Post on 03-Jun-2018
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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.xls8/11/2019 [Self Project] Actual Budget
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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).
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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
Flower 1 VND 30,000 VND 30,000
Totals VND 90,000
Workshop 4 Quant Unit Value EstimatedGift for speaker 1 VND 60,000 VND 60,000
Flower 1 VND 30,000 VND 30,000
Totals VND 90,000
Workshop 5 Quant Unit Value EstimatedGift for speaker 1 VND 60,000 VND 60,000
Venue 1 VND 250,000 VND 250,000
Flower 1 VND 30,000 VND 30,000
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
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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
Quant Unit Value Actual Invoice code
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
Quant Unit Value Actual Invoice code1 VND 60,000 VND 60,000
1 VND 30,000 VND 30,000
1 VND 40,000 VND 40,000
2 VND 22,000 VND 44,000
VND 174,000
Quant Unit Value Actual Invoice code1 VND 150,000 VND 150,000
4 VND 500 VND 2,000
VND 152,000
Quant Unit Value Actual Invoice code
1 VND 60,000 VND 60,000
1 VND 30,000 VND 30,000
VND 90,000
Quant Unit Value Actual Invoice code1 VND 60,000 VND 60,000
1 VND 30,000 VND 30,000
VND 90,000
Quant Unit Value Actual Invoice code1 VND 60,000 VND 60,000
1 VND 300,000 VND 300,000
1 VND 30,000 VND 30,000
VND 390,000
Quant Unit Value Actual Invoice code
2 VND 20,000 VND 40,000
Actual
dgetARCH 9 - APRIL 20)
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EVENT MATERIALS
INTERVIEW Students List
Diary
Badge
Venue
Poster (standee)
Kumquats
Evelope
Hunting game's materials
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
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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
1 bunch of flower + 1 glass
1 bunch of flower + 1 glass
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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
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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