IEEE REGION 1
ANNUAL MEETING and WORKSHOP
ALBANY, NEW YORK
SECTION OFFICERS TRAINING WORKSHOP
FINANCIAL OPERATIONS
August 1, 2008
SECTION TREASURERS
DISCUSSION TOPICS
RESPONSIBILITIES
TRANSFER OF BANK ACCOUNTS
BANKING RESOLUTION
BUDGETS
USE OF VOUCHERS
EXPENSE GUIDELINES
MONTHLY REPORTS
AUDITS
ANNUAL FINANCIAL REPORT TO IEEE
TYPICAL TREASURER'S RESPONSIBILITIES
Oversee Section Financial Matters
Assist in Preparation of Annual Budget
Prepare Written Report for Section EXCOM Meetings
NET WORTH
INCOME
EXPENDITURES
Establish Bank Accounts (IEEE Concentration Banking)
Pay ALL "JUSTIFIED" Expenses
Receive ALL Funds Due Section
Make Investment Recommendations
Request Approval for Banking Resolutions
Audit All Section Sponsored Conferences
Participate in Audit of Section “Books”
Attend Appropriate IEEE Training
Prepare & Submit Annual Report to IEEE
SUGGESTED BANKING RESOLUTION
Pursuant to Article (number) of the (name of section) Section
Bylaws, it is hereby resolved that the (name of bank) Bank and
any other financial institutions selected by the Section Treasurer,
are to be depositories for certain funds of the Section. The
Section Executive Committee hereby authorizes the (name of
section) Treasurer, (name of treasurer), and such other officers
as may be required, to enter into agreements with the above
banks in execution of those arrangements. Also included in this
authorization is the completion of bank signature cards, banking
resolutions and any other documents required by the banks so
as to establish them as depositories for the Section.
IEEE REGION 1
2009 BUDGET REQUEST
CATEGORY
NUMBER
TYPE
AUTHORIZED
2006
PERSON
ACTUAL
0.00
INCOME
0.01
0.02
0.03
|
0.09
IEEE Rebate Treasurer
TOTAL INCOME
$61,400
$155,228
2007
2008
2009
ACTUAL BUDGET REQUEST
$73,705
$59,000
$58,000
$185,115
$216,300
$212,800
IEEE REGION 1
2009 BUDGET REQUEST (CONT’D)
CATEGORY TYPE AUTHORIZED
NUMBER
PERSON
1.00-9.00
2006
ACTUAL
2007
ACTUAL
2008
BUDGET
2009
REQUEST
EXPENSES
1.00
ADMINISTRATION
1.01
1.02
1.03
|
1.06
Director’s Exp Reg 1 Dir
SUBTOTAL
$5,322
$1,135
$4,000
$4,000
$7,123
$4,518
$8,700
$8,700
IEEE - NEW YORK SECTION
2008
REVENUE VOUCHER
DATE:
TO BE FILLED IN BY TREASURER
TO: Darlene E. Rivera
ABC Co.
123 West 45th Street.
New York, N. Y. 12345
.
CATEGORY NO.
VOUCHER NO.
DATE PROCESSED
:
TREASURER, NEW YORK SECTION, IEEE
RECEIVED FROM:
THE SUM OF
FOR
CATEGORY NO.
AUTHORIZED SIGNATURE
PRINT NAME
TITLE OR OFFICE
COMM./CHAP./DIV./SUBSECT./SECTION
IEEE - NEW YORK SECTION
2008
EXPENSE VOUCHER
DATE:
TO BE FILLED IN BY TREASURER
CATEGORY NO.
VOUCHER NO.
CHECK NO.
DATE:
TO: Darlene E. Rivera
ABC Co.
123 West 45th Street
New York, N. Y. 12345
TREASURER, NEW YORK SECTION, IEEE
PAY TO:
THE SUM OF
FOR
CATEGORY NO.
ATTACH RECEIPTS.
AUTHORIZED SIGNATURE
PRINT NAME
TITLE OR OFFICE
COMM./CHAP./DIV./SUBSECT./SECTION
EXPENSE GUIDELINES
Each Section Must Decide What Expenses are to be Reimbursed
Guidelines Must be put in Writing
Expenses could include:
Travel Costs (Air, Bus, Cab & Train Fares; Mileage for
Automobile Use [2008, 2nd Half Mileage Rate is 58.5 Cents/mi]
Meeting Costs
Food & Refreshments for Meetings
Telephone Calls
Stationary & Postage
Reasonable Tips, Where Appropriate
All Expenses - ACTUAL, NECESSARY, REASONABLE & PROPER
Use Approved Section Expense Vouchers
Submit Within 30 Days
Required Receipts to be Attached
Expense Vouchers MUST be Signed by the SUBMITTER
IEEE - NEW YORK SECTION
TREASURER’S REPORT
NET WORTH SUMMARY
As of 5/31/2008
ASSETS
Cash and Bank Accounts
Checking – Wachovia Bank
Certificate of Deposit – Bank of America
IEEE Long Term Investment Fund
Deposit - Kings County Printing
TOTAL Cash and Bank Accounts
LIABILITIES
TOTAL NET WORTH
$22,600.00
10,000.00
65,000.00
1,000.00
98,600.00
0
$98,600.00
IEEE - NEW YORK SECTION
TREASURER’S REPORT
BUDGET PERFORMANCE
1/1/2007 Through 5/31/2008
Category / Description
Actual
Budget
Difference
1.00 Contributions
2.10 Special Events
2.20 Monitor
2.60 Educational Activities
2.70 Professional Activities
3.10 IEEE Allotment
3.20 Region 1
3.40 Interest
3.30 METSAC
$0
12,000
250
450
650
19,000
$0
650
450
$0
10,000
2,000
1,000
1,000
20,000
1,000
1,500
1,000
$0
2,000
(1,750)
(550)
(350)
(1,000)
(1,000)
(850)
(550)
TOTAL INCOME
$33,000 $37,500
($4,500)
INCOME
IEEE - NEW YORK SECTION
TREASURER’S REPORT
BUDGET PERFORMANCE
(Cont’d)
1/1/2007 Through 5/31/2008
Category / Description
Actual
Budget
Difference
4.11 Regular Meetings
4.12 Special Meetings
4.13 Special Events
4.20 Monitor
4.60 Educational Activities
4.80 Student Activities
4.85 Awards
|
5.63 General Administration
$0
60
17,500
12,000
450
500
0
$500
3,000
15,000
15,000
1,000
1,000
500
$500
2,940
(2,500)
3,000
550
500
500
1,375
2,000
TOTAL EXPENSES
$34,400
$43,800
$9,400
TOTAL INCOME - EXPENSES
($1,400)
($6,300)
($13,900)
EXPENSES
625
TREASURER'S RESPONSIBILITY
DURING AN AUDIT
The Treasurer Shall Attend ALL Audit Meetings
He Shall Have Neat and Organized Records
Net Worth at the Current & Previous Audit Dates
Cash Flow Summary for the Audit Period
Check Register
List of Transactions for all Other Accounts
All Bank Statements
Expense Vouchers, Receipts and Invoices
Canceled Checks
List of all Uncleared Checks to the Current Audit Date
The Treasurer Shall Provide Clarifications
ANNUAL FINANCIAL REPORT TO IEEE
FORM PROVIDED ONLINE and FILED ELECTRONICALLY
(INCLUDES INSTRUCTIONS )
INDEX
SCHEDULE I - RECEIPTS
1.00 CONTRIBUTIONS
2.00 PROGRAM REVENUE
MEETINGS
PUBLICATIONS
PROFESSIONAL ACTIVITIES
3.00 OTHER
IEEE REBATE
RECIPTS FROM OTHER IEEE ENTITIES
BANK INTEREST
ANNUAL FINANCIAL REPORT TO IEEE
(CONT’D)
SCHEDULE I (Cont’d) - EXPENSES
4.00 PROGRAM EXPENSES
MEETINGS
PUBLICATIONS
CONFERENCES
PROFESSIONAL ACTIVITIES
STUDENT ACTIVITIES
GRANTS AND AWARDS
5.00 MANAGEMENT & GENERAL
TRAVEL
AWARDS
POSTAGE
TELEPHONE
SALARIES
PAYMENTS TO OTHER IEEE ENTITIES
ANNUAL FINANCIAL REPORT TO IEEE
(CONT’D)
SCHEDULE II - NET WORTH STATEMENT
ASSETS
LIABILITIES
SCHEDULE III - ANALYSIS OF OTHER RECEIPTS
SCHEDULE IV - ANALYSIS OF OTHER EXPENSES
SCHEDULE V - ANALYSIS OF INVESTMENTS, AND
PURCHASES AND SALES OF FURNITURE AND EQUIP.
SCHEDULE VI – ANALYSIS OF LOANS AND ADVANCES
SCHEDULE VII - RECONCILIATION OF BANK STATEMENT
GENERAL INFORMATION AND SIGNATURE PAGE
BANK ACCOUNT DISCLOSURE STATEMENT
OFFICERS CONFLICT OF INTEREST STATEMENT
CHECKLIST
IEEE GEOGRAPHIC & MEMBER ACTIVITIES
DEPARTMENT CONTACTS
CECELIA JANKOWSKI
MANAGING DIRECTOR
IEEE SERVICE CENTER
445 HOES LANE
P. O. BOX 1331
PISCATAWAY, NEW JERSEY 08855 – 1331
732 - 562 - 5504
c.jankowski@ieee.org (E-Mail)
DANIEL TOLAND
MANAGER
GEOGRAPHIC & MEMBER ACTIVITIES ADMINISTRATION
732 - 562 - 5515
d.toland@ieee.org (E-Mail)
LAURA DURRETT
MANAGER STUDENT SERVICES
732 - 562 - 5523
l.durrett@ieee.org (E-Mail)
IEEE FINANCIAL SERVICES DEPARTMENT CONTACT
CHARLES KRAJCSIK
SR. MANAGER
TREASURY OPERATIONS
732 - 562 - 6837
c.krajcsik@ieee.org (E-Mail)
REGION 1 TREASURER
KARL O. SOMMER
9 0akmont Lane
Jackson, New Jersey 08527
732 - 833 - 7785
k.sommer@ieee.org