined by the member
 The vote will follow the “Voting Policy” outlined in this manual
Membership Application Process

Recording Membership Applications for our Chapter
• All members, initiates, and candidates must complete an online application/registration
form
• Immediately after the application cut-off date (which is set by the President), the
Recording Secretary must access the officer/director application database and record all
applicants on the Membership Application Document (MAD)8
○ Only officers/directors that have completed a BAP Confidentially Agreement will
have access to the officers/directors webpage
○ The MAD can be found on the officer/director webpage in the Beta Cookbook
under the Application folder
• The Recording Secretary is responsible for recording the applicants name,
graduate/undergraduate status, email, L number, and membership status (i.e., candidate,
initiate, member) on the MAD
• The Recording Secretary electronically forwards the MAD to the Faculty Advisor
• The Faculty Advisor approves or disapproves applicants based on BAP requirements
outlined in the “Requirements for Membership9” policy in this manual
6 “Requirements of Members to Maintain Membership” outlined in this manual states that undergraduate members must
maintain at least a 3.0 upper division accounting grade average
7 See “Voting Policy” on page 20
8 Sample Membership Application Document (MAD) on page 30
9 See “Requirements for Membership” on page 4

• After approving or disapproving applicants, the Faculty Advisor sends the MAD back to
the Recording Secretary
• The Recording Secretary must receive a payment report from the Treasurer to verify who
has paid their membership dues and who still has an outstanding balance
○ The Treasurer prints a membership application payment Account QuickReport
from QuickBooks to give to the Recording Secretary
○ The Recording Secretary prints out a copy of the MAD to compare it with the
QuickReport received from the Treasurer
○ The Recording Secretary must also verify that the applicants paid the correct
amount, including any past due amounts
○ The Recording Secretary must notify by email applicants that have a discrepancy
in payment
 A member who does not pay his/her membership dues within one month
after the membership application cut-off date will be placed on probation
• Once all discrepancies are dealt with by the Recording Secretary, he/she hand delivers the
MAD to the President. The President must receive an updated membership application
payment Account QuickReport from the Treasurer to confirm that the list of applicants is
complete and accurate
○ Any discrepancies that the President encounters must be reconciled with the
Recording Secretary
• Once all discrepancies are dealt with by the President, an official list of members is
inserted into the Chapter Spreadsheet by the President
Reporting Membership Applications to the Executive Office

• The Reporter receives the official list of members from the President
• The Reporter inputs the new candidates from the list of members into the Chapter
Workbook
○ All initiates and members are already in the Chapter Workbook
• The Reporter must ensure that all initiates who were initiated are counted as members
and all members who have graduated are moved to alumni
○ A list of students who have graduated can be received from the accounting office
The Expenditure Cycle

Cash Disbursements10
• The Treasurer receives or completes a voucher package that includes a Cash
Disbursement Voucher 11 and related original invoices/receipts
○ If a receipt is lost or if the receipt is a photocopy, the Treasurer and Faculty
Advisor must discuss the situation and determine if a disbursement will be made
• The Treasurer verifies that the amounts on the Cash Disbursement Voucher match the
receipts/invoices attached to the voucher. The Treasurer then matches the total on the
Cash Disbursement Voucher to the total of the invoices/receipts
• The Treasurer creates a written check and records the transaction in QuickBooks
10 See Cash Disbursements Flowchart on page 10

11 Sample Cash Disbursement Voucher on page 31

○ The Treasurer is the only individual authorized to record transactions in
QuickBooks
○ The Treasurer and the President are the only individuals who have password
access to QuickBooks
• The check must be signed by the Faculty Advisor or another professor of his/her
choosing who is a BAP faculty member
○ The Faculty Advisor and the BAP faculty member alternate for the Faculty
Advisor are the only signers on the account (two signers)
• The check is mailed or given to the intended recipient
• The Treasurer files the voucher package in the treasurer’s key accessed file cabinet
○ The voucher packages are filed in a temporary file until the end of the month. At
the end of the month, the voucher package is attached to the corresponding
reconciliation report
• In the case of debit card purchases, a voucher package must be created and it must flow
through the cash disbursement cycle as outlined above.
The Revenue Cycle

Cash Receipts12
• All mailed invoices and payments will be received in a locked mailbox in the accounting
office
• The Vice President is responsible for receiving all mail in the locked mailbox and all
payments received in the locked drop box outside the BAP office
○ All received checks must be restrictively endorsed immediately
• The Vice President records all received checks on a Cash Receipts Voucher13. In the
absence of the Vice President, the Faculty Advisor will take over the Vice President’s
responsibilities in this matter
• The Vice President deposits the checks in the bank14, receives a validated deposit receipt
from the bank and attaches the validated deposit receipt and check stubs15 to the Cash
Receipts Voucher which creates a Cash Receipts Voucher Package
• The Vice President turns the Cash Receipt Voucher Package over to the Treasurer. The
Treasurer verifies that the validated deposit slip matches the total on the Cash Receipts
Voucher
• The Treasurer records the revenue in QuickBooks and files the voucher package in the
treasurer’s key accessed file cabinet
○ The voucher packages are filed in a temporary file until the end of the month. At
the end of the month, the voucher package is attached to the corresponding
reconciliation report
NOTE: The Treasurer cannot receive payments of any form at any time. If a payment is handed to Beta
Alpha Psi, the payor should be directed to the Vice President. The Vice President then follows the
revenue cycle procedures. If the Vice President is not able to collect the payment, another officer (other
12 See Cash Receipts Flowchart on page 11
13 Sample Cash Receipt Voucher on page 32
14 See Deposits and Deposit Validation Flowcharts on page 12
15 Attach the check stub to the cash receipt voucher, if appropriate (i.e. personal checks will not be accompanied by a
check stub).

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Night Revenue Verification

• All payments for Employers’ Night flow through the revenue cycle as outlined in “The
Revenue Cycle16” procedures in this manual
• Immediately following the registration cut-off date for Employers’ Night, the President
creates an Employers’ Night Revenue Verification form (ENRV)17
○ The list is created using the Employers’ Night registration text file found on the
officer/director webpage for the registering firms
16 See “The Revenue Cycle” on page 9

17 Sample ENRV on page 33

• The President maintains the list (adds last minute additions and subtracts any firm that
withdraws) from the time registration ends until Employers’ Night
• The President compares the firms listed on the ENRV to those in attendance at
Employers’ Night (visually inspecting that the firms in attendance are listed on the
ENRV) and deals with any discrepancies
• After the President verifies that all firms in attendance are correctly accounted for on the
ENRV, the President turns the ENRV over to the Treasurer
○ In the case of electronic submission of the ENRV, the President locks and
password protects the cells titled: firm name, table size, and amount owed. The
Treasurer will only have the ability to enter the amount paid, date paid, and check
number
• The Treasurer records in the ENRV which firms have paid
○ Treasurer fills in the amount paid, date paid, and check number
• The ENRV is used as an account balance register for which firms have paid and which
firms still have an outstanding balance. The Treasurer updates the ENRV as payments by
firms for Employers’ Night are received throughout the rest of the semester
○ If all payments for Employers’ Night have not been received by the end of the
semester, the Treasurer notifies the President of those firms that have an
outstanding balance. The President notifies those firms requesting payment
○ The Treasurer maintains possession of the ENRV until all payments for
Employers’ Night have been received
 While some firms take longer than others to pay for the event, all
payments should be received no later than the end of February
• Once all firms have been recorded as paid, the Treasurer prints an Employers’ Night
revenue Account QuickReport from QuickBooks to give to the President
○ The President compares the ENRV to the QuickReport received from the
Treasurer to verify that all payments recorded in QuickBooks have been recorded
on the ENRV
• After the President verifies that all payments have been recorded in QuickBooks and
properly accounted for on the ENRV, the President files the ENRV in the President’s
locked file cabinet for the appropriate year

Awards Banquet Revenue Verification
• All payments for the Awards Banquet flow through the revenue cycle as outlined in “The
Revenue Cycle18” procedures in this manual
• Immediately following the registration cut-off date for the Awards Banquet, the President
completes the Awards Banquet Revenue Verification form (ABRV)19
○ The ABRV is created using the Awards Banquet registration text file found on the
officer/director webpage for the registering firms, faculty, and members
• Once the ABRV is created, the President turns the ABRV over to the Treasurer
○ In the case of electronic submission, the President locks and password protects the
cells titled: name, status, and amount owed. The Treasurer will only have the
ability to enter the amount paid, date paid, and check number
• The Treasurer records in the ABRV which firms, faculty members, and students have
paid
○ The dues for faculty members are paid by the accounting department, not by the
individual faculty member
○ Treasurer fills in the amount paid, date paid, and check number
• The ABRV is used as an account balance register for which firms, faculty members, and
students have paid and which firms, faculty members, and students still have an
outstanding balance. The Treasurer updates the ABRV as payments for the Awards
Banquet are received throughout the rest of the semester.
○ All students must pay for the Awards Banquet prior to the event
○ If payments from professionals for the Awards Banquet have not been received by
the end of the semester, the Treasurer notifies the President of those firms who
still have an outstanding balance. The President then notifies those firms
requesting payment
• Once all firms, faculty members, and students have been recorded as paid, the Treasurer
prints an Awards Banquet revenue Account QuickReport from QuickBooks to give to the
President
○ The President compares the ABRV to the QuickReport received from the
Treasurer to verify that all payments recorded in QuickBooks have been recorded
on the ABRV
• After the President verifies that all payments have been recorded in QuickBooks and are
properly accounted for on the ABRV, the President files the ABRV in the President’s
locked file cabinet for the appropriate year
18 See “The Revenue Cycle” on page 9

19 Sample ABRV on page 34

Bank Reconciliation
• The President is in charge of the monthly reconciliation
• The bank statement will be received by the Vice President in the locked Beta mailbox
located in the accounting office. The Vice President will hand deliver the unopened bank
statement to the President
• Once the President receives the bank statement, he/she must complete the bank
reconciliation in QuickBooks
• A reconciliation report must be printed and signed by the President then attached to the
bank statement
• The President will hand deliver the reconciliation report and bank statement to the
Faculty Advisor
○ The Faculty Advisor will initial and date the reconciliation report and then hand
deliver the reconciliation report and bank statement to the Treasurer
• The Treasurer attaches and files the reconciliation report, bank statement, and relevant
cash receipts/disbursement voucher packages in the Treasurer’s locked file cabinet based
on the month of the statement
○ After the fiscal year end, the combined reconciliation report packages are filed by
year and are retained for three years
• In the case of debit card purchases, the cash disbursement voucher package must be
checked to verify that the debit card purchase was authorized and is legitimate
○ The Treasurer must provide the debit card Cash Disbursement Voucher packages
to the President for verification
Recording and Reporting Hours

Beta Hours
• Professional activity requirements to report each event:
○ Must have at least 25% of members/initiates/candidates for the month attend the
event
○ The event must be at least 50 minutes
○ The event must be sponsored or co-sponsored by the Chapter
• Service activity requirements to report each event:
○ Must have at least 25% of members/initiates/candidates for the month attend each
event
○ The event must be at least 50 minutes
• The system is based on a 50 minute hour. Report all events in minutes
• The Recording Secretary is responsible for bringing a sign-in sheet20 to each event. In
his/her absence, the Recording Secretary must ensure that another officer brings and is
responsible for the sign-in sheet
• The sign-in sheet is available to all members at the beginning of the event
• Each member may ONLY sign themselves in
• If possible, the Recording Secretary or responsible officer must pick up the sign-in sheet
once the event has begun. A member who arrives late is responsible for ensuring that
he/she gets signed into the event
○ If a member forgets to sign the sign-in sheet for the event, he/she can still receive
credit if he/she can find an officer to vouch for his/her time at the event
20 Sample sign-in sheet on page 35

• During the event the Recording Secretary or responsible officer must observe, to the best
of his/her ability, that all members attending the event have signed in and any member
leaving the event prematurely is properly accounted for
○ Times for all events are recorded in fifteen minute increments. Missing an
accumulated portion of the event will cause the member to be docked the
following Beta hours for the event:
 00-15 minutes = Receive Full Beta Hours
 15-30 minutes = Docked .3 Beta Hours
 30-45 minutes = Docked .6 Beta Hours
 45-60 minutes = Docked .9 Beta Hours etc.
• The Recording Secretary or responsible officer must make sure that the sign-in sheet is
available at the end of the event for all members to sign out
○ A member that leaves early and does not sign out will not get credit for the event
unless he/she can find an officer to vouch for his/her time at the event
• The Recording Secretary or responsible officer must collect the sign-in sheet at the end of
the event
• The Recording Secretary must document the hours on the Chapter Spreadsheet21
○ After documenting the event on the Chapter Spreadsheet, the Recording Secretary
notifies the Reporter of the updated Chapter Spreadsheet and saves the
spreadsheet on the S: drive under the Chapter Spreadsheet folder
(S:\Accounting\Beta Alpha Psi\Chapter Spreadsheet) so the Reporter can update
the Chapter Workbook which is reported to the Executive Office
 The Chapter Workbook is stored, updated, and saved on the S: drive under
the Chapter Workbook folder (S:\Accounting\Beta Alpha Psi\Chapter
Workbook)
○ The Recording Secretary turns the physical sign-in sheets over to the President.
The President files the sign in sheet in his/her locked file cabinet under the
appropriate file title (professional/community service/tutoring/regional/national)
 The files are stored by the President in his/her locked file for each fiscal
year. They are stored for three years
• All Beta hours accumulated from the annual/regional meetings are recorded on a Record
of Attendance form that is received at the meetings. The Recording Secretary records the
hours as outlined above
Non-Beta Hours
• Each member is allowed a maximum of 2.5 Non-Beta professional hours per semester
and 2.5 Non-Beta service hours per semester
• The Recording Secretary is responsible for downloading and recording the Non-Beta
hours on the Chapter Spreadsheet weekly
○ The Recording Secretary will find all Non-Beta hours posted on the
officer/director webpage under the “Non-Beta Hours Reporting” text file
○ The Chapter Spreadsheet is set up so that no more than the maximum amount of
Non-Beta hours can be recorded
• After documenting the Non-Beta hours on the Chapter Spreadsheet, the Recording
Secretary notifies the Reporter of the updated Chapter Spreadsheet and saves the
spreadsheet on the S: drive under the Chapter Spreadsheet folder (S:\Accounting\Beta
Alpha Psi\Chapter Spreadsheet) so the Reporter can update the Chapter Workbook which
is reported to the Executive Office
21 Sample Chapter Spreadsheet can be found on the officer/director webpage in the Beta Cookbook under the Misc. folder

• The President must verify every month that the Non-Beta hours that are being recorded
are reportable Non-Beta hours. The President will deal with any situations in which Non-
Beta hours that are being reported may be false, misleading, or un-reportable
• At the end of the semester, the President must inform the Faculty Advisor that he/she
must verify all Non-Beta hours
• At the end of the semester, the Chapter Spreadsheet is saved in the Beta Cookbook under
Misc. in the Hours Recorded folder (S:\Accounting\Beta Alpha Psi\Beta
CookBook\Misc\Hours Recorded)
○ These records are retained for three years
End of Semester Responsibilities

• Approximately two weeks before the Awards Banquet, the President must verify that the
hours on both the Chapter Spreadsheet and the Chapter Workbook are up to date and
correct based on the sign-in sheets
• The Reporter is responsible for reporting the hours to the Executive Office by December
15th for the fall semester and June 1st for the spring semester
Reporting to the Executive Office

• The Reporter is responsible for ensuring that reporting deadlines throughout the fiscal
year are met and that the corresponding reports are submitted to the Executive Office
○ While the Reporter is responsible ensuring that all reports are submitted by the
deadlines, the President is responsible for overseeing the process
• A list of requirements for each report can be found and submitted on the BAP Reporting
Intranet at www.bap.org.
• The table on the following page is a list of reporting deadlines:

Dat
Deadline
e
10/ Beginning of Year report includes:
15* • Plan of Activities – Complete
intranet form
○ Chapter’s plan for
meeting mission based
requirements
○ Provide information
required for mission
based activities:
 6
Professional
activities
 1 Service
Activity
 3
National/Regi
onal activities
(NRAs)
• Update Chapter Information on
reporting intranet
• Send check for annual
maintenance fee
• If Bylaws have changed, attach
revised version
12/ Chapter activities occurring between 6/1/xx

15* and 11/30/xx
• Professional & Service activities
– Mission based activities
• NRAs
• Initiation
– Attach local chapter workbook
(Award-seeking chapters)
05/ Nomination for Business Information

01* Professional of the Year
*
05/ Nomination for Alumni Representative on
01* Board of Directors
*
06/ End of Year Reports includes:
01* • Financial Statements
• IRS Form 990 if gross receipts >
$25,000
Revised August 31, •
2010 Tax release Form Page 20
• Update Chapter Information
• Faculty Advisor sign offs –
• Audit if gross receipts are
$100,000 or more
06/ Chapter activities occurring between

01* 12/1/xx
* These issues–must
5/31/xx
be reported to the Executive
• Professional
Office by the stated date & Service activities
** Nominations must be submittedactivities
– Mission based (All
only if that
chapters)
particular NRA is chosen
• NRAs
• Initiation
Initiation(s) – Attach local chapter workbook
• One initiation is required
(Award-seeking by the
chapters)
Chapter each fiscal year
○ The second initiation is
counted as an NRA
• Initiations do not count as
professional activity time; except:
○ If the chapter has a speaker at
the event, the presentation
time (if at least 50 minutes in
length) will count as
professional activity time for
the members in attendance
• The initiation script and procedure
can be found at
http://www.bap.org/initiate/index.ht
m
Sending Mass Emails to Members

• Create a group folder titled Semester Year Membership List (e.g., Fall 07 Membership
List) in Lotus Notes
• Copy all email addresses from the reconciled MAD and import them into the Lotus Notes
group folder
• Insert “Undisclosed Recipient” into the “To” field when sending a mass email
○ This will prevent members’ email addresses from being displayed to all recipients
• Insert the member group folder (i.e., Fall 07 Membership List) into the “Bcc” field
• Only officers/directors, along with the Faculty Advisor, have password authorization to
access Lotus Notes, and therefore, can send mass emails
• If an email is returned due to an incorrect email address, the officer/director who sent the
email will have to contact the intended recipient to obtain the correct email address. Once
a correct email address is received, the Lotus Notes group folder must be updated by the
officer/director who received the information
○ Contact can be made by phone or in person
NOTE: The Lotus Notes email account is intended for the sole purpose of contacting BAP members
about BAP events and information. Lotus Notes may not be used for any other reason. Lotus Notes
should NEVER be used as a means to distribute promotional emails

Voting Policy
• This voting policy is used to either expel a member or to change a policy or procedure
How to Bring an Issue to a Vote

• The issue must be brought to the President. The President will invite the member to
present his/her issue at the next officers meeting
• In order for the member to present his/her issue at the officers meeting, a majority of
officers must be present
• After the member presents his/her issue, the officers and the Faculty Advisor will
discuss the issue
• The President will then ask for a vote on the issue
Voting Procedures
• In order for a vote to be held, the following requirements must be met:
○ A majority of officers must be present
○ All officers and the Faculty Advisor must be made aware of the vote and
○ All officers and the Faculty Advisor must be given an adequate opportunity to
vote on the issue
• Any officer or the Faculty Advisor that wishes to abstain from the vote will have
his/her vote counted as a negative vote
• A vote of the officers must take place, in which a majority ruling is required, in order
for the issue to move on to the next phase
○ If the issue does not receive a majority of the officers vote, the issue does not
move forward
○ If the issue does receive a majority of the officers vote, the issue is then brought
to the Faculty Advisor for approval or veto
 If the Faculty Advisor approves the issue, the issue is passed
 If the Faculty Advisor vetoes the issue, the issue is then sent back to
the officers for another vote
• An issue sent back to the officers must receive a super majority (five of six) vote to
overturn the Faculty Advisors decision
○ If a super majority vote is reached by the officers, the Faculty Advisor’s
decision is overturned and the issue is passed
○ If a super majority vote is not reached by the officers, the Faculty Advisor’s
decision stands

Area Access & Authorization
There are certain areas in BAP that need to be secure. Not only do certain areas need to be secure from
outside sources, many of these areas need to be secure and segregated from the different officers,
directors, members, and faculty. Restricted access and authorization will ensure that desired levels of
internal controls are maintained and that checks and balances are in place to guard against fraud and
error.
All passwords/keys must be changed/handed in immediately following compromise of the password or

immediately following any officer/director/Faculty Advisor/member that is no longer regarded as an
authorized person.
The following table is a list of areas that are protected by specific authorization as well as a security
measure (i.e. key, password, combination):
* The key is located in the accounting office (BEH 415) and can be obtained by any BAP member
during normal accounting office hours for access to the BAP office
Area Authorized Access Security

(Primary/Backup) Measure
Officers/Directors Webpage All Officers/Directors/Faculty Advisor Password
Lotus Notes All Officers/Directors/Faculty Advisor Password
Treasurer File Cabinet Treasurer/ACC Dept Office Key
President File Cabinet President/ACC Dept Office Key
Reporting Intranet Reporter/President/Faculty Advisor Password
Website Webmaster/Recording Secretary Password
QuickBooks Treasurer/President Password
Beta Office (During ACC Office Hours) All BAP Members Key*
Locked Mailbox (ACC Office) Vice President/Faculty Advisor Key
Locked Drop Box (Outside Beta Office) Vice President/Faculty Advisor Key
Beta Computers All Members Password
S Drive Access All Officers/Faculty Advisor Password
Beta Mailbox (After ACC Office Hours) All Officers Combination

Best Practices
Beginning of the Year Planning Process
In order for the Chapter to achieve Superior Chapter status, the officers/directors, along with the Faculty
Advisor, should hold a meeting after attending the National Conference. At the National Conference,
new officers and directors will gain a wealth of knowledge about how the organization is run and the
direction that the Executive Office is taking the organization. At the meeting, the following topics should
be discussed:
• Are there any new rules, policies, or procedures that the Executive Office has
implemented from the previous year and if so how is the Chapter going to deal with
the new rules
• What are the minimum requirements that must be met to maintain Chapter status
• What type of award does the Chapter want to achieve (i.e. distinguished/superior)
• What are the requirements to meet the desired award
• Which NRAs can be accomplished to achieve the desired award
A plan must be established at the beginning of the fiscal year. The plan will lead the Chapter in a
positive direction toward achieving its desired goal.
Recruiting
At the beginning of each semester, officers and directors present information about BAP to accounting
classes. This process should be completed within the first two weeks of the semester. The recruiting is
aimed at students who will be able to participate in Beta for at least one year.
• Locate the accounting class schedules on the UNLV website (www.unlv.edu) and print
out a copy of all accounting classes
• Presentations are recommended for all undergraduate upper division accounting classes
• Divide the presentations between the officers and directors
• Contact the appropriate professor and ask for permission to give a brief presentation at
the beginning of his/her class
• The presentation should include a PowerPoint slideshow, along with pamphlets or other
sources of information about BAP
○ An example recruiting PowerPoint presentation can be found on the
officer/director webpage in the Beta Cookbook under the Recruitment folder
• Details about BAP 101 should also be mentioned in the presentation
BAP 101
BAP 101 is an informal, introductory meeting held at the beginning of each semester. The meeting
should occur immediately after recruiting to provide information about BAP, including its benefits,
semester activities, and requirements. Each officer must attend BAP 101 to introduce himself/herself
and give a general overview of his/her position and involvement in BAP.
• Prior to the beginning of the semester, schedule the date, time, and location of event
• Prepare and distribute flyers during the recruiting period
• An example of a flyer can be found on the officer/director webpage in the Beta
Cookbook under the Recruitment folder and also on page 36 of this manual
• The President prepares an outline for BAP 101, which includes the topics that the
President and officers should discuss at the event

• An example outline can be found on the officer/director webpage in the Beta
Cookbook under the Recruitment folder and also on page 37 of this manual
• All officers should speak at BAP 101 based on their portion of the outline
• Prepare a PowerPoint presentation that coincides with the outline
○ An example PowerPoint presentation can be found on the officer/director
webpage in the Beta Cookbook under the Recruitment folder
• Contact the on-campus catering company to provide food for the event
Membership Applications
The membership application process affects the Chapter Spreadsheet, the Chapter Workbook, and the
candidate fees paid to the Executive Office. Correctly recording and creating the list of members and
candidates at the beginning of the semester is vital to the efficiency and effectiveness of BAP. Be sure to
refer to the “Membership Application Process22” in this manual for more information.
Employers’ Night
Employers’ Night is a fall recruiting event that provides students with the opportunity to meet and
mingle with a variety of professional firms.
• Reserve a venue that can accommodate 400-500 people

○ The Palms hotel is an example of a good venue because of its location,
facilities, and cost
• Create an invitation for professionals that includes information about registration and
applicable costs
○ The invitation should be emailed to the professionals at least a month before
the fall semester begins
○ An example of an invitation can be found on the officer/director webpage in
the Beta Cookbook under the Professional Events/Employer’s Night folder
and also on page 39 of this manual
• Email all accounting professors with information about the location and time of the
event
○ The email to professors should be sent out before the semester begins
• As many accounting students as possible should be made aware of Employers’ Night.
The following are suggestions on how to get the word out:
○ Create flyers and post them around the business building (i.e.)
○ Create flyers to distribute to accounting classes
○ Ask professors to mention Employers’ Night to their students
○ Contact ACC 400 instructors as to whether Employers’ Night can be a
mandatory event for their students. This will help to ensure that there is a
large turnout of accounting students
• Following the event, send a thank you note to the professionals and faculty who
attended the event
• Create and send a survey to professionals to find out what they liked/disliked about
Employers’ Night
• Review the previous year’s survey and consider it when planning the event
22 See “Membership Application Process” on page 6

On-Campus Presentations
• Once BAP officers decide which firms they would like to speak to the members, the
firms are contacted
• For the firms who choose to participate in on-campus presentations, the date, time,
location and topic of the event are discussed and scheduled
• Once the on-campus presentations are scheduled, the Webmaster is contacted to
update the calendar on the website
○ The officer/director calendar is also updated
• Reserve a room for the event. This is done by filling out a Room Reservation form23
and submitting it to the accounting administrative assistant. Be sure to specify if a
tech room is needed.
○ A Room Reservation form can be found in the Beta Templates folder
(S:\Accounting\Beta Alpha Psi\Beta Templates)
• Contact the on-campus catering company that is used for on-campus presentations, if
food is going to be served at the event. If food is going to be served by anyone other
than the on-campus caterer, a food waiver must be filled out and submitted to the
catering department at UNLV
• A couple of weeks prior to the presentation, the Professional Activities director
contacts the firm and verifies the details of the event
• At least a week in advance, the Professional Activities director mails parking permits
and UNLV maps to the firms who are going to present
• Send a reminder email to all Beta members at least a week in advance
• Immediately preceding the event, place a sign on the door of the on-campus
presentation room with the event information
• An on-campus events checklist can be found on the officer/director webpage in the
Beta Cookbook under the Professional Events folder and also on page 41 of this
manual
• Following the on-campus presentation, the Professional Activities director prepares
and sends a thank you note to the presenter. This should be done no later than one
week following the event
23 Sample Room Reservation Form on page 40

Office Visits
• Once BAP officers decide which firms they would like to visit, the firms are
contacted
• For the firms who choose to host an office visit, the date and time are discussed and
scheduled
• Once the office visit is scheduled, the Webmaster is contacted to update the calendar
on the website
○ The officer/director calendar is also updated
• A week prior to the office visit, the Professional Activities director contacts the firm
and verifies the details of the event. At this time a preliminary head count is given to
the firm
• A reminder email is sent to all BAP members at least a week in advance
• Registration for the office visit should be closed four days prior to the event
• Two days prior to the event, an official head count is sent to the firm
• An office visit checklist can be found on the officer/director webpage in the Beta
Cookbook under the Professional Events folder and also on page 42 of this manual
• Following the office visit, the Professional Activities director prepares and sends a
thank you note to the firm. This should be done no later than one week following the
event
Awards banquet
• Reserve a venue that can accommodate approximately 100 people
○ For the fall semester, this should take place by May 1st
○ For the spring semester, this should take place by March 1st
• Create invitations for professionals and faculty
○ Distribute the invitations approximately 6 weeks prior to the event
• Send a follow-up email to all professionals about 1 month prior to the event to
confirm the details
• Medallions are ordered for graduating members
○ If a member has already received a medallion for his/her undergraduate
graduation, then cords will be ordered for the member
○ This should take place at least 3 weeks prior to the event
• Materials are needed for a silent auction
○ Contact CPA review courses, along with local business, to inquire about
donations
○ Create a bid sheet. An example can be found on the officer/director webpage
in the Beta Cookbook under the Professional Events folder and also on page
43 of this manual
• Decide who will be awarded each scholarship and who will be acknowledged with an
award
○ Create and print scholarship/awards. An example can be found on the
officer/director webpage in the Beta Cookbook under the Professional Events
folder and also on page 44 of this manual
• Create a program for the banquet
○ A banquet program can be found on the officer/director webpage in the Beta
Cookbook under the Professional Events folder
• Create a game to help students network with professionals

○ An example of a networking game can be found on the officer/director
webpage in the Beta Cookbook under the Professional Events folder and also
on page 45 of this manual
• Send email reminders a week prior to the event to confirm details
• About three days prior to the event, the following tasks are completed:
○ Print name badges
○ Prepare a slideshow. Be sure that proper tech equipment is provided
○ Create seating arrangement. Be sure to mix professionals, faculty, and
students at each table
• An Awards Banquet checklist can be found on the officer/director webpage in the
Beta Cookbook under the Professional Events folder and also on page 46 of this
manual
• Following the event, send thank you letters to professionals, faculty, and silent
auction donors
○ Thank you letter examples can be found on the officer/director webpage in the
Beta Cookbook under the Professional Events folder and also on page 47 of
this manual
Community Service Events

• Once an activity is scheduled, the Community Service director contacts the President
and Webmaster to update the calendar on the website
○ The officer/director calendar also is be updated
• A week prior to the event, the Community Service director emails all Beta members a
reminder of the upcoming event
• A week prior to the event, the Community Service director gets in touch with the
community service project contact to verify the details of the event. At this time a
preliminary head count is given
• Registration for the community service event should be closed four days prior to the
event
• A reminder email is sent to all Beta members approximately three days prior to the
event. At this time, instructions are given concerning:
○ Dress code/recommended attire
○ Contact person upon arrival
○ Where to go upon arrival
○ Expected duties
• Two days prior to the event, an official head count is sent to the community service
project contact
• If the Community Service director is unable to attend the event, he/she must make
sure that details of the event and contact information is passed on to another
officer/director who will take responsibility for the event
• A community service checklist can be found on the officer/director webpage in the
Beta Cookbook under the Community Service folder and also on page 48 of this
manual
• The Community Service director prepares and sends a thank you note to the event
contact. This should be done no later than one week following the event
Tutoring

Scheduling and Preparing for Tutoring Sessions
• Officers/Directors decide when tutoring will be offered for the upcoming semester
• The Tutoring director is responsible for creating and distributing flyers
○ A tutoring flyer can be found on the officer/director webpage in the Beta
Cookbook under the Scheduling folder and also on page 49 of this manual
• The Tutoring director updates the tutoring spreadsheet with the proper tutoring dates
and times for the semester, then posts the spreadsheet outside the BAP office
○ An example tutoring schedule can be found on the officer/director webpage in
the Beta Cookbook under the Scheduling folder and also on page 50 of this
manual
• Once there is an official list of members, the Tutoring director emails all members to
notify them of the tutoring schedule that is posted outside the BAP office
○ Initially, no member sign up for more than four hours of tutoring in order to
ensure that every member has an opportunity to earn his/her tutoring hours
 If there are more available tutoring spots after every member has
signed up for his/her tutoring hours, members will be allowed (and
encouraged) to sign up for more tutoring sessions
Maintaining Tutoring Records

• The Tutoring director makes sure members are aware that they must sign in and out
each time they tutor
• On a weekly basis, the Recording Secretary takes the sign-in sheets and forwards
them to the President after recording the hours in the Chapter Spreadsheet
Updating Professional Contact List

• A professional contact list can be found on the officer/director webpage in the Beta
Cookbook under the Scheduling folder
○ This list is used to contact professionals for such events as Employers’ Night,
office visits, and on-campus presentations
• Any time an officer/director is informed of a new contact, he/she adds the new
contact to the professional contact list
• If at any time an officer/director is notified of changes to contact information, he/she
updates the professional contact list
• If an email is returned due to an incorrect email address, the officer/director who sent
the email contacts the intended recipient to obtain the correct email address. Once a
correct email address is received, the professional contact list is updated by the
officer/director who received the information.
○ Contact can be made by phone or in writing
NOTE: Maintaining the professional contact list is crucial to ensure that BAP officers/directors have the
information needed to contact professionals in a timely manner
National Conference Donation Letter

The President should send a donation letter24 to all firms listed in the contact list approximately two
months before the National Conference. The letter should be mailed to the firms and has the potential to
help cover the costs of attending the conference. In order to ensure that the letter has a professional
24 Sample donation letter on page 51

tone, the letter should be edited by the Faculty Advisor. Writing the letter will help the incoming
President in his/her transition to the office and will give notice to the firms that a successful transition
has taken place.

M
A
Membership Application
D Document
Faculty
Grad Membership Email Advisor Amount
# Last Name First Name L Number Undergrad Status Address Approval Paid
1 Smith John L1234 Undergrad Member js@xxx.com X $35
2 Jones Jessica L5678 Grad Candidate jj@xxx.com X $90
3 Abernathy Michael L2468 Undergrad Initiate ma@xxx.com X $35
4 Collins Joan L1357 Grad Candidate JC@xxx.com X
5 Hauser Stephen L0864 Undergrad Initiate SH@xxx.com No $35
6 Boy Tommy L9830 Undergrad Candidate TB@xxx.com No $90
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40

Approved By:
1) Treasurer
2) Faculty Advisor
Check Made Payable To: Alberto Hawkings
Mailing Address: 456 Universal Dr.
Reason For Disbursement: Supplies
Check # ___123__________
Date Paid ___09-10-07_ ____
Beta Alpha Psi

Cash Disbursement Voucher
Invoice/Receipt Amount
University Store (Papers and pencils) $56.78
MGM (Room Reservation) $525.00
XYZ Paper Co. (Specialty Paper) $67.25
Total $649.03
NOTE: This is a sample Cash Disbursement Voucher. The Treasurer receives or fills out the Cash
Disbursement Voucher for authorized purposes, verifies the documentation, prepares a check for the
Faculty Advisors signature, and initials the Cash Disbursement Voucher with the Faculty Advisor,
attaches all of the necessary documentation which creates a Cash Disbursement Voucher Package, and
files the Cash Disbursement Voucher Package.

Date of Deposit 10-7-07 .
Deposit Made By Vice President .
Beta Alpha Psi

Cash Receipts Voucher
Check Received From Purpose CK# Amount

Trust but Verify Audit Firm LLP Employers’ Night 123 $800
SOX 404 THWDI Partners LLP Employers’ Night 456 $500
Jeremiah Countswell Membership Dues 789 $35
Debits & Credits Financial Consultants Donation 432 $250
TOTAL $1585
Account Amount
Employers’ Night $1300
Membership Dues $35
Donations $250
TOTAL $1585
NOTE: This is a sample Cash Receipts Voucher. To create a Cash Receipts Voucher Package, the Vice
President attaches all necessary documentation and a validated deposit receipt. The Treasurer uses the
Cash Receipts Voucher Package to record the revenue.

ENRV
Employers' Night Revenue
Verification
Employers' Night Fall 2007
Palms Hotel
Amount
Date
Firm Name Table Size Owed Paid Paid Check #
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30

Beta Alpha Psi
Sign-In Sheet
PricewaterhouseCoopers Office Visit
September 17th, 2007
Name Time In Time Out Signature

1
2
3
4
5
6
7
8
9
1
0
1
1
1
2
1
3
1
4
1
5
1
6
1
7
1
8
1
9

2 ABRV
0
2
1
2
2
2 Awards Banquet Revenue Verification
3 Fall 2007 Awards Banquet
2 Tuscany Suites and Casino
4 Professional
2 Student/Guest Amount
5 Name or Faculty Owed Paid Date Paid Check #
1
2
3
4
5
6
7
8
9
1
0
1
1
1
2
1
3
1
4
1
5
1
6
1
7
1
8
1
9
2
0
2

ACCOUNTING, FINANCE, AND
INFORMATION SYSTEM MAJORS!
Come and learn about BETA ALPHA PSI, the International

Honorary Organization for Financial Information Students and
Professionals.
Our first meeting, BAP 101, will be held on September 8th,

2006 at 2:30pm in BEH 212.
There will be free pizza and soda!!
For additional information such as calendar of events and

membership application deadline, please check our website,
http://beta.unlv.edu.
BAP 101
I. Beth Hiura
II. Susanna
➢ Intro
○ BAP history
○ Opportunities for activities on a local, regional and national level (Case competition, regional leadership
conference, annual meeting)
○
➢ New Programs/Procedures
○ Updated website (Melinda)
○ BAP Mentors
○ Superior Member Scholarship
○ Eligibility Requirement to Re-Apply
➢ Contact me by e-mail
I. Jennifer
➢ Intro
➢ Open Director/Committee positions
○ Sign-ups
○ Req. to apply for open director positions
○ Alumni Relations Committee (Organize the Alumni Event for 1st week of June, 2006)
○ Newsletter Committee (1 newsletter/semester)
➢ Employers’ Night, resume, business cards
➢ Contact info.
I. Sharon
➢ Intro
➢ Reporting Secretary’s duties
➢ Reporting to the nationals
➢ Superior Chapter awarded 8 (?) years in a row: what it means, how it is achieved, etc.
➢ Golf social,
➢ Contact info.
I. Sonali
➢ Intro
➢ Treasurer’s duties
➢ Explain online application, dues (1st semester & subsequent semester), Information Release Waiver
➢ Community Service activities planned
➢ Contact info
I. Hema
➢ Intro
➢ Recording Secretary’s duties
➢ Questions about reported hours, contact Hema.
➢ Beta/non-Beta requirements
➢ Report non-Beta hours on website
➢ Some non-Beta functions (IIA, IMA, etc.)
➢ Contact info
I. Introduce Dr. Moores.
II. Closing
➢ Intro
○ Welcome returning & new students
○ Introduce Beth.
 UNLV & BAP alumni.
 Director of Audit Services at McGladrey & Pullen.
 She & McGladrey have been strong supporters of our chapter semester after semester.
 As a firm, they attend almost all of our functions.
 They honor our graduating seniors with BAP medallions which is awarded at the end of the
semester Awards Banquet.
 Irene Sereno – Newsletter Committee
 We invited her to talk to you today because she can share with you, based on her experience as a
BAP member and a professional, on the value and importance of BAP.
 Without any further ado, . . .
○ BAP history
261 chapters w/ 11 chapters petitioning
Purpose:
• Beta Alpha Psi recognizes academic excellence and complements members' formal
education by providing interaction among students, faculty, and professionals, and fosters
lifelong growth, service and ethical conduct.
• BAP is also a service organization. It serves the students and our community.
• BAP promulgates high academic standards, high ethical standards, and our responsibility as
citizens in the local, regional, national and global community that we live in.
• To get the full benefit of BAP, you should join 3-4 semesters before graduating.
• Good grades very important.
 Opportunities
• Scholarship (Superior Member, last year, Becker, JJW, PwC, etc. all to BAP members
only.)
• Leadership
○ Committees, Directors, Officers (Jen)
○ Regional and annual meeting attendance – application open to all active members
 Next Regional Mtg in Cal State LA in February
 Next Annual Mtg in ________ (In the past, Florida, Hawaii, SF)
• At regionals and nationals, you can make presentations. Additional
recognition.
○ Case Competitions – Sam & Diane last year
 Regionals – presentation
• Networking
○ Students – person sitting next to you may be your next supervisor or your staff
person.
 Beta Students are driven, motivated, have high ethical standards, and really
nice.
 Bond you build, not just knowing their names.
• Resume Building
○ Key to a meaningful BAP membership is being an active member. BAP has a lot to
offer. Take advantage of all the great things BAP has to offer. In addition,
professional will see BAP on your resume and ask, “So what did you do in BAP?”
○ Accounting field: technical skills, networking skills, marketing skills and most
importantly people skills.
○ “The Auditor” - We often measure our success by our progress, the ability and the
opportunity to advance. BAP will help you develop these fundamental skills.
• Community Service (Sonali)
○ Hurricane Katrina
○ Meals on Wheels
○ NSPCA
○ Opportunity Village
➢ New Programs/Procedures
○ Updated website (Melinda)
○ BAP Mentors
○ Superior Member Scholarship
○ Eligibility Requirement to Re-Apply
➢ Contact me by e-mail

Beta Alpha Psi
Employers’ Night Invitation
Date: Wednesday, October 3rd

Time: 6:00pm – 9:00pm
Location: Palms Hotel, Key West Room
The Beta Alpha Psi, Theta Omicron Chapter at the University of Nevada Las Vegas will
host its annual Employers’ Night recruiting event on Wednesday October 3rd, 2007.
This event is a great opportunity for your firm to get acquainted with the members of
Beta Alpha Psi as well as other UNLV accounting students. This event also allows our
students to learn more about your organization.
Our annual Employers’ Night event has been very successful in the past. Last year,
approximately 300 students participated in the event. We are excited to begin this
recruiting season and look forward to your firm’s participation at Employers’ Night.
The registration deadline for this event is Wednesday, September 5th. For more
information and to register, please go to:
http://beta.unlv.edu/form_en.html
If you have any questions, comments, or concerns please feel free to contact me at
sample@msn.com.
We hope to see you there!
Sincerely,
Ryan Enlow
President
Beta Alpha Psi

Beta Alpha Psi
On-Campus
Room Reservation Form
Preferred
Roo
Time Preferred Room m
Building* Room
Event Date Duration Range * Type** Size #
1hr 15 1:00- 1st floor BEH
BAP 101 9/11/2007 BEH 60
mins 2:15 (Classroom) 107
1hr 15 4:00- BEH
Deloitte Presentation 9/13/2007 BEH 1st floor (Tech) 60
mins 5:15 105
Career Services 1hr 15 11:00-
9/27/2007 CBC 1st floor (Tech) 40
Presentation mins 4:00
10/11/200 1hr 15 2:30-
PwC Presentation BEH (Tech) 60
7 mins 3:45
Type of Room - Tech or Classroom
Room Size - 40,60,90
**Building and type of room are preferences, not guarantees**

On-Campus Events Checklist
<Event Name>
<Date & Time>
Some of the items on checklist may not apply.
_____ Room Reservation ____/____/____
Room #: ______
Tech Room: Y or N
_____ Food waiver form submitted ____/____/____

Date returned: ____/____/____ (check back in one week)
Approved: Y or N
_____ Food ordered

From: __________________________
Pick-up time: ____________________
Pick up by: ______________________
_____ Drinks bought

By: _____________________________________
Take to room by: __________________________
Ice bought by: _____________________________
_____ Contact the firm and verify details of the event (a couple weeks prior to the event)
_____ Parking permit and map sent to professional ____/____/____

_____ Contact number of attending professional (_____) _____ - __________
_____ Tech equipment reserved ____/____/____

Taken to room by: __________________________
_____ Reminder email sent to all Beta members at least a week in advance
_____ Contact information passed on to responsible officer/director ____/____/_____
_____ Obtain key/have method of unlocking door
_____ Make signs to be posted on door(s)

_____ Tape
_____ Thank you letter sent ____/____/____

By: ______________________

Office Visit Checklist
<Event>
<Date & Time>
Some of the items on checklist may not apply. Time frames are subject to change.
_____ Date Scheduled ____/____/____

Contact person: ____________________________
Email: ___________________________________
Phone number: (______) ______ - _____________
Food/Refreshments: Y or N
_____ Updated calendars
_____ Preliminary head count to professional and event verification (1 week prior)
_____ Email to members (1 week prior)
_____ Final head count to professional (2 days prior)

By: ______________________

Beta Alpha Psi Silent Auction
Roger Phillip CPA Review course
Starting Bid Name
$25

BETA ALPHA PSI
Honorary Organization for Financial Information Students and Professionals
Certificate of Achievement in Recognition of Your OUTSTANDING

Service to the Theta Omicron Chapter
As
Professional Activities Director

Presented to
NAME
_________________ __________________
Chapter President Chapter Vice-President
________________________ ________________________
Chapter Reporting Secretary Chapter Treasurer
________________________
Chapter Recording Secretary

HOW TO PLAY: Like regular BINGO, the goal of this game is to get four-
in-a-row (vertically, diagonally, or horizontally). To achieve this goal, you
must go around to the different firms and talk to them: maybe ask about
internships or travel (hint hint). Each firm has an assigned question, and
if you ask this question (or something similar), they will place a sticker
on their logo. When you have BINGO, please write your name on the card
and drop it in the designated fish bowl to win a prize at the end of the
banquet.
We have planned this activity to help our members network and socialize
with the professionals, so even if you have BINGO (or are not a fan of the
game), we still encourage you to talk to the professionals from the
various firms. Have fun and good luck!
Awards Banquet
<date>
<time>
<location>
Deadline registration date: <date>
_____ Locate & Reserve a Venue
Contact person: _______________________________
Email: ____________________________________
Phone number: (______) ______ - ___________
_____ Design invitations to professionals and faculty (2 months prior)
Responsible Person(s): _______________________________
_____ Venue contract signed & deposit submitted
Responsible Person(s): ______________________________
_____ Send invitations to professionals and faculty (6 weeks)
_____ Order food (Deadline set by venue)
_____ Follow up with professionals (1 month prior)
____ Graduating Seniors Medallion (3 weeks prior)
_____ Silent Auction materials
_____ Buy prizes & envelopes for scholarships
_____ Create & print certificates
_____ Banquet program designed
_____ Banquet program submit to Reprographics (1 ½ week prior)
_____ Networking event questions printed & raffle tickets
_____ Reminder emails (1 week prior)
_____ Name badges
_____ Slideshow
Tech equipment reserved by: _______________________________
_____ Seating Arrangements
_____ Thank you letters sent ____/____/____
By: _______________________________

Dear Professional,
Thank you for attending our Spring Awards Banquet on Friday May 4, 2007. This past semester was a success for
Beta Alpha Psi because of your support. We truly value and appreciate the relationship we have with you and look
forward to continuing that relationship into the future.
At our banquet, we hosted a donation drive to the Hokie Spirit Memorial Fund for the Virginia Tech tragedy. Thanks
to the generosity demonstrated at the banquet, we were able to contribute to the cause. For more information
regarding the fund we are donating to, please visit http://www.vt.edu/tragedy/memorial_fund.php.
We also implemented a new networking game for the first time this semester. It was structured like bingo in which
students had to ask you a certain question in order to get a sticker on his/her card to make four in a row. We would
appreciate any feedback from you on how we can improve this game for next semester.
As one semester ends, we begin to prepare for the next. For Fall 2007 and Spring 2008, Beta Alpha Psi Theta
Omicron will have new officers. Please continue to give your support and guidance to the new officers:
Ryan Enlow – President

Paul Giordani – Vice President
Ashley McGinn – Treasurer
Marc Clayton – Reporting Secretary
Maksim (Max)Machkasau – Recording Secretary
We can still be reached at betaalphapsi@unlv.edu, and if there are any changes, we will inform you as soon as
possible.
On behalf of the Beta Alpha Psi Theta Omicron Chapter, we thank you once again for all you have done to help
ensure the success of our organization.
Sincerely,
Teresa Yuan, President

Ryan Enlow, President-Elect
Community Service Checklist

<Event>
<Date & Time>
_____ Date Scheduled ____/____/____

Contact person: ______________________________
Email: _____________________________________
Phone number: (______) ______ - _______________
Location of event: _____________________________
_____ Updated calendars
_____ Reminder email to members (1 week prior)
_____ Preliminary head count to contact and event verification (1 week prior)
_____ Instructions to members (3-5 days prior)

_____ Dress code/recommended attire
_____ Contact person upon arrival
_____ Where to go upon arrival
_____ Expected duties
_____ Final head count to contact (2 days prior)

By: ______________________

Want Free Tutoring?
Come to BEH 409!
Members of Beta Alpha Psi want to tutor you in ACC
201 and ACC 202.
Come to BEH 409 at the following times for free tutoring:
Fall 2005 Tutoring Schedule
Monday 1:00 pm – 3:00 pm

Tuesday 3:00 pm – 5:00 pm
Wednesday 2:00 pm – 4:00 pm
Thursday 3:00 pm – 5:00 pm
Friday 12:00pm – 2:00pm
Questions? Contact the Tutoring Director at sample@unlv.nevada.edu

Monday Tuesday Tuesday Wednesday Wednesday Thursday
Sept 17th Sept 18th Sept 18th Sept 19th Sept 19th Sept 20th
1:00 - 3:00 10:00-12:00 2:30--4:30 10:00-12:00 2:30-4:30 1:00-3:00
1) 1) 1) 1) 1) 1)
2) 2) 2) 2) 2) 2)
3) 3) 3) 3) 3) 3)

Sept 24th Sept 25th Sept 25th Sept 26th Sept 26th Sept 27th
1:00 - 3:00 10:00-12:00 2:30--4:30 10:00-12:00 2:30-4:30 1:00-3:00
1) 1) 1) 1) 1) 1)
2) 2) 2) 2) 2) 2)
3) 3) 3) 3) 3) 3)

Oct 1st Oct 2nd Oct 2nd Oct 3rd Oct 3rd Oct 4th
1:00 - 3:00 10:00-12:00 2:30--4:30 10:00-12:00 2:30-4:30 1:00-3:00
1) 1) 1) 1) 1) 1)
2) 2) 2) 2) 2) 2)
3) 3) 3) 3) 3) 3)

Oct 8th Oct 9th Oct 9th Oct 10th Oct 10th Oct 11th
1:00 - 3:00 10:00-12:00 2:30--4:30 10:00-12:00 2:30-4:30 1:00-3:00
1) 1) 1) 1) 1) 1)
2) 2) 2) 2) 2) 2)
3) 3) 3) 3) 3) 3)

Dear Beta Alpha Psi Supporter,
Beta Alpha Psi would like to thank you for your continued support of the Beta Alpha Psi,
Theta Omicron Chapter at the University of Nevada Las Vegas. Your continued support,
dedication, and active participation in our organization allow us to maintain Superior
Chapter status every year.
In order to be recognized as a Superior Chapter of Beta Alpha Psi, a participating chapter

must complete certain requirements. One of those requirements is to attend the yearly
National Beta Alpha Psi Conference. The conference this year is in Chicago from
August 2nd – August 4th.
The National Beta Alpha Psi Conference is an event that helps the Beta Alpha Psi, Theta
Omicron Chapter continue to thrive and to produce quality and effective leaders for the
financial information industry. The conference teaches new officers and directors to
better understand the traditions and importance of Beta Alpha Psi.
Attending such a conference is a rather large financial burden for an organization of our
size. Beta Alpha Psi is an on-campus, non-profit organization that relies on donations
and outside support from organizations such as yours in order to achieve high levels of
success.
We currently have seven officers and directors registered for the Beta Alpha Psi National
Conference. With airfare, rooms, registration, and other expenses the cost to attend the
conference is a substantial portion of our annual revenue.
Any donation that you can send will greatly help the Beta Alpha Psi, Theta Omicron
Chapter with the cost of the National Conference and will be greatly appreciated. If you
have any questions or concerns, you can contact Beta Alpha Psi either by email
(BetaAlphaPsi@unlv.edu) or by phone (702-895-3592).
Again, I would like to thank you for your time and your continued support of Beta Alpha
Psi, Theta Omicron Chapter at the University of Nevada Las Vegas.
Sincerely,
Ryan Enlow
President, Beta Alpha Psi
University of Nevada Las Vegas
Sample@msn.com
702-123-4567

BAP Policies &amp; Procedures

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BAP Policies &amp; Procedures

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Policies and Procedures

Theta Omicron Chapter

Revised September 1, 2010

Duties of Officers/Directors and Chapter Organization

The Executive Vice President shall

The Vice President of Membership shall

The Recording Secretary shall

The Reporter shall

Revised August 31, 2010 Page 2

The Treasurer shall

Officer Election and Term

Cycle of Officer Elections

The Social Activities Director shall

Revised August 31, 2010 Page 3

The Community Service Director shall

The Fundraising Director shall

The Tutoring Director shall

The Webmaster shall

The Historian shall

Attendance at Regional and National Meetings

Revised August 31, 2010 Page 4

Requirements for Candidates1

Requirements for Initiates2

Revised August 31, 2010 Page 5

Requirements for Degree Seeking Graduate Students3

Revised August 31, 2010 Page 6

Revised August 31, 2010 Page 7

Membership Application Process

Revised August 31, 2010 Page 8

Reporting Membership Applications to the Executive Office

The Expenditure Cycle

10 See Cash Disbursements Flowchart on page 10

Revised August 31, 2010 Page 9

The Revenue Cycle

Revised August 31, 2010 Page 10

Revised August 31, 2010 Page 11

Night Revenue Verification

16 See “The Revenue Cycle” on page 9

Revised August 31, 2010 Page 14

Revised August 31, 2010 Page 15

18 See “The Revenue Cycle” on page 9

Revised August 31, 2010 Page 16

Recording and Reporting Hours

Revised August 31, 2010 Page 17

Revised August 31, 2010 Page 18

End of Semester Responsibilities

Reporting to the Executive Office

Revised August 31, 2010 Page 19

12/ Chapter activities occurring between 6/1/xx

05/ Nomination for Business Information

06/ Chapter activities occurring between

Sending Mass Emails to Members

Revised August 31, 2010 Page 21

How to Bring an Issue to a Vote

Revised August 31, 2010 Page 22

All passwords/keys must be changed/handed in immediately following compromise of the password or

Area Authorized Access Security

Revised August 31, 2010 Page 23

Revised August 31, 2010 Page 24

• Reserve a venue that can accommodate 400-500 people

22 See “Membership Application Process” on page 6

Revised August 31, 2010 Page 25

23 Sample Room Reservation Form on page 40

BAP Policies & Procedures

BAP Policies & Procedures

Building and type of room are preferences, not guarantees

_ Food waiver form submitted //

_ Parking permit and map sent to professional //

_ Tech equipment reserved //

_ Contact information passed on to responsible officer/director //_

_ Thank you letter sent //

_ Date Scheduled //

_ Contact information passed on to responsible officer/director //_

_ Thank you letter sent //

_ Date Scheduled //

_ Contact information passed on to responsible officer/director //_

_ Thank you letter sent //