[CDCKI Chairs] Your Budget Starting October 1 & Voucher info

[Tanya S. Sperling]

District Committee Chairs,

After this weekend I learned many of you did not realize you have a budget
for your administrative costs regarding your position. Included in this
email is a brief overview of your budget, how to vouch, and other important
information. If you have questions please let me know and I'll be happy to
answer them.
*
A. THE BUDGET*

Account Account Name Spent Budgeted Amount Left    672 Club Building and
Revitalization Committee $0.00 $60.00 $60.00  674 Conferences & Convention
Committee $0.00 $60.00 $60.00  676 Kiwanis-Family & Sister Dist Relations
Committee $0.00 $60.00 $60.00  678 Laws, Regulations & Awards $0.00
$60.00 $60.00
 680 Membership Development & Education Committee $0.00 $60.00 $60.00
682 On-To-International
Convention Committee $0.00 $60.00 $60.00  684 Service Committee $0.00 $60.00
$60.00  686 Technology Committee $0.00 $60.00 $60.00

Each committee chair is given $60 to use towards administrative costs form
October 1 - March 31st. This money can cover travel to and from a District
Board Meeting if Heather asks you to come, any incentive program you are
running such as a raffle that is open to every club in the District, etc.
For specific questions regarding if you can or can not vouch that address it
to Jeff.

Even though this excel snippet states you have $60, this is based on if we
receive the projected membership dues the District has set out as a goal.
The administrative account is fully funded by member dues. So if we receive
936 of the 1000 projected dues for this budget you would only be able to
vouch up to 93.6% of your account.

As far as vouching gas goes, if you use an entire tank of gas to travel to
an event you would vouch that entire receipt. However, if it only costs you
half a tank to travel to a specific event you would vouch half the receipt
etc.

*B. RECEIPTS*
All receipts must be the originals. You can not send a photo copy, or a bank
statement indicating you paid for gas on that credit card.
Receipts must be taped down to an 8 1/2 x 11 sheet of paper The vouchers are
scanned and sent into the Capital District Kiwanis Secretary. This keeps
vouchers much more organized. Also, *never* staple your receipts to your
voucher!

If you are purchasing supplies for the District, do not purchase anything
other than District supplies on that receipt. If you want to purchase a soda
while you are out, or anything else ask to have your transaction rung up
separately.
*
C. VOUCHERS*
I have attached the Capital District CKI Voucher for you all to use. Part
one is who the check should be sent to. For example: If you would like the
check sent to your parents for them to deposit for you, please specify that
here. If the check is being made out to you, just put your mailing address.

The second part is who is filling out the Voucher. This will always be your
name and your position. Please try not to abbreviate your position. If the
address in the first section is the SAME as the address in the second
section, you do not need to enter your address twice. Only if it is
different do you need to fill this part out.

Part 3 -- This part is never to be filled out unless you have Jeff's
permission. Please e-mail him first before checking any of these boxes.

Part 4 of the voucher is where you will enter your account number (found in
your budget up top). You will then enter the amount in the correct box. If
you are ever unsure where something falls just feel free to ask. The excel
file will automatically add up everything for you.

Finally fill out the additional information section. Please indicate what
the voucher is used for: Gas to and from event X. Purchase of decorations
for District Convention etc.

Just sign and date the voucher and mail it to
*Jeffrey Wolff
12404 A Liberty Bridge Road
Fairfax, VA 22033-6041*

Once Jeff receives your voucher he will sign off on it and send it to Ellis
Stroup, Capital District Kiwanis Secretary. You should receive a check
within about 1-2 weeks. If you do not receive a check just let Jeff know and
he can follow up.

I hope this clarifies any questions you may have about vouchers and budgets.
If you need anything else. Keep in mind you *CAN* still vouch under your old
account anything from the time of your appointment until now under the OLD
account numbers. I have those if you need to vouch things. Those vouchers *MUST
BE RECEIVED TO JEFF BY FRIDAY!*

Best wishes,
Tanya


-- 
Tanya S. Sperling
The College of William and Mary
Cell: (804) 497-9178
AIM: Tanya5298
E-mail tanyasari at gmail.com

Secretary-Treasurer
Capital District CKI
2008-2009
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