Treasurer Meeting

Jeff Steuben, Alliance to Save Energy

[email protected]

Haley Gilmore, CSU Chico

[email protected]

Expense Reports and Beyond…

Your guide to being the Green Campus treasurer

• 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

Session Outline

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

Responsibilities

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)

Monthly Deliverables

YouJeff &

Wen in

OaklandEmily

Washington, DC

Merrilee

Harrigan

FinanceFunders

Carlos

Where does it go?

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

Types of Purchases

• All purchases over $500 must be made through Jeff/Wen

• Track expenditures in the Visabuxx transfers/ ASE Credit

Card sheet

You send detailed

purchase description

to Jeff (how much,

where you’re buying,

what it’s for)

Jeff gets

approval from

“The Boss”

Jeff makes

purchase

Large Expenses (over $500)

Credit Card & Value Loads

New! Cover Sheets

Scrolling down…

This is you

Did you get

that memo…?

Consider yourself

informed

Cover Sheets

•One for Reconciliations

•One for Reimbursements

•Check basic information

•Pull total $$$ from expense report

• 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!

Recap

Beyond Expense Reports

Budgeting for ProjectsSemester/Quarter basis

Must be able to cover your team’s project, administrative, and unexpected costs

Visa Buxx cardMonthly reload request to Jeff/Wen

Goal?

Beyond Expense Reports

So…how do we do that?

By becoming a PRO BUDGETER!

KNOW your expenses

PLAN your expenses

ANTICIPATE your expenses

Beyond Expense Reports

KNOW your expensesProject implementation costs

Team SOW

Administrative costs

Indirect

Unexpected costs

Within the course of the semester/quarter

Reevaluate your needs

Don’t miss anythingBe creative

Think outside the box

Beyond Expense Reports

PLAN your expensesBudgeting tool

Update as changes occur

Maintain excellent team communication

Weekly Meetings

Email updates/reminders

Beyond Expense Reports

Project name: Task description: Budgeted Cost Actual Cost TD

SH Surivival Kits (Welcome gifts) 290.00$ 193.97$

Materials for welcome board in house 30.00$ -$

SH/GC mixer; food and prizes 125.00$ 33.38$

Smart Cart rental for presentation 25.00$ 25.00$

Refreshments: Fresh Fruit Platter 50.00$ 50.00$

Lemonade (1 gal) 9.00$ 9.00$

Printing costs for fliers/supplies for advertising 20.00$ 6.50$

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$

Reception at TWTS to showcase artwork (AS Catering) 100.00$

Prizes for 1st, 2nd, 3rd place: gift cards 175.00$

Shasta/Lassen ERC: Pizza party for the winners 120.00$ 171.95$

Smart Cart rental for Energy Audit Training (10/7/09) 25.00$ 25.00$

Business cards for Natalie Streiffer, Jackie Mercure, Haley Gilmore 15.00$ 8.38$

Fun Without Alcohol Fair supplies (food coloring, vinegar) 10/22/09 30.00$ 22.09$

Printer cartidges in 301 (see Gavin) 60.00$ -$

Smart strips (about 5 @ $30.00 each) 150.00$

TOTALS: 1,949.00$ 752.15$

Amount remaining in budget to date (10/31/09) 1,611.87$

Budgeted expenditures not yet purchased (10/31/09) 925.00$

Amount available to budget 686.87$

key

Still need to be purchased

Needed for the upcoming month (November)

Estimated Implementation Budget Expenditures August-December 2009 CSU, Chico

Sticker Art

Competition:

Unexpected

expenditures:

Take the Stairs Day:

Stakeholder's

Meeting:

Sustainability

House:

This number will come straight

fromthe Summary Report sheet in

your Expense Report.

This is a summary of what

you entered above. It shows

expenditures for the

semester that have been

allocated, but not yet spent.

Highlight budgeted items that

haven't been purchased yet. Add

these numbers together to get the

value in "Budgeted expenditures not

yet purchase (date)"

Highlight items that

need to be purchased

in the upcoming

month to more

accurately request

funds on your Visa

Buxx card.

Beyond Expense Reports

ANTICIPATE your expensesMap out expenses with budgeting tool

Basis for reload amount

DO RESEARCH

If you don’t know, FIND OUT!

SOW

Comparable sources

Making Excel Work for You

Excel is your friend!

Formulas

Reduce errors

Easy to use

Personal budgeting sheet

Making Excel Work for You

Project name: Task description: Budgeted Cost Actual Cost TD

SH Surivival Kits (Welcome gifts) 290.00$ 193.97$

Materials for welcome board in house 30.00$ -$

SH/GC mixer; food and prizes 125.00$ 33.38$

Smart Cart rental for presentation 25.00$ 25.00$

Refreshments: Fresh Fruit Platter 50.00$ 50.00$

Lemonade (1 gal) 9.00$ 9.00$

Printing costs for fliers/supplies for advertising 20.00$ 6.50$

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$

Reception at TWTS to showcase artwork (AS Catering) 100.00$

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$

Business cards for Natalie Streiffer, Jackie Mercure, Haley Gilmore 15.00$ 8.38$

Fun Without Alcohol Fair supplies (food coloring, vinegar) 10/22/09 30.00$ 22.09$

Printer cartidges in 301 (see Gavin) 60.00$ -$

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$

Amount available to budget 686.87$

key

Still need to be purchased

Needed for the upcoming month (November)

Estimated Implementation Budget Expenditures August-December 2009 CSU, Chico

Sticker Art

Competition:

Unexpected

expenditures:

Take the Stairs Day:

Stakeholder's

Meeting:

Sustainability

House:

This value represents the total of

all the amounts in this column.

Formula:

=sum(e3:e20)

This represents all of the budgeted

expenses that have NOT been spent yet

(highlighted in yelllow).

Formula:

=d12+d13+d14+d20

Making Excel Work for You

Remember:

Only reference other cells on the spreadsheet, do NOT manually enter numbers into formulas

Windows 2007

Click “Formula” tab

“Insert function”

Click desired function

Enter values

Automatically inserts function

Common Formulas:

Summation

“=sum(number1, number2)”

Any mathematical formula

“=number1-number2”

* multiplication

/division

Making Excel Work for You

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

Contact

Haley Gilmore

CSU, Chico

[email protected]