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THE PROCESS OF FINANCING FOR ORANIZING COMMITTEES

OC Finance have the responsibility to make


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