Finances and Closing Your Conference Panel of Conference Organizers (POCO) Friday 25 July 2008...
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Transcript of Finances and Closing Your Conference Panel of Conference Organizers (POCO) Friday 25 July 2008...
Finances and
Closing Your Conference
Panel of Conference Organizers (POCO) Friday 25 July 2008 Seattle, WA
Kevin Uherek, SupervisorConference Finance
Conference Finance Services Summary of Monthly Statistics
4 Financial Analysts (incl. 1 Supervisor)1 VAT Analyst
1 Administrative AssistantTOTAL STAFF = 6
CONFERENCE LOAD = 1,520; AVG. 380/ANALYSTAVG. MONTHLY PHONE CALLS HANDLED = 249; 42/STAFFAVG. MONTHLY E-MAILS HANDLED = 1,520;
253/STAFF
Note: Thanks to your help and cooperation we earned a clean annual audit of IEEE conferences from Ernst & Young. However, they’ve advised they will be looking for conferences to be closed sooner in 2008.
Goals from 2007 POCO
1. Create an On-line Financial Web form to submit financial information
2. Improved communication: – E-mail (standardize utilizing templates)– Quarterly Report (redesigned to display all required items missing)– Timely reminders (missing information)
3. Minimize confusion (clearly label items on Required Documents web page)
4. Streamline processes – Insurance form not needed (committee list only)– Funds transfer (quicker approval process)– Concentration Banking set up (one page)– Concentration Banking Destroy Check form (online access)
On-line Financial Web Form (preliminary model shown at 2007 POCO)
On-line Financial Web Form (Operational)
Improved Communication: E-mail
Pro-active and Educational emails (Standardize utilizing templates)
Example Budget Approved email– References Conference Name and Conference Record number
– States IEEE Headquarters approving Budget
– Lists items commonly requested when Conference ends
Example: Conference Final Certification of Accuracy Proof of Bank Closure Loan Repayment (if loans were issued) Surplus 1099 and 1042 Schedule of Payments Professional Audit (if needed)
Improved Communication: Quarterly Report
Older version: – Displayed only Final related items missing– Relied on manual text entry (terms not standardized)
New version:– Displays both Budget & Final related items missing
– Terms for missing items are standardized (Examples: POBC/COI, Final, Surplus, 1099 Schedule, 1042 Schedule, CB Destroy Check Form)
– Terms auto populate based on script running every night (dates entered for items received removes item in missing item field)
Minimize Confusion (Required Documents web page)
Older version
Minimize Confusion (Required Documents web page)
Newer version
Streamline Process (Insurance form)
Streamline Process (Funds Transfer Templates)
Streamline Process (Funds transfer – editable PDF file download )
Click here (to access template)
Streamline process(Funds transfer template)
10,000.00 USD
ABC Supply All
Best Bank
1 Best Bank Drive
Piscataway NJ / USA
Prof. Member
00000000000
2009 ABC Supply All
0000 0000 0000 0000
To pay Invoice #000001
000000000
•Save as a pdf file along with appropriate W-8 or W-9 pdf form (if applicable)
•Send to Society contact for approval (if needed)
•Send to [email protected] for processing
Questions
For any future comments or questions you can call or send an email:
Kevin Uherek [email protected]
+1 732 562 3876
Thank you