THE PROCESS OF FINANCING FOR ORANIZING COMMITTEES

THE PROCESS OF FINANCING FOR ORANIZING COMMITTEES

1. OC Finance Responsibilities
- OC Finance has the responsibility to read this Guideline carefully before making Budget Plan for OC.
- OC Finance has the responsibility to contact with Finance member who responsible for your OC proactively when the OC begins to operate.
- OC Finance has the responsibility for the making Budget Plan in the whole OC Financing Process and if there's any issues occurs with the Budget Plan, OC Finance will responsible for that.
- OC Finance has the responsibility for the approved money for OC: Where the money is put for have to be consistent with the Budget Plan.
Any over-budget expences have to be informed to VPF in advance.
- OC Finance has the responsibility to guarantee that all expenses have to be proved with the invoices (especially Red Invoices or VAT invoices)
2. OC Finance rights
- OC Finance has the right to ask Finance Team or Finance member who responsible for your OC the consultancy or advices relate to Finance (like which price is the most effective?, do I need to spend money for this or where can I make the photocopy with the cheap prices...)
- OC Finance has the right to keep track other OC members in the way they implement Budget Plan.
3. Guideline to use Budget Plan Template
- Follow the Budget Plan Template, the OC Budget Plan file name have to follow the rule: [AIESEC HCM][OC NAME][YEAR] BUDGET PLAN
- A full Budget Plan template involves 6 sheets:
+ Process: The financing process for the whole periods OC occurs (Budget Plan is just a part of this process)
+ Guideline: The intructions for OC Finance to make and implement OC Budget Plan.
+ Expenses: All the money that OC will pay for (like materials, stuffs, equiments, ) in estimating and actual.
+ Explanation: Any expense value more than 200.000 VND, OC Finance has to attact the mindmaps or other ways to explain under the format of picture (.jpeg, .png,) with the Budget Plan in the Explaination sheet.
+ Incomes: All the money that OC can earn from the events or other ways.
+ Profit - Loss Summary: Summarize all the expenses and incomes in estimating and actual.
- OC Finance can learn more about making Budget Plan in the Sample Budget Plan here!
4. Note
- If there is any mistake or error that is found from not following the Guideline, OC Finance and OCP will be fined as Finance Policy by VPF.
- All the reimbursements for OC's payments need the invoices, OC Finance has to follow this rule to push OC member to take the invoice:
Value of bill
Needed
invoice
Information for red invoice of AIESEC
< 200,000 VND
normal
invoice
Name CNG TY TNHH AIESEC
>= 200,000 VND
red
invoice
Address Tng 6, Ta nh Fimexco, 231-233 L Thnh Tn, P. Bn Thnh, Q.1, TP.HCM
Tax code 0308957218
*Remember: No invoice, no reimbursement.
OC Financing Process Guideline
*Notice: In Expense part, please consider the invoice code in the last column carefully. The invoice codes have to follow the rule: [Name of OC][Order number of invoice] (order number can be put randomly with 2 digits by OC
Finance. For example: OC Marketing Winter EP Recruitment 2011 _ 01. This code should be written by pencil in the back of invoices in order not to damage the invoices (all invoices have to be coded except red invoices).
OC Finance has the responsibility to read this Guideline carefully before making Budget Plan for OC.
OC Finance has the responsibility to contact with Finance member who responsible for your OC proactively when the OC begins to operate.
OC Finance has the responsibility for the making Budget Plan in the whole OC Financing Process and if there's any issues occurs with the Budget Plan, OC Finance will responsible for that.
OC Finance has the responsibility for the approved money for OC: Where the money is put for have to be consistent with the Budget Plan.
Any over-budget expences have to be informed to VPF in advance.
OC Finance has the responsibility to guarantee that all expenses have to be proved with the invoices (especially Red Invoices or VAT invoices)
OC Finance has the right to ask Finance Team or Finance member who responsible for your OC the consultancy or advices relate to Finance (like which price is the most effective?, do I need to spend money for this or where can I make the photocopy with the cheap prices...)
OC Finance has the right to keep track other OC members in the way they implement Budget Plan.
Follow the Budget Plan Template, the OC Budget Plan file name have to follow the rule: [AIESEC HCM][OC NAME][YEAR] BUDGET PLAN
The financing process for the whole periods OC occurs (Budget Plan is just a part of this process)
The intructions for OC Finance to make and implement OC Budget Plan.
All the money that OC will pay for (like materials, stuffs, equiments, ) in estimating and actual.
Any expense value more than 200.000 VND, OC Finance has to attact the mindmaps or other ways to explain under the format of picture (.jpeg, .png,) with the Budget Plan in the Explaination sheet.
All the money that OC can earn from the events or other ways.
Summarize all the expenses and incomes in estimating and actual.
OC Finance can learn more about making Budget Plan in the Sample Budget Plan here!
If there is any mistake or error that is found from not following the Guideline, OC Finance and OCP will be fined as Finance Policy by VPF.
All the reimbursements for OC's payments need the invoices, OC Finance has to follow this rule to push OC member to take the invoice:
Information for red invoice of AIESEC
CNG TY TNHH AIESEC
Tng 6, Ta nh Fimexco, 231-233 L Thnh Tn, P. Bn Thnh, Q.1, TP.HCM
0308957218
OC Financing Process Guideline
*Notice: In Expense part, please consider the invoice code in the last column carefully. The invoice codes have to follow the rule: [Name of OC][Order number of invoice] (order number can be put randomly with 2 digits by OC
Finance. For example: OC Marketing Winter EP Recruitment 2011 _ 01. This code should be written by pencil in the back of invoices in order not to damage the invoices (all invoices have to be coded except red invoices).
OC Finance has the responsibility for the making Budget Plan in the whole OC Financing Process and if there's any issues occurs with the Budget Plan, OC Finance will responsible for that.
OC Finance has the right to ask Finance Team or Finance member who responsible for your OC the consultancy or advices relate to Finance (like which price is the most effective?, do I need to spend money for this or where can I make the photocopy with the cheap prices...)
Any expense value more than 200.000 VND, OC Finance has to attact the mindmaps or other ways to explain under the format of picture (.jpeg, .png,) with the Budget Plan in the Explaination sheet.
*Notice: In Expense part, please consider the invoice code in the last column carefully. The invoice codes have to follow the rule: [Name of OC][Order number of invoice] (order number can be put randomly with 2 digits by OC
Finance. For example: OC Marketing Winter EP Recruitment 2011 _ 01. This code should be written by pencil in the back of invoices in order not to damage the invoices (all invoices have to be coded except red invoices).
Expenses
Estimated
Total Expenses VND 0
Site Quant Unit Value Estimated
Room VND 0
Hall VND 0
Equipment VND 0
Tables and chairs VND 0
Totals VND 0
Decorations
Flowers VND 0
Candles VND 0
Lighting VND 0
Balloons VND 0
Paper supplies VND 0
Totals VND 0
Miscellaneous
Telephone VND 0
Transportation VND 0
Stationery supplies VND 0
Totals VND 0
VND 0
VND 0
VND 0
VND 0
Totals VND 0
Budget for [Event Name]
TIMELINE
VND 0
Quant Unit Value Actual Invoice code
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
VND 0
Actual
Budget for [Event Name]
TIMELINE
Code Item Explanation note
Income
Total income
Sponsorship
Estimated Actual
A Company
B Company
Participant Fee
Student
AIESECers
Merchandise
Items @
Items @
Items @
Items @
Budget for [Event Name]
Estimated Actual
VND 0 VND 0
Estimated Actual
VND 0 VND 0
VND 0 VND 0
VND 0 VND 0
VND 0 VND 0
VND 0 VND 0
VND 0 VND 0
VND 0 VND 0
VND 0 VND 0
VND 0 VND 0
VND 0 VND 0
VND 0 VND 0
VND 0 VND 0
VND 0 VND 0
Budget for [Event Name]
Profit - Loss Summary
Estimated Actual
Total income VND 0 VND 0
Total expenses VND 0 VND 0
Total profit (or loss) VND 0.00 VND 0.00
Event Budget for [Event Name]
VND 0
VND 0
VND 0
VND 0
VND 0
VND 1
VND 1
VND 1
VND 1
VND 1
VND 1
Event Budget for [Event Name]
Estimated Actual
Total income
Total expenses