1. When should I submit my Event Finance reports?

   1. 1. 1. • Fifteen (15) days after your event

2. How do I know how much is in the district funds?

• • • • It is imperative you keep a track record of your funds. You may access your account through wave apps. However, as long as you keep all the transactions updated, you will see an accurate account status.

3. How long will it take to get my budget proposal reviewed and approved?

• • • • We require that you submit your request minimum two (2) weeks prior to your event in order to be processed in time for such event

4. What should I do if we don’t have enough funds for our event?

• • • • We recommend that prior to an event a budget and a strategy must take place to ensure your event is funded. However, you may seek the support from the regional treasury to assist and guide you to meet your goal.

5. How do I submit the Budget Proposal and Wave Apps?

• • • • Please visit the "Forms" tab on this page

6. How do I know if the budget proposal has been approved?

• • • • You will receive an emailed notification letting you know if your request has been approved or declined.

7. Is there an electronic form to access the financial records of the district?

• • • • Yes using your Wave Apps account. You can also visit your google drive for data of previous year.

8. Who has access to my Wave Apps account?

• • • • Each account is setup individual to the district. However, The region is the master account holder. Also, your VP has been granted viewing permissions.

9. Can I receive reimbursement if I had to purchase something for district out of my pocket?

• • • • Yes, and only when the occasion calls for an urgent purchase and all necessary steps were exhausted to fulfill this purchase. It is highly recommended that if your district has the funds, you are to budget the event and submit your request in a timely manner.

10. How do I contact the regional treasury if I have any questions or concerns?

• • • • tesoreria.ajecrse@gmail.com , by phone or text

11. Can I hold on to the petty cash remaining?

• • • • Any and All petty cash remaining is required to be mailed in money order form to your regional treasurer. No petty cash is allowed to be held unless it has been approved by the treasurer.

• Tips to know when you are purchasing tshirts on a budget

Depending on the vendor:

* T-shirts of black or white cost less than colors.

* T-shirts with back sides may cost more.

* Make sure you give at least 2 weeks for the printing of T-shirts.

* Camp is always the biggest time for District T-shirts.

*Demand is high during camp season; Try to have them before then, if possible.

• Team up with your RP to promote what you are selling beforehand.

* Many youth do not carry cash on them or have to ask parents for money beforehand

• Remember to always look at the church you are using for the event. Discuss with them whether or not they want to split the offering or will charge a rental fee in order to cover light usage etc. Factor that into your budget.

• It is recommended that you involve 2-5 collaborators for any treasury activity you do (this method can help facilitate the tasks while developing future district leaders)

As indicated in the “Guia de Funciones”, the treasury department is responsible to track and manage the funds of our association whether it is on a district or regional level. These funds are primarily used to achieve events or initiatives in which allows the vision and/or mission of the leadership come to life. There are a series of protocols and processes established to ensure proper management of the funds and is as follows:

Budget Planning:

· Treasurers are to perform proper research on prices prior to making decisions in purchases (regardless what it is)

· Treasurers are to come up with a budget plan to ensure proper handling of the funds (a proper assessment of the current funds must be done in order to determine if program or activities can be afforded)

· If the funds are not enough, the treasurer must discuss this with the VP and come up with strategies to come up with the funds to supply the lack there of.

· They are to submit budget proposals no less than 15 days prior to event (30 days prior is recommended) This time frame will be utilized by the region to review, evaluate and disburse funds.

Reporting:

· Treasurers are responsible for proper record keeping.

o a notebook keep as a manual booking ledger of all transactions

o Wave Apps account to keep electronic record of any and all transactions (VP’s will have viewing access)

Rules:

· ALL funds must be submitted to the region no more than 15 days after the event and/or fundraisers (Possession of petty Cash is no longer allowed unless)

· No Reimbursements will be given without prior approval (This is a case by case situation in which it must be discussed with the regional treasurer)

· Budget Proposals must be submitted regardless if funds are requested or not

o This is for the sole purpose of proper record keeping and ensure that both the regional and district treasury departments are in sync in terms of communication.

All funds must be submitted to the region as follows:

• • By Mail in a Money Order Form

    • Please ensure the treasurers name, district, event name and date is included in the memo section.

  • Direct Deposit

    • You may deposit directly at the back just make sure to submit a copy of the deposit receipt

FYI:

· Should there be any questions regarding treasury processes, it will be available on the Treasury Workspace, they can reach our department via email tesoreria.ajecrse@gmail or simply reach out to any of us personally or by phone.

Treasury Resources

Workspace:

https://sites.google.com/view/ajecrsetreasury/home

Wave Apps:

https://www.waveapps.com/

- This website also offers apps you can download

· Invoice by Wave

· Receipts by Wave

Budget Proposal:

https://goo.gl/forms/hS7cl6fTdK8bDLzG3