Budgets

1. Create a new budget using the Budget Templates.

   • There should be a previous years budget on your google drive - if not, please contact the Ashintosh Treasurer

   • Templates:

     • • Budget - Event

       • Budget - Non-Event/Small Event

2. Submit your budget to the Ashintosh Treasurer and CC the Ashintosh Events Coordinator into the email

   • > 3 weeks prior for income or expenditure ≤$1,000

   • > 5 weeks prior for income or expenditure >$1,000

3. The Ashintosh Treasurer will confirm whether the budget has been approved within 2 weeks.

Advertising

1. Please abide by the Social Media Policy for the promotion of your event.

   • Note that this includes information on the number and location of Facebook posts allowed, and a handy summary flowchart can be found here.

2. Lecture bashing is a great way to advertise!

3. For a Snapchat filter, contact the Engagement Officer at least 3 weeks prior to the event.

4. To request a post via the Ashintosh Facebook Page, contact the Ashintosh Communications Officer at least 2 days before the desired post date.

Ticket Portal

COMING SOON - Email the Ashintosh Treasurer to create a ticket portal for your event

Volunteers

To request volunteers to help out at your event, contact the Ashintosh Events Coordinator at least 2 weeks before your event.

Reimbursements and invoices

Submit invoices through the Ashintosh Foundation Reimbursement Request Form.

Submit Expense Claims with Tax Invoices, Bank Details, and the Accounting Line to Judy at admin@uqms.org. Keep your tax invoices until you have received your reimbursement in case additional photos/scans are needed.

Ensure that:

• There is NO private spending on the same receipt, please get two receipts.

• The submitted receipt is a TAX INVOICE, not an EFTPOS receipt or anything else. Take a picture of the receipt as soon as you’ve made the purchase. Keep the physical and digital copy until you have been reimbursed.

• Note:

  • • A Tax Invoice will have

• Tax Invoice printed on it

• Itemised list of purchases

• Date of purchase

• GST listed

• Tax Invoices must be a .jpeg, .png, or.pdf files, only.