1. Outbound Journey Treasurer 2019 Workshop

2. Review of Documents
FFI Policies and Guidelines for Clubs and Programs ( version)
FFO Guidelines Journey Treasurers Inbound and Outbound
BMO Banking Fees
Excel template Instructions

3. Friendship Force Journey Programs Page 4
Three types of outbound Journeys:
International Club to Club Journeys – one week (5-7 nights) program between clubs from different countries
Domestic Club to Club Journeys – Up to 7 nights between clubs within a country
Stopover – 1-4 nights homestay while traveling to or from an International Club to Club Journeys

4. FFI Journey fees Page 5 International Journeys * $140 USD/week
Domestic Journeys ** $10 USD/night
Stopover $20 USD/night
* Ambassadors from within the host country applying to participate on an International Journey must pay the International FFI fee.
**Ambassadors from outside the host country applying to a Domestic Journey must pay the International FFI fee.
Fee not refundable within 60 days of journey start

5. FFI Ambassador Coordinator Discount Page 5
The Ambassador Coordinator will receive a pro-rated discount* of the FFI Fee if 75% or more of the hosting capacity is reached (For multi journeys, lowest capacity journey is used) for international journey only:
*The Discount is contingent upon compliance with the Fill- the-Seat policy and must be confirmed by FFI regional support Manager assigned to the journey:
If a journey is not full at 100 days prior to departure, it must be listed on the FFI online journey catalog.
Capacity
Credit
100 95 90 85 80 75

6. Host Club Fees Page 6
International Journey - basic fee $150 USD; Any amount over $150 USD must be agreed by the Ambassador Coordinator.
Domestic Journey and Stopover - set on a case-by-case basis, to be worked out and agreed upon by the Ambassador and Host Coordinators.

7. Review of Documents FFI Policies and Guidelines for Clubs and Programs
FFO Guidelines Journey Treasurers Inbound and Outbound (Feb 2018 version) nes_for_j_treas_inbound_and_outbound_feb _2018.pdf
BMO Banking Fees
Excel template Instructions

8. Outbound Journey Treasurer Role and Responsibilities Pages 3 & 4
Financial Planning and budgeting – Critical to end up with a net zero balance: Identify all journey costs and income.
Banking, Book and Record Keeping – Opening and closing a community bank account*, deposit all income, write cheque to pay expenses* and keep a journal of all transactions
* Require second unrelated signature, normally the AC, best if living close by
Financial Reporting – to Ambassadors and FFO Treasurer
General Financial Oversight – Ensure financial decisions are in accordance with FFO guidelines

9. Opening Bank Account Pages 5 & 6
JT & AC choose a convenient BMO branch
JT & AC open a community bank account 70 to 90 days prior to journey start “FFO Journey # XXXXX” where X is the FFI-identified journey #
Request documents from FFO President
Letter of authorization
AGM Minutes indicating FFO executive & FFO BY-Laws (for new branch only)
ID with photo required
Request 100 cheques, Online monthly statements, deposit book, bank card and accept Interact e-Transfer deposit

10. Income & Disbursement Pages 7 & 8
Income via cheque, Interact e-transfer, Cash
Disbursement via cheque, wire transfer at bank with AC
All incomes and disbursements must be recorded sequentially in the journey journal including bank fees and periodically reconciled with the bank statement
Invoices or Receipts are required for all disbursements
Caution – do not write last cheque near end of month

11. Income Page 10 Sources of income
Journey Registration Fees – $35/Ambassador/Journey (post dated cheque 6 months prior journey start)
Assured Space Deposit – $300 per oversubscribed journey, 6 months prior journey start
Ambassador’s payment to cover specific expenses

12. Expenses Pages 10 & 13 Three types of expenses
Administration costs – postage, bank fees, booklet, HC gift, club gift/donation
FFI Fee – USD $140*
Host Program Fee – USD $150+*
* Due 60 days prior start date
Group wire transfer payment is normally least costly, followed by an to FFI Regional Support Manager:
a. FFI fee - indicating FFI amount and who paid; and who is paying separately; and
b. Hosting fee - and to Host Club treasurer indicating Hosting fee paid.
Pre/post journey finances – not JT’s responsibility

13. Refund Pages
FFI and Host Program fees – not refundable once paid (60 days prior journey)*
Registration fee – not refundable after 1st day of the 6 month prior the journey#
Assured Space fees – not refundable after 6 month prior the journey#
* Unless replacement found
# Unless one of the 15 criteria listed in item 4.c is met.
Any residual from withdrawn/no show applicant must be transferred to FFO main account

14. Review of Documents FFI Policies and Guidelines for Clubs and Programs
FFO Guidelines Journey Treasurers Inbound and Outbound
BMO Banking Fees (16 Apr 2018 version) guide-business-en.pdf
Excel template Instructions

15. Community Account Banking Fees Pages 11 - 12
$ monthly administration fee, if minimum monthly balance < $5,000;
$ per transaction (20 free per month);
$ per teller deposit (5 free per month);
$ per cheque deposited (25 free per month);
$3.00 – monthly paper statement (free monthly e-statement).

16. BMO Sundry Fees Pages
$ Account closed within 90 days of opening;
$ per deposited NSF cheques;
$ per written NSF cheques;
$ per foreign currency money order or draft (free for USD money order);
$ Wire transfer payment up to $7,500, add 0.2% of additional amount.

17. Both Signatory Requirement
Both signatory must be present for:
Open or close a journey account;
Initiate a Wire Transfer;
Request a Money order or draft; and
Both must sign cheques to pay expenses.

18. Review of Documents FFI Policies and Guidelines for Clubs and Programs
FFO Guidelines Journey Treasurers Inbound and Outbound
BMO Banking Fees
Excel template Instructions

19. Template Overview
Instruction Tab – Provides the overview information about the Excel template.
Budget Tab – Area to enter the expected income and expenses to ensure a net zero balance.
Journal Tab – Area to record all transactions as they happen. All income should be entered in column C as “Ambassador Receipts” or “=C$84”, “Host Receipts” or “C$85”, or “Miscellaneous Receipts” or “C$86”.
Outbound Details – Area to track income and expenses associated with each Ambassador thus calculating each ambassador’s refund.
Summary-Source & Use of funds – Automated report showing Actual vs Budget and Variances.
All input field have yellow background.

20. Special Cases
Different FFI Fee amount (different journey types and/or AC discounted fee); and/or
Different Hosting Fee amount (Double/Triple Journeys and/or different journey types).
Use FFI fee/Hosting fee budget line for one amount; and
Use one or more of the seven spare budget lines (rows 33-39) for different FFI fee/Hosting fee amounts and renaming the item appropriately (AC Discounted FFI Fee, Second Journey Hosting Fee, Stopover Fee, etc.).