Financial Reporting Process IEEE SCV SECTION Financial Reporting Process January 24th, 2015 Jason Chan - SCV Treasurer IEEE Santa Clara Valley Section

OU Chair Oversight Requirements Enforcement New in 2014 OU Treasurers OU Secretaries Justify all Incurred Expenses by Cataloging * Receipts * * Invoices * * Email Transcripts* Annotate meeting minutes notes substantiating any incurred expense not adequately described by receipts IEEE Santa Clara Valley Section

L50 Filing Deadlines Preliminary Financial Reports BUTemplate Monthly Reports Due Date: Nov. 30th 2014 Monthly reports from Jan - Oct COA codes* included in all line-item entries Ensure BOY** and YTD*** totals balance out with accompanying CBRS/Local Banks statements † † Even if accounting accuracy is questionable by Nov. 30th, submit Templates by Nov. 30th and immediately coordinate with SCV Chair & Treasurer to rectify any and all issues Prepared and Certified by Incumbent OU Treasurer LOCAL BANK ACCOUNT statements must be attached with BUTemplates for auditing Incumbent OU Treasurers will use this opportunity to train newly elected Treasurers *COA: IEEE Chart of Accounts with descriptions of sources and types of income as well as expense categories **BOY: Beginning of the year 1/1/YYYY ***YTD: Beginning of the year until the date noted on the report † † Note: The prior month’s transactions are usually posted and available by the middle of the current month IEEE Santa Clara Valley Section

L50 Filing Deadlines Final Financial Reports Final BUTemplate Reports Due Date: Jan. 30th 2015 Line-by-line accounting spanning from Jan 1st - Dec 31st COA* codes included in all line-item entries BOY** and EOY*** totals must accurately reconcile with accompanying CBRS/Local Banks statements as noted by the BANK. Prepared and Certified by Incumbent OU Treasurer LOCAL BANK ACCOUNT statements must be attached with BUTemplates *COA: IEEE Chart of Accounts with descriptions of sources and types of income as well as expense categories **BOY: Beginning of the year 1/1/YYYY ***EOY: End of the year 12/31/YYYY IEEE Santa Clara Valley Section

IEEE Santa Clara Valley Section SCV Section Support Having Trouble Meeting the Deadline? Contact SCV Chair and Treasurer ASAP, they will be more than happy to support you Late BUTemplate submissions? It is imperative that you contact both SCV Section Chair and Treasurer ASAP for guidance/assistance Help to ensure the section tenders all BUTemplates on-time to avoid auditing risks IEEE Santa Clara Valley Section

Section Bonus Sharing Program Eligibility Requirements On-time OU submission of Jan-Oct BUTemplates On-time OU submission of accurate & finalized BUTemplates by Jan 31st Eligibility Conditions Bonus contingent on SCV Section’s ability to tender all BUTemplates by the HQ-mandated Feb 15th deadline Failure to tender all BUTemplates to HQ on-time shall constitute an automatic forfeiture of bonus sharing among all OU’s Bonus Distribution A portion of the 10% section bonus shall be shared among qualified OU’s bonus as follows IEEE Santa Clara Valley Section

Section Bonus Sharing Program Rebate Structure/Process Flow Rebate Components Section Bonus 1st Tier $200 HQ Bonus 2nd Tier $75 HQ Bonus Section Bonus Sharing See “New Rebate Process Flow – 2014.PDF” for further details IEEE Santa Clara Valley Section