France Section

C. NORA, France SectionJuly, 16 2008

POCO 2008, page 1

IEEE France SectionPr. Christine Nora, Treasurer, Chair 1996-1998

- Organization registered in 1967

- More than 3000 members with Associates

- 25 Chapters and joint chapters

- 2 Afinity Groups

- Many links with Industry and Universities

France Section

C. NORA, France SectionJuly, 16 2008

POCO 2008, page 2

France SectionMain problems

- Lack of volunteers open call to find new ones- «  Associates » Complexity of French Educational System  Grandes Ecoles and Universities problem of non recognised diplomas!- Samiee data base Mixing between first and last names

France Section

C. NORA, France SectionJuly, 16 2008

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IEEE France Section Conferences

- France Section, Non Profit Organization- Finances Management of Conference- Different Kinds of Partnership

France Section

C. NORA, France SectionJuly, 16 2008

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France Section Non profit Organization

- Organization according to the French 1901 law- The French 3 “C” rules

C: “Caractère inintéressé”no salary or dividend to the board…

C: “Concurrence”the most importantno company may do the same thing

C: “Conditions similaires”only if the answer is yes to the last oneno competitive advantages,not the same conditions

“Impossibility to subsist without help from governmental institutions”

- No VAT, no Company Tax, no Professionnal Tax

France Section

C. NORA, France SectionJuly, 16 2008

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France Section Non profit Organization

Every year France Section receives a form to fill from the French Ministry of Finances

They ask if France Section receives any revenue from:-“agricultural” ressource- properties rental- stocks holder

It is true (and very easy) to answer “none” as they explained it

France Section

C. NORA, France SectionJuly, 16 2008

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Finance Management of conferences

-There was always lot of conferences in France- For each one the members involved found a solution. But this became more and more difficult: French and European laws changed- At every board the members spoke of finding a more global solution, but nobody has time to find it- Retired from my job end of 2002, I had more time to find a better solution- We discussed with the French Ministry of Finances

France Section

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Finance Management of Conferences

When we explained- what we do, - how we do it,

the French Ministry of Finances agreed that we are really a non-profit organization

The first conference took place in 2004 according to our discussion

I discussed also with the bank to find the best way to operate

France Section

C. NORA, France SectionJuly, 16 2008

POCO 2008, page 8

Finances Management of Conference

Bank accounts, one dedicated to only one conferenceSaving account linked only for the main conferenceThe Conference begins with a bank account “empty” and finish “empty” After it will be used for another conference

Internet paymentTPE: Virtual Payment Devicesecurely managed by the Bank with on–line confirmation of the payment France Section held no information about the credit card and the card holder (which may be another one than the attendee)

PayMaster set up the registration payment procedure, automatic acknowledgment to attendees, management of the data base

Treasurer follows the overall operation and the non credit card payments. Treasurer makes sure there is no problem for the Chair

Organizing Committee follows every other things

France Section

C. NORA, France SectionJuly, 16 2008

POCO 2008, page 9

Finances Management of Conference

France Section

Web Site

Bank account Conference n°1

Bank account Conference n°2

Conference

Web Site Bank

Automatic Invoices and Data BaseOrganizing Committee

...

France Section

C. NORA, France SectionJuly, 16 2008

POCO 2008, page 10

Different Kinds of Partnership

According to the French Law the Section Chair is responsible on his or her Personal belongings for any debt of the Section. The Treasurer is also implied in these liabilities

France Section is very sensitive about it and takes care not to have any such loss. It is why it took time to France Section to get imply with the finances of conferences.

It is why France Section is a Partner to organize a Conference and chooses its partner.

France Section has no employees and pays companies to fulfill the tasks needed.

According to every conference, France Section agrees by an MoU with IEEE or by agreement with the organizing committee to have a partnership based on

- part of surplus and loss- every risk and every surplus- only reimbursement of expenses including volunteer time spent (at least small part of it)

France Section

C. NORA, France SectionJuly, 16 2008

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The main advantages?

France Section is known by Convention Centers and by caterers

Members of the Section know where it is possible to held a conference according to the number of attendees, to held the banquet…

France Section with its connection and compliers get better bargain and prices

(for example for the “Palais des Festivals” of Cannes without even discussing there is already, to begin with, 10% discount)

France Section

C. NORA, France SectionJuly, 16 2008

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The main problems?

When organizing a conference, there are quite always some people to pay or reimburse …

Best paper awards, Tutorial speakers…

The “worst” for the treasurer is to have to send money by wire transfer all over the world

No problem for European Union including other countries like Switzerland or Israel: they have an IBAN and BIC (SWIFT Code)Lot of banks even in the US do not know what is an IBAN or even a code SWIFT. This does not allow any electronic wire transfer!!!

A check is not a solution because of the bank fees.

France Section

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And VAT?

As France is in European Union, either solution chosen for conferences deals with VAT

It was not important to speak about it, because everybody in European Union is used to it, the accounting systems are made to deal with it

The only problem for conferences is to make sure than with VAT or without VAT the receipts cover the expenses

And it is also very important to remember that VAT is not like sales taxes in US. If you do not collect VAT, you will still pay VAT on your expenses and you cannot recover it

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Other actions for Conferences

This year, another Section of Region8 asks the help of France Section for the organization of a R8 conference

They could not receive payments by Internet

As we are a French non-profit organization, part of the IEEE network, we agreed, received the money and send it after to the Section

France Section

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Extension to other countries in European Union?

Is this possible to settle the same thing in other countries of European Union?

There are directives than every country should follow. There are directives than every country may follow if they agreed (and signed) to do it.

Status of Non-profit organization like France Section belongs to the last one

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Thank You for Your Attention

Pr.Christine Nora, Treasurer IEEE France Section