division finance azizah sapari dtm district finance manager 2015-2016 district 80 executive council...
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DIVISION FINANCE
Azizah Sapari DTM
District Finance Manager
2015-2016
District 80 Executive Council Meeting13 June 2015 1
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Source of Authority
TI Policies and Protocol - Policy 8.4 District Fiscal Management Protocol 8.4 District Fiscal Management
Reference : GOVERNING DOCUMENTS OF TOASTMASTERS INTERNATIONAL
https://www.toastmasters.org/Leadership-Central/Governing-Documents
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Important Notes
TI Policies and Protocols are updated regularly
Always refer to the latest TI Policies and Protocol
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Outline
1. DISTRICT FUNDS
2. DIVISION FINANCE
3. FUNDS ALLOCATION
4. DIVISION CLAIMS
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1. DISTRICT FUNDS
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Ownership of Funds
All district funds are TI funds to be used for carrying out TI and district missions
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District FundsMay be used for : District and club leader training Club growth and retention Supporting clubs in their membership growth efforts Promotion of Toastmasters International educational programs within clubs District leader travel, communications, administrative materials, awards and
recognition items, district meetings, and speech contests conducted by the district.
Shall not be used for : Meetings outside the district Membership and club dues or fees. Donation to any charitable fund (including Ralph C.Smedley Memorial Fund)
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2. DIVISION FINANCE
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Division Finance Management
Division is allocated funds from district
Division has its own budget
Division budget is part of district budget
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Division & Area Financial Activities
Subject to District Director’s supervision
Monthly Division and Area financial activities
reports are to be sent to District Finance
Manager within 30 days of the end of the
month
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Administration of Division / Area Funds
Funds in division / area bank accounts
- Owned by district / TI
Administration of funds
- To follow the same rules for district funds
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3. FUNDS ALLOCATION
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Funds for Divisions
Amount of provision is :
based on active (PAID) clubs in the
division on TI record as at 1st July 2015
S$150 per club
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Division Expenditure Limits
S/N Item Expenditure Limit *
1 Marketing < 45%
2 Education & Training < 30%
3 Administration < 20%
4 Speech Contests < S$1,000
5 Others < 10%
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* of the total amount of funds allocated for the division
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Example : Creation of Division Budget with 20 Clubs
S/N Item Expenditure Limit
Max Amount (S$)
Division Budget (S$)
1 Marketing < 45% < S$1,350 S$1,000
2 Education & Training < 30% < S$900 S$700
3 Administration < 20% < S$600 S$400
4 Speech Contests < S$1,000 < S$1,000 S$800
5 Others < 10% < S$300 S$100
S$3,000
Allocated Fund for 20 clubs @ S$150 per club = S$150 X 20 = S$3000
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DISTRICT 80
Division Expenses Categorization
ACCEPTABLE UNACCEPTABLE
Marketing Supply catalogue gift certificates and other items obtained from WHQ relating to marketing
All items of expenses which do not directly or indirectly relate to the District and Club mission
Cost of paper, printing, copying (all of this must relate to Division programsto facilitate Division wide marketing campaign for the charter of new clubs and increase in membership base)
All personal purchase and consumption of meals, liquor and/or entertainment expenses
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DISTRICT 80
Division Expenses Categorization
ACCEPTABLE UNACCEPTABLE
Education & Training Expenses
Club Officer Training Expenses
Copying TI materials not readily made available for education and training or members in direct infringement of TI copyright
Printing TI educational materials from TI resource for purposes of training
Certificates, plaques, trophies not purchased from WHQ that bear the name “Toastmasters,” “Toastmasters International,” or the Toastmasters International emblem/logo which infringe TI copyright
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DISTRICT 80
Division Expenses Categorization
ACCEPTABLE UNACCEPTABLE
Speech Contests
Trophies, plaques and certificates purchased from Toastmasters International
Cash awards
Postage Certificates, plaques, trophies not purchased from World Headquarter that bear the name “Toastmasters,” “Toastmasters International,” or the Toastmasters International emblem/logo
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DISTRICT 80
Division Expenses Categorization
ACCEPTABLE UNACCEPTABLE
Admin Stationery Undocumented reimbursement requests
Office supplies Travel
Others Items of expense not listed above but which relate directly to Division, education, training and marketing goals (including and not limited to formation of new clubs, membership recruitment and retention)
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Summary : Primary Use
Training club officers Club growth & retention Membership growth Educational achievementsAwards & recognition itemsSpeech contests
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Summary : Unacceptable Expenses
Personal expenses Free meals, entertainment Cash / Vouchers Items bearing TI name / logo NOT purchased from TI Acceptable expenses at excessively high cost Travel Club charter fees / dues Duplicate Expenses
Recognition Websites
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4. DIVISION CLAIMS
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Division Claims
On reimbursement basis
No request for advance
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Expense Documentation
Claims must be supported by original receipts
If an original receipt is lost, a detailed written and endorsed explanation is required
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Expense Approval
DD – Approving Officer
A single expenditure in excess of S$600 must be authorized in advance in writing by the DD and one other (either the CGD or PQD)
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Some Policies
Reimbursement requests must be made within 60 days of incurring the expense and by 10 June 2016 for expenses incurred in June 2016.
Reimbursement by a district must be made within 60 days after receipt of an authorized reimbursement request.
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Finance Manager issues cheque
Finance Manager
seeks District
Director’s
approval
Finance Manager
checks and prepares cheque
Finance Manager receives
duly-filled Voucher
Finance Manager’s Workflow
Reimbursement Voucher
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Important Deadlines
Last claim submission 10 June 2016
Last cheque issue 30 June 2016
Last cheque clearance 15 July 2016
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Conclusion
District FundsDivision Finance Funds AllocationDivision Claims
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Thank you !
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