If you are a project lead for an approved project that is receiving money from MGACRA, please know that we are expecting a written report at the end of the project summarizing how things went and lessons learned and number of contacts reached as well as any education that took place. This is new for some projects, but we would like an accounting of the money being spent and this report should also go to Grace for her annual report. This also helps us to have a clear idea of the project should a project lead have to step down without a co-lead to take over. The written report is emailed to the secretary (ShannonLee754@gmail.com) to be included with the minutes the month following the ending of the project. The lead or another designee will give an oral report of the project with highlights of education, contact numbers and lessons learned during the General Meeting the month following the ending of the project. We would also like to hear periodically about education and happenings at the start of the project and during at the lead's discretion. Project leads, if you have begun your project, please let me know and I will put you on the agenda! We do not expect monthly reports, but would like to know when you begin and end the project. Please reach out to me with any questions and let me know if you have started and need to be on this month's agenda! This is a great way to spread the word about your project and support each other with ideas, especially for educational outreach.Please move the red oval on the document to encircle what category the expense is in.
Due to recent events, a few reminders are in order and we have a few new project leads and committee chairs. As such, you are required to keep track of your budget and ensure all expenses for your project or committee are approved by you before they are spent and again when someone requests reimbursement for an expense. You may keep track of your budget on paper or on a digital spreadsheet. If you need help setting something up digitally, please reach out. Attached you will find the 2026 Request for Reimbursement Voucher. Please follow this protocol for the voucher:
1. Make a digital copy and rename it before you send it to someone, so you have a blank one handy at all times. Please keep it in the .docX format so it can be initialized and handled digitally which makes it faster and easier on everyone in the chain!
2. Please let everyone know who works on the project with you, that only a CLEAN receipt should be attached to the voucher ( a copy of the clean receipt is fine). Clean means it has only purchases made for the project and no personal items included. They can ask at the time of purchase for a separate receipt for personal items.
3. All vouchers with the receipts should be emailed to you as lead or chair for you to initial in the upper right hand corner, indicating you are aware of the purchase and that your funds will be used to reimburse. If something unplanned arises and it appears you will go over budget, please contact the executive board immediately with the need and cost of the unplanned expense AND obtain approval from the board, BEFORE you proceed.
4. Once you have initialed (this can be done digitally), send the voucher and the receipts to Kristy Stone, our CFO. She will check the budget spreadsheet to ensure there are funds available for you to use and she will fill out the bottom section before she sends iton to Darlene, our Treasurer, who will then cut the check and mail it to the person listed on the form to receive the reimbursement. Yes, each person in this chain is necessary. Please don't try to skip straight to Darlene! Thank you for all you do for MGACRA! Please reach out with any questions.
Susan Grinich, President
Submitting information to our MGACRA website for your project page
1. Any text documents must be in a Word or Pages format. 2. Flyers need to be pre-approved by Jessica before submitting to website. 3. When sending pictures of an event (always a good thing),each picture needs to be accompanied by a caption (which will also be used for alternate text). Please make each caption unique, using short details. Pictures need to be in a jpeg format. 4. As stated above, please provide a project-ending summary for the website. This will help promote the project for the following year. 5. As your webpage gets constructed, periodically check the page to make sure all information is correct.