budget plan and send to Finance Team 10 days before event. Finance member who responsible for this OC have responsibility to consult OC Finance with anything relate to finance. Budget plan making Finance member who responsible for this OC have the responsibility to check and re Budget plan before sending to VPF. VPF have the resonsibility to check and guarantee to approve the Budget Plan 4 days before the event. (if there's any materials or stuffs that need long time to order, OC Finance has to take note attached with Budget Plan and inform to Finance Team 10 days in advance. THE PROCESS OF FINANCING FOR ORANIZING COMMITTEES Finance member who responsible for this OC have the responsibility to check and re-edit the Budget plan before sending to VPF. VPF have the resonsibility to check and guarantee to approve the Budget Plan 4 days before the event. (if there's any materials or stuffs that need long time to order, OC Finance has to take note attached with Budget Plan and inform to Finance Team 10 days in advance. Checking and Approving Budget Plan After approving, Finance member have the responsibility to keep trach the purchasing and Budget Plan implementing process. After the event is finished, OC Finance has the responsibility to review the actual budget and re-submit the Budget Plan with the actual budget and the collected invoice s to Finance team 7 days after the event. Implementing and Supervising After approving, Finance member have the responsibility to keep trach the purchasing and Budget Plan implementing process. After the event is finished, OC Finance has the responsibility to review the actual submit the Budget Plan with the actual budget and the collected invoice s to Finance team 7 days after the event. Implementing and Supervising 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 14,000 Products Detail Quant Unit Value Estimated Vng tay Size 15 1 VND 1,000 VND 1,000 Size 20 2 VND 2,000 VND 4,000 Size 30 3 VND 3,000 VND 9,000 VND 0 Total VND 14,000 Budget for Fundraising TIMELINE VND 29,000 Quant Unit Value Actual 2 VND 2,000 VND 4,000 3 VND 3,000 VND 9,000 4 VND 4,000 VND 16,000 VND 0 VND 29,000 Actual Budget for Fundraising TIMELINE Revenue Estimated Total Expenses VND 46,000 Products Detail Quant Unit Value Estimated Vng tay Size 15 1 VND 5,000 VND 5,000 Size 20 2 VND 7,000 VND 14,000 Size 30 3 VND 9,000 VND 27,000 VND 0 Total VND 46,000 Budget for Fundraising TIMELINE VND 72,000 Quant Unit Value Actual 2 VND 6,000 VND 12,000 3 VND 8,000 VND 24,000 4 VND 9,000 VND 36,000 VND 0 VND 72,000 Budget for Fundraising TIMELINE Actual Profit - Loss Summary Estimated Actual Total income VND 46,000 VND 72,000 Total expenses VND 14,000 VND 29,000 Total profit (or loss) VND 32,000.00 VND 43,000.00 Budget for Fundraising Budget for Fundraising VND 0 VND 10,000 VND 20,000 VND 30,000 VND 40,000 VND 50,000 VND 60,000 VND 70,000 VND 80,000 Estimated Actual Total income Total expenses