MIME-Version: 1.0 Content-Location: file:///C:/227664E3/AppendixC.htm Content-Transfer-Encoding: quoted-printable Content-Type: text/html; charset="us-ascii" APPENDIX C

APPENDIX C=

(Attachment 4 to the Mar= ch 2003 Finance Ctee Report)

 

CEIU Finance Committee Meeting

February 2-4, 2003

 

The finance committee met in February to discuss various requirements and recommendations from our auditors.&nbs= p; Our auditor was requested to verify claims, policies with financial implications and our By-Laws to ensure compliance.

 

Items discussed:

NVP claims

Computer equipment

Monies received by Regions a) Training

        =          b) Presidents conference

        =             &nb= sp;            =             &nb= sp;  c) PSAC Regional Conventions

 

The committee looked at the requirements and then recommendations for the National Executive.

 

1.       A)      The committ= ee agrees that NVP claims must include information to back-up the request for mileage, meals, leave without pay, accommodation and other related travel costs.

 

B)      To claim mi= leage and per diems you must be in travel status otherwise the applicable meal ra= te will apply for the particular function.&nb= sp; This has been past practice but never written down.  For a regular work day, breakfast = would be $10.00, lunch $ 20.00 and dinner $30.00. Our financial guidelines should reflect the breakdown.

 

C)      A sample ac= tivity report to be sent to N/E to assist in the breakdown of information.

 

2.       That = for year-end amortization requirements, forms must be completed within 30 days.  If purchase agreements = are not signed, our policy must reflect no further approvals. 

 

3.       All m= onies received from the National Office must be accounted for in accordance to accounting practices.

 

·            = ;          Training budgets:=   Requisitions must be completed and approved.


·            = ;          Target the greater number of participants - should only be attended by those in the proposed region requesting the training.

·            = ;          Funds requested and received must be accounted for= no more than 60 days after the end of the event or less.

·            = ;          NVP expenses must not be charged to the training budget

·            = ;          If accounting is not done in the agreed time, no m= ore funds will be disbursed to the region until such accounting is complete.

·            = ;          All claims and receipts must accompany the report.=

·            = ;          It is recommended that a letter go the National Executive after this meeting to ensure we are in conformity with accounting practices and our By-Laws and policies.

 

Other recommendations for the N/E to consider:

 

4.       Presi= dent’s conferences - The committee reviewed the By-Laws and Policies in regards to= the President’s conferences.  The committee makes the following recommendations:

 

·            = ;          Monies should not solely be used for a one day conference (e.g. pre-convention) unless it can be proven that they have conducted the business of a President’s conference.  Minutes must be provided to ensure= this has happened.  The committee identified what constitute a President’s conference - an official age= nda, reports, audited financial statement if it has not been provided for that y= ear.

 

·            = ;          All relevant documents must be submitted to the National Office ( minutes, claims etc.) within 90 days or less of the event.  (See Regulation # 1).<= o:p>

 

5.       PSAC Regional Convention - As the guidelines states, a subsidy of $300.00 per lo= cal will be advanced to the region no more than 30 days prior to the date of the regional convention.  A list of representatives will be provided with the request.

 

Include in the guidelines one delegate per local for clarity.

 

If the list of participants and costs incurred  is not received 60 d= ays after close of the convention, no further funds will be released to the reg= ion until such accounting is complete.

 

6.       A rep= ort from the comptroller of all financial activities for the regions as well as= the National Executive will be given to the Finance committee at each N/E meeti= ng in order for the committee to review the regions and to recommend further actions.

 

 

 

7.       Compu= ter Equipment - The committee recommends that furniture be included in policy 28.  A list of the furniture m= ust be provided to the National Office and signed.  The policy would be renamed Computer/Equipment purchase and be reflected in paragraph 10.1 section (f).=

  

8.       NVP c= laims - The committee recommends that travel status must be reflected in our financial guidelines and regulation # 3.&n= bsp; It is further recommended that we review the Treasury Board and PSAC guidelines.

 

The committee recommends that a limit of $200.00 per year be allowed for  sundries (paper, pens etc.) from N= VP budgets.

 

Transfer of funds between NVP budget has be= come an administrative nightmare. The transfer of funds was intended to assist N= VPs if they had overspent at the end of the year.  The committee recommends that no t= ransfer of NVP budgets will occur until the final claim has been submitted at the e= nd of the fiscal year. Authority for the transfer would rest with the National President/Comptroller in respect to By-Law 14.

 

9.       The committee recommends that Regulation 20 be reviewed and rewritten to includ= e the same steps as Local finances. 

 

10.     NVP budgets, as p= er past practice will be pro-rated as per tenure.