[self project] actual budget

8/11/2019 [Self Project] Actual Budget

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THE PROCESS OF FINANCING

OC Finance have the responsibility to make

budget plan and send to Finance Team 10

days before event.

Finance member who responsible for this

OC have responsibility to consult OC

Finance with anything relate to finance.

Budget plan

making

Finance

have th

Budget

VPF hav

guarant

before tstuffs thhas to t

inform t


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FOR ORANIZING COMMITTEES

member who responsible for this OC

e responsibility to check and re-edit the

plan before sending to VPF.

e the resonsibility to check and

ee to approve the Budget Plan 4 days

he event. (if there's any materials orat need long time to order, OC Finance

ake note attached with Budget Plan and

o Finance Team 10 days in advance.

Checking and

Approving Budget Plan After approving, Finance member haresponsibility to keep trach the purc

and Budget Plan implementing proce

After the event is finished, OC Finan

the responsibility to review the actu

budget and re-submit the Budget Pl

the actual budget and the collected

s to Finance team 7 days after the ev

Implementing

Supervising


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ve the

hasing

ss.

e has

l

an with

invoice

ent.

nd


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1. OC Finance Responsibilities

- OC Finance has the responsibility to read this Guideline carefully before m

- OC Finance has the responsibility to contact with Finance member who res

- OC Finance has the responsibility for the making Budget Plan in the whole

- OC Finance has the responsibility for the approved money for OC: Where t

Any over-budget expences have to be informed to VPF in advance- OC Finance has the responsibility to guarantee that all expenses have to b

2. OC Finance rights- OC Finance has the right to ask Finance Team or Finance member who re

- OC Finance has the right to keep track other OC members in the way they i

3. Guideline to use Budget Plan Template- Follow the Budget Plan Template, the OC Budget Plan file name have to fol

- A full Budget Plan template involves 6 sheets:

+ Process: The financing process for the whole periods

+ Guideline: The intructions for OC Finance to make and i

+ Expenses: All the money that OC will pay for (like mater

+ Explanation: Any expense value more than 200.000 VND,

+ Incomes: All the money that OC can earn from the eve

+ Profit - Loss Summary: Summarize all the expenses and incomes in

- OC Finance can learn more about making Budget Plan in the Sample Budg

4. Note- If there is any mistake or error that is found from not following the Guideline

- All the reimbursements for OC's payments need the invoices, OC Finance

Value of bil l

Needed

invoiceInformation for red in

< 200,000 VND

normal

invoiceName CNG TY

>= 200,000 VND

red

invoice Address Tng 6, T

Tax code 030895721*Remember: No invoice, no reimbursement.

OC Finan

*Notice: In Expense part, please consider the invoice code in the lastFinance. For example: OC Marketing Winter EP Recruitment 2011 _ 01
http://localhost/var/www/apps/conversion/tmp/scratch_7/Session%20outline/%5bSample%20budget%5d%5bDec%5d%5bOC%20Marketing%20Winter%20EP%20Recruitment%5d%5b2011%5d%20BUDGET%20PLAN.xlshttp://localhost/var/www/apps/conversion/tmp/scratch_7/Session%20outline/%5bSample%20budget%5d%5bDec%5d%5bOC%20Marketing%20Winter%20EP%20Recruitment%5d%5b2011%5d%20BUDGET%20PLAN.xls


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king Budget Plan for OC.

ponsible for your OC proactively when the OC begins to operate.

OC Financing Process and if there's any issues occurs with the Budget Plan, OC Finance will responsible f

he money is put for have to be consistent with the Budget Plan.

. proved with the invoices (especially Red Invoices or VAT invoices)

ponsible for your OC the consultancy or advices relate to Finance (like which price is the most effective?,

implement Budget Plan.

llow the rule: [AIESEC HCM][OC NAME][YEAR] BUDGET PLAN

C occurs (Budget Plan is just a part of this process)

mplement OC Budget Plan.

ials, stuffs, equiments, ) in estimating and actual.

OC Finance has to attact the mindmaps or other ways to explain under the format of picture (.jpeg, .png,

ts or other ways.

estimating and actual.

et Plan here!

, OC Finance and OCP will be fined as Finance Policy by VPF.

as to follow this rule to push OC member to take the invoice:

voice of AIESEC

TNHH AIESEC

a nh Fimexco, 231-233 L Thnh Tn, P. Bn Thnh, Q.1, TP.HCM

8

ing Process Guideline

olumn carefully. The invoice codes have to follow the rule: [Name of OC][Order number of invoice]. This code should be written by pencil in the back of invoices in order not to damage the invoices (


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r that.

o I need to spend money for this or where can I make the photocopy with the cheap prices...)

with the Budget Plan in the Explaination sheet.

(order number can be put randomly with 2 digits by OCll invoices have to be coded except red invoices).


7/18

ExpensesEstimated

Total Expenses VND 9,801,600

Interview Quant Unit Value Estimated

Students list 20 VND 1,000 VND 20,000

Totals VND 20,000

Workshop 1 Quant Unit Value EstimatedDiary 30 VND 4,000 VND 120,000

Badge 50 VND 4,500 VND 225,000

Venue 4 VND 250,000 VND 1,000,000

Poster (standee) 1 VND 80,000 VND 80,000

Totals VND 1,425,000

Teambuilding Day Quant Unit Value Estimated

Kumquats 1 VND 12,000 VND 12,000Evelope 30 VND 500 VND 15,000

Hunting game's materials 26 VND 250 VND 6,500

Print 6 VND 1,500 VND 9,000

Totals VND 42,500

Workshop 2 Quant Unit Value EstimatedGift for speaker 1 VND 60,000 VND 60,000

Flower 1 VND 30,000 VND 30,000

Balloon 1 VND 40,000 VND 40,000

Color pens 2 VND 22,000 VND 44,000

Totals VND 174,000

SHARING DAY Quant Unit Value EstimatedVenue 1 VND 150,000 VND 150,000

Feedback (Print) 4 VND 500 VND 2,000

Totals VND 152,000

Workshop 3 Quant Unit Value Estimated

Gift for speaker 1 VND 60,000 VND 60,000


Totals VND 90,000



Totals VND 90,000


Venue 1 VND 250,000 VND 250,000


Totals VND 340,000

Challenge 4 Quant Unit Value Estimated

Capital 2 VND 20,000 VND 40,000

BuSELF PROJECT (


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1st prize award 1 VND 100,000 VND 100,000

Totals VND 140,000

Camp Quant Unit Value EstimatedTransportation 1 VND 3,200,000 VND 3,200,000

Entrance ticket 23 VND 60,500 VND 1,391,500

Tent 2 VND 330,000 VND 660,000

Dinner 3 VND 330,000 VND 990,000

Breakfast 23 VND 9,200 VND 211,600

Certificate 22 VND 4,000 VND 88,000

Water bottle 20L 2 VND 15,000 VND 30,000

Banana 6 VND 12,000 VND 72,000

Cassava 3 VND 5,000 VND 15,000

Hunting games materials 10 VND 1,000 VND 10,000

Fire camp 1 VND 660,000 VND 660,000

Totals VND 7,328,100


9/18

VND 9,442,500

Quant Unit Value Actual Invoice code

20 VND 1,000 VND 20,000

VND 20,000

Quant Unit Value Actual Invoice code30 VND 4,000 VND 120,000

50 VND 4,500 VND 225,000

4 VND 275,000 VND 1,100,000

1 VND 80,000 VND 80,000

VND 1,525,000


1 VND 12,000 VND 12,00030 VND 500 VND 15,000

26 VND 250 VND 6,500

6 VND 1,500 VND 9,000

VND 42,500


1 VND 30,000 VND 30,000

1 VND 40,000 VND 40,000

2 VND 22,000 VND 44,000

VND 174,000


4 VND 500 VND 2,000

VND 152,000


1 VND 60,000 VND 60,000

1 VND 30,000 VND 30,000

VND 90,000


1 VND 30,000 VND 30,000

VND 90,000


1 VND 300,000 VND 300,000

1 VND 30,000 VND 30,000

VND 390,000


2 VND 20,000 VND 40,000

Actual

dgetARCH 9 - APRIL 20)


10/18


11/18

EVENT MATERIALS

INTERVIEW Students List

Diary

Badge

Venue

Poster (standee)

Kumquats

Evelope

Hunting game's materials

Print

Gift for speaker

Flower

Balloon

Color pens

Gift for speaker

Flower

Gift for speaker

Flower

Gift for speaker

Flower

Venue

Capital

1st prize award

Transportation

Entrance ticket

Tent

Dinner

Camp fire

We will stay outdoors

We will have outdoor

WORKSHOP 4 Thank you gift for Gu

Thank you gift for GuWORKSHOP 5

CHALLENGE 4

to keep the hint of ea

challenge's letters

-Hints for each statio

-Challenges for each

A present for the win

Each of group will beHCM city and record

- 1st Challenge letter

-Name tags for OC

-Passport card for hu

Thank you gift for Gu

For each group dicus

Promote 4 workshop

it's a challenge of a s

kumquat to complete

mission letter.

print students list to b

days)

WORKSHOP 1

TEAMBUILDING DAY

They are notebooks fspecific questions aft

to keep track.

Gift for attendees an

On sharing day, we h

attendees. It's the re

Feedback

WORKSHOP 2

WORKSHOP 3

Required by guest sp

Thank you gift for Gu

Print attendees' resp

previous events in or

SHARING DAY

Venue


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Breakfast

Certificate

Water bottle 20L

Cassava

Banana

Hunting games materials

Use for game

Use for game

Use for hunting gam

CAMP


13/18

activities at night

est speaker

est speaker

20 participants x 55,000VND/ticket

1 coach (29 seats)

1 kg

30 evelopes

-Hints (18 sheets = 6 stations x 3 groups)

-Challenges (8 sheets)

ch station in Hunting game and

station

er

250,000 + 20% at weekend

given 20,000 dong to take a trip ina video clip

2 groups (2 x 20,000=40,000)

50 pcs (1pc/attendees + guest speaker + OC)

4 workshops + 10% at weekend

s for each group

nting game

6 A4 sheets ( in color):

-Challenge's letters: 2 sheets

-Name tags: 2 sheets

-Passport cards for each group: 2 sheets

est speaker 1 bunch of flower + 1 glass

sion and individual activities 2 boxes

1 standee

1 bunch of flower + 1 glass

and put in front of venue

tation: each member must eat one

the challenge and receive next

e used for check -in and interview (220 A4 sheets (back and white):

- 2 sheets for check-in

- 4 interviers ( 2 sheets/person/day)

or attendees to write down based oner each event . OC collect every week 30 notebooks

to promote project

ave a presentation skill training for

son why we need an inside place

WHY? HOW MANY?

eaker to play a mini game 1 bag with 50 pics

est speaker

nses (online feedbak forms) for

der to explain their concerns

- 2 sheets: Workshop 1 + Teambuilding day

- 1 sheet: Workshop 2 + Challenge 1

- 1 sheet: Worshop 3 + Challenge 2

1 (it could last more than 1h30): 600,000VND

3 sets (1 set: 8 -10 people)

2 tents: 300,000VND/tent

1




14/18

s - Logo (6 sheets)

Banana (6 bunches)

3 kg

2 bottles 20L

20 students + 2 interns

1 bread 5000VND/pc) + 1 milk (5200 VND/bottle) /person


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Income

Total income

Sponsorship Estimated ActualA Company

B Company

Participant Fee20 20 Student VND 700,000

AIESECers

MerchandiseItems @

Items @

Items @

Budget for SELF pro


16/18

Estimated ActualVND 14,000,000 VND 14,000,000

Estimated ActualVND 0 VND 0

VND 0 VND 0

VND 0 VND 0

VND 0 VND 0

VND 14,000,000 VND 14,000,000

VND 0 VND 0

VND 0 VND 0

VND 14,000,000 VND 14,000,000

VND 0 VND 0

VND 0 VND 0

VND 0 VND 0

VND 0 VND 0

VND 0 VND 0

ject


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Profit - Loss Summary

Estimated Actual

Total income VND 14,000,000 VND 14,000,000Total expenses VND 9,801,600 VND 9,442,500

Total profit (or loss) VND 4,198,400.00 VND 4,557,500.00

Event Budget for [Ev


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ent Name]

VND 0

VND 2,000,000

VND 4,000,000

VND 6,000,000

VND 8,000,000

VND 10,000,000

VND 12,000,000

VND 14,000,000

VND 16,000,000

Estimated Actual

Total income

Total expenses

[self project] actual budget

Documents