Financial Support Handling Guidelines

Appropriate Use of Funds

Funds must be used for expenses that align with the host institution's financial policies. Organisers must ensure all purchases comply with institutional guidelines (for example, alcohol purchases are typically not permitted at most institutions).

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Type A: Gift voucher scheme

LMA will send a digital gift card to the organiser’s email. Organisers can use these for various purposes including prizes, registration support, catering, or other workshop expenses. The specific usage must be identified in the post-workshop reporting form.

• For individual prizes/awards: No receipt required, only recipient details in the reporting form

• For group purchases (e.g. catering): Receipt upload is optional but recommended for your records and transparency

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Type B: Reimbursement

Workshops will be approved for a specific funding amount. Organisers purchase necessary items using their own funds, then submit receipts for reimbursement. This ensures LMA maintains copies of all receipts and that organisers remain within the approved budget.

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Reimbursement Requirements

• All receipts must be submitted via the LMA Post-Workshop Reporting Form within 6 months of the workshop date

• Receipts should be in PDF format (preferred) with clear, legible details including:

  • Date of purchase

  • Item/service description

  • Amount paid

  • Vendor/supplier name

• Reimbursements will only be processed for expenses within the approved budget that meet the appropriate use criteria

• Organisers should retain copies of receipts for their own records

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Questions?

Email: amms.lma.secretary@gmail.com