Annual Kickoff Meeting Brian Sinosic: GCS Vice-Treasurer SPE Gulf Coast Section Annual Kickoff Meeting 24th August 2018 TREASURY Brian Sinosic: GCS Vice-Treasurer To all our Treasury volunteers who give their time to pinch pennies and chase dollars… Thank You!

GCS Treasury Team Introduction Past Treasurer* Prashant Sainani prash87@gmail.com Treasurer Alberto Casero alberto.casero@bp.com Vice-Treasurer Brian Sinosic bsinosic@hotmail.com GCS Admin: Taylor Wright, SPE-GCS@spe.org

General Study Group/Committee Treasurer Responsibilities Track event attendance and process walk-in registration payments Enter Event/Non-Event Reports in Livelink Request expense payments Participate in preparation of next-year budget proposal Resources GCS Treasury Team Study Group/Committee Board (Past & Present) SPE Board Liaison

2018-19 Treasury Guidance Purpose Reimbursement Process To confirm submission and expense request guidelines, ensuring financial reporting consistency across SPE_GCS Study Groups, Committees, and Events. To facilitate quick approval and repayment of submitted reimbursement requests. Reimbursement Process Livelink submissions reviewed and approved weekly GCS checks issued monthly for the BOD meeting, or semi-monthly if possible

Reimbursement Must-Haves aka “Help Brian Help You Get Your Money Back Fast!” Original receipts must be attached (or proof of payment as applicable) Sales Tax must be removed for regular expenses Occasional nominal requests are ok (< $5 tax) Tax Exempt Form and W-9 are available Direct-bill options may be arranged No cash gifts Gift cards w/ receipt can be used instead If in doubt, just let Brian & Taylor know in advance

Livelink Event Reports Event Report Best Practices: Submit one ‘parent’ Event Report named “####” Registration headcount, revenue and corresponding expense details must be included Additional ‘child’ Event Reports can be submitted Name these: ####a, ####b, ####c, etc. Consolidate receipts to keep reports to a minimum This uniquely identifies each specific report while enabling easy rollup of financial data into QuickBooks

Livelink Non-Event Reports Non-Event Report Requirements: Non-Event expenses must be budgeted Non-budgeted items will not be approved Requests to add Non-Event budget items can be made to the Executive Committee Approval is required prior to expense submission

Next-Year Budget Process

Questions? Ask now or hold your peace when your expense request gets sent back…