Treasurer Meeting
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From the 2010 Alliance to Save Energy Green Campus Energy Efficiency Summit – Greening the Campus, Building the Workforce

From the 2010 Alliance to Save Energy Green Campus Energy Efficiency Summit – Greening the Campus, Building the Workforce

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  • 1. Expense Reports and Beyond… Your guide to being the Green Campus treasurer Jeff Steuben, Alliance to Save Energy jsteuben@ase.org Haley Gilmore, CSU Chico haleydgilmore@gmail.com
  • 2. Session Outline • Introductions • Expectations of treasurers • Reminders and refreshers • Something new • Beyond Expense reports! • Budgeting Strategies • Excel tips • Q&A session on both presentations • Things you will take away from this presentation
  • 3. Responsibilities o Oversee and maintain team budget and VISA Buxx credit card o Keep detailed record of all GC related expenses, including reconciliation, reimbursement, AND credit card purchases made by Jeff/Wen o Complete and submit monthly reconciliation/reimbursement reports with appropriate attachments (VISA Buxx balance statement and numbered original receipts) postmarked by the 1st of the month o Ensure all expenses receive prior approval from the whole team o Keep team up-to-date on budget o Project team’s monthly expenses, and report projection to Jeff/Wen o Be on time
  • 4. Monthly Deliverables By the first of the month: • Complete expense report, email to Jeff & Wen, post to projectspaces • Photocopy & keep – printed expense report – visabuxx statement – taped receipts – cover sheet (more on this later) • Mail the originals to Jeff/Wen – Number receipts matching your expense report – Circle the total bill on each receipt – TAPE, not staple them flat on 8.5/11 page – Single sided (gets photocopied by others)
  • 5. Where does it go? Washington, DC Jeff & You Wen in Emily Oakland Merrilee Harrigan Funders Finance Carlos
  • 6. Types of Purchases 3 Types of Purchases 1. VISA BUXX - Use the monthly RECONCILIATION report to enter expenses 2. ALLIANCE CREDIT CARD– Enter expenses on the VisaBuxx Transfer / ASE CC Summary sheet 3. OOPS (OUT OF POCKET SPENDING) – Use the monthly REIMBURSEMENT report to enter expenses
  • 7. Large Expenses (over $500) • All purchases over $500 must be made through Jeff/Wen You send detailed purchase description Jeff gets to Jeff (how much, approval from Jeff makes where you’re buying, “The Boss” purchase what it’s for) • Track expenditures in the Visabuxx transfers/ ASE Credit Card sheet
  • 8. Credit Card & Value Loads
  • 9. New! Cover Sheets
  • 10. Scrolling down… This is you
  • 11. Cover Sheets •One for Reconciliations •One for Reimbursements •Check basic information •Pull total $$$ from expense report Did you get that memo…? Consider yourself informed
  • 12. Recap • Be responsible for the team’s finances • Submit expense reports correctly and on time • Expenses over $500 go through Jeff/ Wen • Track your Buxx loads and transfer fees • Submit a cover sheet with your expense report each month • Remember that many people look at your reports Next up… Beyond Expense Reports!
  • 13. Beyond Expense Reports Budgeting for Projects Semester/Quarter basis Must be able to cover your team’s project, administrative, and unexpected costs Visa Buxx card Monthly reload request to Jeff/Wen Goal?
  • 14. Beyond Expense Reports So…how do we do that? By becoming a PRO BUDGETER! KNOW your expenses PLAN your expenses ANTICIPATE your expenses
  • 15. Beyond Expense Reports KNOW your expenses Project implementation costs Team SOW Administrative costs Indirect Unexpected costs Within the course of the semester/quarter Reevaluate your needs Don’t miss anything Be creative Think outside the box
  • 16. Beyond Expense Reports PLAN your expenses Budgeting tool Update as changes occur Maintain excellent team communication Weekly Meetings Email updates/reminders
  • 17. Beyond Expense Reports Estimated Implementation Budget Expenditures August-December 2009 CSU, Chico Project name: Task description: Budgeted Cost Actual Cost TD SH Surivival Kits (Welcome gifts) $ 290.00 $ 193.97 Sustainability Materials for welcome board in house $ 30.00 $ - House: SH/GC mixer; food and prizes $ 125.00 $ 33.38 Smart Cart rental for presentation $ 25.00 $ 25.00 Stakeholder's Refreshments: Fresh Fruit Platter $ 50.00 $ 50.00 Meeting: Lemonade (1 gal) $ 9.00 $ 9.00 Printing costs for fliers/supplies for advertising $ 20.00 $ 6.50 Take the Stairs Day: Candy/snacks to handout on day of event $ 50.00 $ 31.88 Prizes: gift cards (1) $50, (3) $25, (5) $10 $ 175.00 $ 175.00 Printing costs for new stickers $ 500.00 Sticker Art Highlight budgeted items that Reception at TWTS to showcase artwork (AS Catering) $ 100.00 haven't been purchased yet. Add Competition: Prizes for 1st, 2nd, 3rd place: gift cards $ 175.00 these numbers together to get the Shasta/Lassen ERC: Pizza party for the winners $ 120.00 $ 171.95 value in "Budgeted expenditures not Smart Cart rental for Energy Audit Training (10/7/09) $ 25.00 $ 25.00 yet purchase (date)" Highlight items that Business cards for Natalie Streiffer, Jackie Mercure, Haley Gilmore $ 15.00 $ 8.38 need to be purchased Unexpected Fun Without Alcohol Fair supplies (food coloring, vinegar) 10/22/09 $ 30.00 $ 22.09 in the upcoming expenditures: month to more Printer cartidges in 301 (see Gavin) $ 60.00 $ - accurately request Smart strips (about 5 @ $30.00 each) $ 150.00 funds on your Visa TOTALS: $ 1,949.00 $ 752.15 Buxx card. This number will come straight Amount remaining in budget to date (10/31/09) $ 1,611.87 fromthe Summary Report sheet in Budgeted expenditures not yet purchased (10/31/09) $ 925.00 your Expense Report. Amount available to budget $ 686.87 This is a summary of what you entered above. It shows key expenditures for the semester that have been Still need to be purchased allocated, but not yet spent. Needed for the upcoming month (November)
  • 18. Beyond Expense Reports ANTICIPATE your expenses Map out expenses with budgeting tool Basis for reload amount DO RESEARCH If you don’t know, FIND OUT! SOW Comparable sources
  • 19. Making Excel Work for You Excel is your friend! Formulas Reduce errors Easy to use Personal budgeting sheet
  • 20. Making Excel Work for You Estimated Implementation Budget Expenditures August-December 2009 CSU, Chico Project name: Task description: Budgeted Cost Actual Cost TD SH Surivival Kits (Welcome gifts) $ 290.00 $ 193.97 Sustainability Materials for welcome board in house $ 30.00 $ - House: SH/GC mixer; food and prizes $ 125.00 $ 33.38 Smart Cart rental for presentation $ 25.00 $ 25.00 Stakeholder's Refreshments: Fresh Fruit Platter $ 50.00 $ 50.00 Meeting: Lemonade (1 gal) $ 9.00 $ 9.00 Printing costs for fliers/supplies for advertising $ 20.00 $ 6.50 Take the Stairs Day: Candy/snacks to handout on day of event $ 50.00 $ 31.88 Prizes: gift cards (1) $50, (3) $25, (5) $10 $ 175.00 $ 175.00 Printing costs for new stickers $ 500.00 Sticker Art Reception at TWTS to showcase artwork (AS Catering) $ 100.00 Competition: Prizes for 1st, 2nd, 3rd place: gift cards $ 175.00 Shasta/Lassen ERC: Pizza party for the winners $ 120.00 Smart Cart rental for Energy Audit Training (10/7/09) $ 25.00 $ 25.00 This value represents the total of Business cards for Natalie Streiffer, Jackie Mercure, Haley Gilmore $ 15.00 $ 8.38 all the amounts in this column. Unexpected Fun Without Alcohol Fair supplies (food coloring, vinegar) 10/22/09 $ 30.00 $ 22.09 Formula: expenditures: Printer cartidges in 301 (see Gavin) $ 60.00 $ - =sum(e3:e20) Smart strips (about 5 @ $30.00 each) $ 150.00 TOTALS: $ 1,949.00 $ 580.20 Amount remaining in budget to date (10/31/09) $ 1,611.87 Budgeted expenditures not yet purchased (10/31/09) $ 925.00 This represents all of the budgeted expenses that have NOT been spent yet Amount available to budget $ 686.87 (highlighted in yelllow). Formula: key =d12+d13+d14+d20 Still need to be purchased Needed for the upcoming month (November)
  • 21. Making Excel Work for You Remember: Only reference other cells on the spreadsheet, do NOT manually enter numbers into formulas Windows 2007 Common Formulas: Click “Formula” tab Summation “Insert function” “=sum(number1, Making Excel Work for Click desired function number2)” You Enter values Any mathematical formula Automatically inserts function “=number1-number2” * multiplication /division
  • 22. Recap Important things to remember: Budgeting Essential to your success Planning/anticipating your expenses Project planning (SOW) Indirect and unexpected costs (Knowledge/Awareness) Doing research Accuracy Competitive Pricing Team communication Responsibility For yourself AND your team
  • 23. Contact Haley Gilmore CSU, Chico haleydgilmore@gmail.com