Difference between revisions of "Team:Finance/Procedures"

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#      Make sure the expense is approved by the team lead and/or projectleiding
 
#      Make sure the expense is approved by the team lead and/or projectleiding
 
#. Pay the amount from your own bank account/credit card/etc.
 
#. Pay the amount from your own bank account/credit card/etc.
−
#. Fill out this [https://files.sha2017.org/f/191ecca2cb/ form] completely and sign it
+
#. Fill out this [https://files.sha2017.org/f/b1501a9105/?raw=1 form] completely and sign it
−
#. Make sure that the entire [https://files.sha2017.org/f/191ecca2cb/ form] is readable
+
#. Make sure that the entire [https://files.sha2017.org/f/b1501a9105/?raw=1 form] is readable
 
#. Illegible documents are rejected
 
#. Illegible documents are rejected
 
#.      Expense has to be done within 30 days
 
#.      Expense has to be done within 30 days
 
#. Scan the form together with the corresponding receipts (in color)
 
#. Scan the form together with the corresponding receipts (in color)
 
#.      Handwritten receipts are not accepted
 
#.      Handwritten receipts are not accepted
 +
#.      Combine everything in one PDF
 
#. E-mail this to [mailto:finance@sha2017.org finance@sha2017.org] and send us your scan
 
#. E-mail this to [mailto:finance@sha2017.org finance@sha2017.org] and send us your scan
 
#. You’ll receive a response by e-mail
 
#. You’ll receive a response by e-mail
 
#.      When your request has been handled, it will be paid to your bank account asap
 
#.      When your request has been handled, it will be paid to your bank account asap
 +
  
 
'''Procedure payment in advance (during the event)'''
 
'''Procedure payment in advance (during the event)'''
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#. After purchasing the goods / services, the receipt must be returned to Team-Finance with the remainder of the advance. Handwritten notes are not accepted.
 
#. After purchasing the goods / services, the receipt must be returned to Team-Finance with the remainder of the advance. Handwritten notes are not accepted.
  
−
'''Procedure cash-skimming (during the event)'''
+
'''Procedure event-coin (during the event)'''
 +
 
 +
#. The coinvending-machines wil be emptied en re-stocked every 6 to 8 hrs.
 +
#.      During the re-stocking the teammember of finance will be accompanied by someone of team safety.
 +
#.      If the machines are empty earlier of have a defect, you can contact team finance on dect phonenr 6669(mony).
 +
#.      After every re-stocking of the event-coins we'll administrate the amounts of event-coins which are putten in the machine.
 +
#.      The collected cash of the cash-registers will be administrated by date, time and amount.
 +
#.      The coin collecting bins at the bar will be emptied every 4 to 6 hrs. Also here will team finance be accompanied by a teammember of safety.
 +
#.      In case that the collecting bins needs to be emptied earlier, teambar can contact team finance on dect phonenr. 6669 (mony)
 +
 
  
−
#. Contact team-finance with the announcement that money will be siphoned. Specify on the report where the money comes from. In other words from which team, such as team bar or team merchandise, etc etc.
+
''' Procedure counting coins'''
−
#. Team-Security also needs to be informed so they can keep an eye on this.
+
#.     The foodvendors will receive at the start of SHA2017 an amount of event-coins intended for change.
−
#. The money must be in a sealed  money container.
+
#.      They need to fill in a [https://files.sha2017.org/f/f5ccbbd779/?dl=1 cash receipt], sign it and give it to team finance.
−
#. There should always be two people to pick-up the money. Less people are not allowed.
+
#.     The amount of event-coins will be corrected at the first deposit at team finance.
−
#. The person who’s issuing the money, needs to sign for this at the pick up. If it is known how much is siphoned, this will be stated nearby the signature
+
#.      The foodvendors have 2 times per day when they can deposit their event-coins of their sales. The Times are 10 a.m. and 8 p.m.
−
#. The money is delivered to the portocabin complex, financial department
+
#.     The foodvendors will bring their coins to the finance-porto cabin.
 +
#.      the foodvendors will give team finance an estimate of their sales of the coins they are depositing. For this they'll get a [https://files.sha2017.org/f/f15f695b08/?dl=1 form] to fill in.
 +
#.     Team finance is going to count the coins after all the foodvendors have left the portocabin.  
 +
#.      On the next depositing time they will receive the final result of the counted coins.
 +
#.     Payment will be made the latest, 10 working days after the end of SHA2017 (8-8-2017).
 +
#.      The counted amounts will be administrated by date and depositing time.
 +
#.      After every coin-collection of team bar, the content of the coin-collecting bins will be counted.
 +
#.     The results will be administrated by date and collecting time.

Latest revision as of 19:59, 16 July 2017

Procedure for Declaration costs

  1. Make sure the expense is approved by the team lead and/or projectleiding
  2. . Pay the amount from your own bank account/credit card/etc.
  3. . Fill out this form completely and sign it
  4. . Make sure that the entire form is readable
  5. . Illegible documents are rejected
  6. . Expense has to be done within 30 days
  7. . Scan the form together with the corresponding receipts (in color)
  8. . Handwritten receipts are not accepted
  9. . Combine everything in one PDF
  10. . E-mail this to finance@sha2017.org and send us your scan
  11. . You’ll receive a response by e-mail
  12. . When your request has been handled, it will be paid to your bank account asap


Procedure payment in advance (during the event)

  1. . Contact team-finance
  2. . Advance payments shall only take place within the portocabin complex.
  3. . Notification of reason for the payment in advance. Is it necessary.
  4. . Provide an indication of how much it will cost. Where is the indication based on.
  5. . Fill in the form payment in advance and sign it.
  6. . The payment in advance is granted
  7. . After purchasing the goods / services, the receipt must be returned to Team-Finance with the remainder of the advance. Handwritten notes are not accepted.

Procedure event-coin (during the event)

  1. . The coinvending-machines wil be emptied en re-stocked every 6 to 8 hrs.
  2. . During the re-stocking the teammember of finance will be accompanied by someone of team safety.
  3. . If the machines are empty earlier of have a defect, you can contact team finance on dect phonenr 6669(mony).
  4. . After every re-stocking of the event-coins we'll administrate the amounts of event-coins which are putten in the machine.
  5. . The collected cash of the cash-registers will be administrated by date, time and amount.
  6. . The coin collecting bins at the bar will be emptied every 4 to 6 hrs. Also here will team finance be accompanied by a teammember of safety.
  7. . In case that the collecting bins needs to be emptied earlier, teambar can contact team finance on dect phonenr. 6669 (mony)


Procedure counting coins

  1. . The foodvendors will receive at the start of SHA2017 an amount of event-coins intended for change.
  2. . They need to fill in a cash receipt, sign it and give it to team finance.
  3. . The amount of event-coins will be corrected at the first deposit at team finance.
  4. . The foodvendors have 2 times per day when they can deposit their event-coins of their sales. The Times are 10 a.m. and 8 p.m.
  5. . The foodvendors will bring their coins to the finance-porto cabin.
  6. . the foodvendors will give team finance an estimate of their sales of the coins they are depositing. For this they'll get a form to fill in.
  7. . Team finance is going to count the coins after all the foodvendors have left the portocabin.
  8. . On the next depositing time they will receive the final result of the counted coins.
  9. . Payment will be made the latest, 10 working days after the end of SHA2017 (8-8-2017).
  10. . The counted amounts will be administrated by date and depositing time.
  11. . After every coin-collection of team bar, the content of the coin-collecting bins will be counted.
  12. . The results will be administrated by date and collecting time.
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