Title: Event Payment Request Procedure for State Teams
Original CoS Document (slug): event-payment-request-procedure-for-state-teams-1
Login Required to view? No
Attached File: Event_Payment_Request_Procedure_for_State_Teams_01_30_25.pdf
Convention of States Action (COSA) depends on the work of dedicated volunteers and is excited by the initiative its state teams take to organize events. COSA wants to help you in this process and has adopted the following policies and procedures to assist with funding these state events, including by making payments for registration fees, venue costs, printing charges, and certain other event expenses
Created: 2023-12-27 09:59:22
Updated: 2025-01-31 16:32:21
Published: 2023-12-27 03:00:00
Converted: 2025-04-14T20:14:48.707941517
Event Payment Request Procedure for State Teams
Convention of States Action (COSA) depends on the work of dedicated volunteers and is excited by
the initiative its state teams take to organize events. COSA wants to help you in this process and has
adopted the following policies and procedures to assist with these state events, including by providing
funds for registration fees, venue costs, printing charges, providing Certificates of Insurance, and
certain other event expenses. Please review the following guidelines for submitting payment requests:
1. Submit the form.
To request payment and/or a Certificate of Insurance for an event, please submit a completed Event
Payment Request Form (EPRF) to payment@cosaction.com
at least 21 days before payment
is due. Requests submitted after this deadline may not be processed in time. A copy of the
EPRF can be <downloaded from COSA’s> website or obtained by contacting a staff member at the
above email address. Payment requests shall be submitted by the State Director or another team
leader in consultation with the State Director. The form must be fully completed, and submitted along
with all documents and information relevant to the event to avoid delays in the approval process,
including documents such as the application, registration, vendor rules, vendor handbook and contract
or agreement.
These documents should not be submitted to the event organizers as the National
team needs to review and approve the request first.
2. Wait for approval.
Once your request has been submitted, it will be reviewed by multiple departments to ensure payment
is appropriate for the organization’s purpose and strategic objectives. Several factors will be considered:
1. Is considered in reviewing requests:the event consistent
with the organization’s mission?
2. Is the ev
ent a cost-effective use of the organization’s
funds?
3. Have similar events been successful in the past?
4. Would payment violate any state laws or regulations?
3. Receive confirmation.
Typically, once a request is approved, a staff member will submit the documents to the event
organizer for you, arrange for the payment to be made, and email you confirmation that the
request has been approved and payment has been made. Please do not pay for the event out
of your own pocket. State laws and regulations limit COSA’s ability to reimburse volunteers for
event expenses. If the nature of your event requires you to be reimbursed, please clearly indicate
that on your event request form and wait for COSA to approve the event for reimbursement
before making any payments.
4. Complete the questionnaire.
After the event has concluded, please review and submit a Post Event Questionnaire form to
payment@cosaction.com within 14 days or complete the electronic Post Event Questionnaire at
https://conventionofstates.com/ePEQ. This form enables COSA to evaluate the success of these
events and learn how to better support its state teams with future events. Submission of this form is
<required in order for your state team to be considered for future event payments. Please upload >
<any photos or videos from the event to our videographer at this link so that COSA can promote >
your team’s event on social media.
Rev. 01/30/25