Financial Management January 2011. Where does the money come from? Section Rebate Program Region Assistance Society Assistance for Chapters Conference.

Financial Management

January 2011

Where does the money come from?

• Section Rebate Program

• Region Assistance

• Society Assistance for Chapters

• Conference Income

• Donations

Section Rebate Program 2011

• $2000 Flat Fee PLUS:– $3 per Member, Student or Associate– $1.50 per Affiliate– $4 per Senior Members and Fellows– $200 / eligible Chapter & Affinity Group– $500 / subsection– 10% bonus for reporting on time (Feb18, 2011)– Additional bonuses for high activity! (10 section

meetings = $200, 6 society meetings = $75)

• Unit and subunits must comply with activity and reporting requirements

Improve your rebate!

• Encourage members to apply for senior membership (note: new senior members get a IEEE $25 certificate)

• Hold many meetings.

• Encourage increasing membership – even students

• http://www.ieee.org/societies_communities/geo_activities/required_reporting/rebate_schedule.html

Region Assistance

• Section Support Via Regions (SSVR)– Funds set aside by MGA each year– To be used at the discretion of the Region

Director ($6150 in 2010)

• Great source for funding special projects, initiatives

Society Assistance For Chapters

• Each Society has its own program– for example, PES has a High Performing

Chapter Grant Program

• Refer to Society Chapter Funding Guide for more information– http://www.ieee.org/about/volunteers/tab/soci

ety_chapter_funding_guide.html

Conference Income

• Sponsorship opportunities with Societies, Sections, other Chapters

• See Technical Activities Conferences web page for more information:– http://www.ieee.org/conferences_events/conf

erences/organizers/index.html

Donations

• IEEE Policy permits Sections and Chapters to accept donations for activities of scientific or technical nature

• “Solicitation” must be approved in advance by IEEE Executive Committee

Donations

• For more information on IEEE policies relating to contributions, grants, and the IEEE Foundation, contact IEEE Development Office staff:– [email protected]– http://www.ieee.org/organizations/foundation/

How is the money used?

• IEEE-sponsored activities:– Chapter and Affinity Group Support– Newsletters (1 a year via snail mail required)– Student Branch Support– Distinguished Lecturers– Technical, administrative & social meetings– Recognition supplies (banners, plaques, pins,

certificates)

Where is the money kept?

Unit Bank accounts:– Should be opened in the name of IEEE

_______ Section or Chapter– Signature of Staff Director - Financial Services

on bank account– Concentration Banking Program

• Pays 6 month CD rate, no fees• Local unit retains complete control of assets• Debit card also available

How/what do we report to IEEE?

Annual Financial Report (L-50)– Section submits for all units...including

Subsections, Chapters and Affinity Groups– Accounts for all financial activity …expenses

and revenue, including investments

How/what do we report to IEEE?

• Annual Financial Report (L-50)– Can be submitted in hard copy or using Excel

spreadsheet• http://www.ieee.org/societies_communities/geo_a

ctivities/required_reporting/L50.html• Click on “Required Reporting”

– L-50 Questions? • [email protected]

Contract Administration• All contracts with a stated or expected value at

or above $25,000...negotiated & approved locally, executed (signed) at the Operations Center after review by subject matter experts

• Contracts $5,000 to $25,000...executed (signed) locally with a copy sent to IEEE Procurement Department

Contract Administration

• Review by subject matter experts:– Staff, Legal, Volunteers (as appropriate)

• Legal review is at no cost to initiating unit• Contract database for historical references• Contacts:

http://www.ieee.org/membership_services/services/financial/contracts/index.html

[email protected]

Insurance

• Commercial General Liability

• Fidelity Bonding

• Volunteer Travel/Accident Medical Plan

Liability Insurance

• Coverage is extended to IEEE’s Organizational Units, and its sponsored activities -- Region/Section/Chapter meetings, conferences

• Provides coverage in the event of liability due to bodily injury, personal injury, or damage to the property of others…for instance, leased property such as computers and AV equipment

Liability Insurance

• Volunteers are included as additional insured parties -- while acting within the scope of their duly authorized duties

• Insurance carrier has the duty to defend IEEE (and its Volunteers) in the event of a liability suit…IEEE Insurance Office should be notified immediately in the event of a lawsuit

Volunteer Travel Accident / Medical Plan

• Effective 1 January 2001• IEEE implemented a plan to provide IEEE Volunteers

with medical coverage in the event an individual requires immediate medical attention while on authorized IEEE travel outside of the individual’s home country

• Does not apply to travel to and from a conference …unless the travel is for authorized IEEE business

• https://www.ieee.org/membership_services/membership/services/global_travel.html

Assistance is Available

• IEEE Treasurers’ Handbook– http://www.ieee.org/documents/finopsmanual.

pdf– http://www.ieee.org/societies_communities/ge

o_activities/public_relations/gen_info.html

• IEEE Bylaws & Policies– http://www.ieee.org/documents/constitution_b

ylaws_policies.pdf

Assistance is Available

IEEE Staff Contacts– L-50 preparation & Rebates help:

[email protected]– Concentration Banking help:

[email protected] – CB Card (debit card):

[email protected] – Insurance: Tom Lynch ([email protected])

Required Reporting

Required Reporting

• All geographic units must report their officers, financial activity, and meeting activity annually to the IEEE Operations Center in Piscataway

• All activity should be reported through the Section, including that of Subsections, Chapters and Affinity Groups

• 10% bonus if all reporting postmarked no later than end of third week in February

Required Reporting, p.2

• Report forms are sent out Nov/Dec

• Officer & meeting report forms sent to Secretary

• Financial forms (L-50) sent to Treasurer

• Also available on web:– http://www.ieee.org/societies_communities/

geo_activities/required_reporting/L50.html

Financial Report (L-50)

• Responsibility of Section Treasurer• Two ways to submit:

– Include all unit & subunit data– Provide separate L-50s for each unit & subunit (prefer

former!)

• Available in hard copy, or as Excel spreadsheet• Questions?

– [email protected]

Officer Confirmation

• Responsibility of Section Secretary• Include all officers: Committees, Chapters,

Affinity Groups• Include member #s for verification• Officers must be in good standing and Members • Chapter Chairs must be a member of the

Society• http://www.ieee.org/societies_communities/

geo_activities/required_reporting/officer_forms.html

Meeting Reports

• Responsibility of Secretary• L-31 online form vTools

– Sections - 5 mtgs. (can include Chapter mtgs., ExCom mtgs.)

– Subsection - 5 mtgs. (as Section)– Chapters - 2 technical mtgs.– Affinity Groups - 2 mtgs.– http://www.ieee.org/societies_communities/

geo_activities/required_reporting/meeting_form.html

Wrap-up

• Money is available, mostly from rebates.

• You must report meetings.

• You must report new officers.

• You must submit the L-50 report.

• Your rebate is larger if you are more active and you submit reports early.