Treasurer: Difference between revisions
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This department is responsible for all the money before, during and after the convention. You're most important job is going to be saying no to both the chair and the staff if there isn't sufficient money to do the thing they want to do. | This department is responsible for all the money before, during and after the convention. You're most important job is going to be saying no to both the chair and the staff if there isn't sufficient money to do the thing they want to do. | ||
=== To do this job, you MUST be | === To do this job, you MUST be === | ||
* Good with numbers | * Good with numbers | ||
* Understand spreadsheets | * Understand spreadsheets | ||
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* Remember that many of the policies and procedures are put in place to PROTECT YOU from accusations of embezzling etc. | * Remember that many of the policies and procedures are put in place to PROTECT YOU from accusations of embezzling etc. | ||
== Yearly Responsibilities | == Yearly Responsibilities == | ||
* What do you need to do during the year for your department to function before con? | * What do you need to do during the year for your department to function before con? | ||
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* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!) | * Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!) | ||
Your Department on the Website/in the Conbook | == Your Department on the Website/in the Conbook == | ||
* Do you need a website/conbook page/blurb for your department/event? No? | * Do you need a website/conbook page/blurb for your department/event? No? | ||
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* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it! | * If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it! | ||
Before the year starts | == Before the year starts == | ||
=== Initial Budget === | |||
Before the convention year even starts, you’re going to have to work with the chair in order to create a budget which will become your budget for the year. The budget from the previous year should be used as a source of your starting information. Then ensure the folowing: | Before the convention year even starts, you’re going to have to work with the chair in order to create a budget which will become your budget for the year. The budget from the previous year should be used as a source of your starting information. Then ensure the folowing: | ||
* Enter this year’s actual attendance figures into your budget as the projection for next year’s attendance. DO NOT EVER put in a higher attendance because you or the chair or whatever thinks that you’ll get more. This is a safety precaution and a important one. If you put attendance figures higher than this year’s actual attendance, expect that the board will reject your proposed budget. | * Enter this year’s actual attendance figures into your budget as the projection for next year’s attendance. DO NOT EVER put in a higher attendance because you or the chair or whatever thinks that you’ll get more. This is a safety precaution and a important one. If you put attendance figures higher than this year’s actual attendance, expect that the board will reject your proposed budget. | ||
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* Once this budget is complete, you and the chair will submit the budget to the board. | * Once this budget is complete, you and the chair will submit the budget to the board. | ||
Other Steps | === Other Steps === | ||
Make sure you have access to the paypal and bank account. Make sure you have access to the accounting drive, and make sure you understand the spreadsheet. | Make sure you have access to the paypal and bank account. Make sure you have access to the accounting drive, and make sure you understand the spreadsheet. | ||
== 6 Months before con, what do you need to have done? == | |||
6 Months before con, what do you need to have done? | |||
* Add in items your department should have completed by this time and items to finish ASAP. | * Add in items your department should have completed by this time and items to finish ASAP. | ||
3 Months before con, what do you need to have done? | == 3 Months before con, what do you need to have done? == | ||
* Do you have enough volunteers? | * Do you have enough volunteers? | ||
* Add in items your department should have completed by this time and items to finish ASAP. | * Add in items your department should have completed by this time and items to finish ASAP. | ||
1 Month before con, what do you need to have done? | == 1 Month before con, what do you need to have done? == | ||
* Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.) | * Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.) | ||
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* Add in anything else your department needs! | * Add in anything else your department needs! | ||
After the Convention/Before the Firing Party | == After the Convention/Before the Firing Party == | ||
* Make sure all your volunteers (and yourself) got inputted into the system for their hours. | * Make sure all your volunteers (and yourself) got inputted into the system for their hours. | ||
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* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[[email protected]]] & [[[email protected]]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]] <sup>[[[f]]]</sup> | * If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[[email protected]]] & [[[email protected]]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]] <sup>[[[f]]]</sup> | ||
Break down of contacts | == Break down of contacts == | ||
* Who on staff do you need to be in contact with regularly for your department to function? | * Who on staff do you need to be in contact with regularly for your department to function? | ||
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* Do you have contacts outside of VF staff that you should be in contact with? | * Do you have contacts outside of VF staff that you should be in contact with? | ||
Department Inventory and Ordering Resources | == Department Inventory and Ordering Resources == | ||
* list who you have ordered products from (if any) and be sure to list price/currency/quantity and if there was a representative you were in contact with, please list their name. | * list who you have ordered products from (if any) and be sure to list price/currency/quantity and if there was a representative you were in contact with, please list their name. | ||
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* General feedback/tips for future staff when ordering products (sizing, how much the order vs how many expected attendees, etc) | * General feedback/tips for future staff when ordering products (sizing, how much the order vs how many expected attendees, etc) | ||
Do | == Do's and Don'ts of the Department == | ||
* What worked well/Would suggest doing again? | * What worked well/Would suggest doing again? | ||
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* What would you suggest to be done for the future years of your department that aren't already in motion? | * What would you suggest to be done for the future years of your department that aren't already in motion? | ||
Other Resources | == Other Resources == | ||
* Add whatever extras you feel are good tips, tricks, resources, contacts, etc for the future years! | * Add whatever extras you feel are good tips, tricks, resources, contacts, etc for the future years! | ||
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* Advice on how to work with certain companies if they prove to be difficult. (Some companies we order from, it is best to contact a rep directly instead of doing a straight up online order. ) | * Advice on how to work with certain companies if they prove to be difficult. (Some companies we order from, it is best to contact a rep directly instead of doing a straight up online order. ) | ||
PLEASE REMEMBER | == PLEASE REMEMBER == | ||
* Always respond to emails/contacts, even if it is just to say “I recieved your email and will get back to you soon!” / “I don't know the answer but I am looking into it for you!” | * Always respond to emails/contacts, even if it is just to say “I recieved your email and will get back to you soon!” / “I don't know the answer but I am looking into it for you!” | ||
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* If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info. | * If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info. | ||
* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[[email protected]]] / [[[email protected]]] to check or check the contact page on the website! | * Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[[email protected]]] / [[[email protected]]] to check or check the contact page on the website! | ||
[[Category:Executive]] <!-- Branch --> | [[Category:Executive]] <!-- Branch --> | ||
[[Category:Department]] <!-- | [[Category:Department]] | ||
[[Category:Draft]] <!-- Remove once this page has been edited and cleaned up --> | |||