Activity Pool
Procedural requirement
Before applying
A. The application must include a cover letter with the content specified below and sent to
sekretariat@cbsstudents.dk :
1. What is the activity? (Examples: seminaries, lectures, start-ups of associations, funding for t-shirts,
cross-study events OR..)
2. Who is the target group of the activity? (The more students, the better)
3. How many will participate? (an estimation)
4. Why should the Activity Pool help in funding the activity? (A reason why, a motivation, a description
of the value created by the activity)
5. Possibly a short extended description of the activity (program, frequency, external inputs, catering
(from where and how) and the like)
6. Possibly other contributors and collaborators (sponsors, other associations, CBS, municipal and the
like)
B. A budget and conditions for the budget, an example:
University Seminar
Budget post
Speakers
Presents for speakers
Moderator fee
Catering
Seminar – Coffee and cake
Reception – Beverages and snacks
Dinner – Network + CBS Students
Breakfast – Network
Sandwich – Network
Accommodation
Network members from Jutland (5 pers.)
Transportation
DSF Landforum – 10 pers.
Total
(Kr. 500 p.p.)
Kr. 2.000
Kr. 5.000
(Kr. 50 p.p.)
(Kr. 50 p.p.)
(Kr. 250 p.p.)
(Kr. 60 p.p.)
(Kr. 40 p.p.)
Kr. 3.000
Kr. 3.000
Kr. 4.000
Kr. 780
Kr. 520
(Kr. 350 p.p.)
Kr. 1750
(~ Kr. 300 p.p.)
Kr. 3000
Kr. 23.050
C. Conditions for the budget in the example above:
Estimated number of participants: 60, of these only xx for dinner and possibly the seminar the next morning
The seminar is held without participation fees
Moderators’ fees are based on “friendship taxation”; the speakers are not given a speakers fee, but the
budget does include a present per speaker
Catering is bought at Spisestuerne and Caferne. The seminar ends with a light working-dinner for a small
group of student politicians, who will continue the next day with the seminar.
To the participants not from Copenhagen transportations fees to/from Copenhagen and accommodation is
covered, at the cheapest possible price within a reasonable standard.
Activity Pool
Procedural requirement, under and after
Under the activity
1. Total consumption and all expenses must be documented with original attachments
2. Designate someone who will have the overall responsibility for the finances
3. Designate a cashier, who is the only one to dispose over the received funding and who is also
responsible for collecting attachments
4. In the case of purchases are made by different individuals, all instructions must be given to everyone
5. Only expenses, which is approved in the budget can be refunded/approved
6. Attachments, receipts and invoices must be approved by the costumer AND the supplier (in order to
ensure that the delivery is correct in regards to number of items, price, quality and the like)
7. Approval is given by signing the attachment with a date
8. Possibly cash payments is approved in the same matter and are refunded solely upon receiving of
receipt
9. All attachments are collected, numbered and listed in e.g. an excel sheet
10. In case of the time period of accounting is a longer time period, should a minimum of weekly or
monthly checks of expenses against the budget be performed
11. Monthly reports must always be made in the case of an activity running over a longer time period
12. It is strongly discouraged to administer a cash deposit. All experience shows it is difficult to
administer properly
13. Bank accounts, expenses and the like? Help and advice is given by the CBS Students secretariat
After the activity
To be handed in or send to sekretariat@cbsstudents.dk :
An account – how did the activity go?
A financial account – matched against the budget or the received funding
The financial account must include a detailed overview of all expenses versus the budget –
month by month.
Every single expense must be documented by a numbered attachment. This number must be
shown on the detailed expense overview.
Every single attachment must be approved with signature by the one who ordered it and the
one who paid.
Expenses and possibly income must be shown based on time periods of minimum a month.
The total amounts must add up and be within the received funding.
NB – We encourage everybody to receive help from the CBS Students secretariat in case of
questions or doubts. Use the email sekretariat@cbsstudents.dk