Historic Treasurer Materials

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Contents

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Expense Claim Form

Servas 2009 Expense Claim form Expense Form

Draft Budget 2009

Dear National Secretaries and Officers,

Please review the attached draft budget. You will see it in the attached EXCEL workbook. On tabs at the bottom you will find a spreadsheet – for each of the GA2009 and for the general budget for all SI, which also includes the GA 2009.

From meetings of the Treasurer with the Auditor and Book Keeper, we expect Audit work to be done by mid June and the books brought up to date also by mid June. Documentation for some items is slow to arrive, and the Auditor is checking on this matter.

The draft budget is based on current information, and can be updated when the reports come from the Auditor and Book Keeper.

Several of the Committees could not send inputs to help us formulate the draft budget; we guessed their needs, considering past experience.

This draft budget will be open to everyone at the GA 2009 early during the GA conference, so that the financial impact of each GA decision can be assessed, and the Budget can be updated for a decision by the GA.

We are sharing it with you now, so that you can look for omissions, areas to input, improve or expand, as you may see fit.

We wanted to point out the following main features of the Budget:

core reserves remain at a healthy state, although the long term trend of decline continues; SI is spending more than it is receiving in revenues

Exco and some other committees have saved transportation costs by not meeting face-to-face, relying on distance communication. Doubtful this approach to saving can continue in future?

-a deficit is projected for 2009 -reductions in planned costs are shown; however we have been told after we prepared this draft, that some key operations (SI News) are already overdrawn -reductions in planned support for the GA are also shown -the system of advances has been limited; few advances are outstanding, and these are known -financial books are up to date for the first time in years; a very modest amount has been used for book keeping services, as decided at Latina. -detailed notes are included with the Budget, to support your close review -EXCO feels that it is time to consider an increase to the Stamp Fee or a change in the formula of free stamps.

An extensive study of Stamp Fees was done in 2004 by the old Audit Committee. Now that the financial books are in much better order and long term trends can be seen, it will be easier to review the choices available to the GA. Treasurer Lv Subramanian would welcome any comments, advice between now and through the GA.

Gary Sealey

siexco@googlegroups.com

Draft 2009 Budget


Correspondence Concerning Budget

May 26, 2009

26 May, 2009 Dear National Secretaries and Officers

Thanks to Florencio Gomez, Convenor Audit Committee!

Florencio quickly alerted us to the incomplete version of the Servas Budget we sent for your review. Sincere excuses.

Please put your review on the complete version now attached which will go on-line also, at the address noted below. All this Budget planning and analysis work was done in February, March and April, with many versions, as Treasurer and EXCO sorted through various options to propose to you.

In the end, we decided not to send you all our working papers, with many calculations. Treasurer Lv Subramanian has kept all the working copies and can answer any questions. We are hoping for a good discussion at the GA.

To summarize Budget choices:

1) reduce Servas costs greatly; 2) continue Servas, at the same level of costs and revenue as before, to result in a large deficit; 3) and to reduce Servas costs somewhat and project a lower deficit


The attachment with the financial details follows the third choice. We also cut costs in the meantime, and that is why EXCO for instance has not had face-to-face meetings, and we have also limited financial support to the GA in September 2009.

But of course, Servas cannot continue for long with deficits, and so Servas GA must make some more choices of strategy -- including revenues and costs. That is why we wanted you to have the draft Budget now, and to keep the books open for you at the GA, so that you could see how your choices will help.

Status of Accounts:

Accounts 2005, 2006 & 2007 are already audited by both Internal Audit and External Auditors from Turkey completed and reports already submitted Account 2008 book keeping and Audit expected mid-June ( full documentation requirements are not yet complete ); bank statements are fully available and the the book keepers are trying to relate all transactions to the bank statements. Any transactions still unqualified by documentation by mid-June will be reported to the GA.

We hope this update is acceptable and useful to you.

Gary Sealey


Historic Treasurer Materials

Latest News

2005 draft account is completed, and Exco and Treasurer reviewing and 2006 and 2007 draft account will be completed on 15th of January will be completed on 1st Of February for Internal audit and external audit

SI Officers funding

General principles

  • Report your expenses ANNUALLY and ONEs a YEAR for previous year.
  • Document all your expenses with RECEIPTs
  • Stay within your budget ...
  • Get approval from Exco in advance
  • Read Financial Operating Procedures carefully

Abbreviations

  • FOP: Financial Operating Procedures
  • ERF: Expenses Request Form


Stamps Process

[| Stamps distribution for 2008, by LV Subramanian]

Stamps Process from 2000 until 2006

Stamp distribution

2009 Stamp Request Form

2007-2008 Stamp Report


2006

2005

Expense Claim

If you have an expense you would like Servas to reimburse, download this file and submit it for consideration.

Frequently Asked Questions

What do the Audit Reports Say?

What actions is the Executive Committee taking after the Audit?

a) Improved Guidelines for Accounting Image:Guidelines for Accounting entries.doc

What do the Audit Reports Say?


What does the Treasurer say about the Budget?

Image:Treasurer's statement on Budget.doc

What are the Background Studies on the Budget


Historical Information

2007-2008 Treasurer

L V Subramanian : Treasurer of Servas International

What is the Budget for 2008


Audit Review

We were invited by Ömer Özkan for an audit review meeting held in Istanbul during the period of 23rd April to 27th April at Istanbul for conducting the internal audit review meeting of the SI Accounts for the years 2005 to 2007. The Audit Review Committee consisted of Ms Rita Torsvik, from Norway the Convenor, Mr. Florencio from Venuzuela and Mr. Mir from Poland, and I represented the EXCO as the facilitator for coordinating with Omer to have a good review and successful meeting.


The audit review committee

2004-2006 Treasurer

Ömer Özkan : Treasurer of Servas International

SI Financial Information

Treasurer Omer now a 'family' man

Treasurer Financial Reports (TFRs)

TFR for 2004 has been published

  • If you have NOT receive, Please contact Treasurer (via Treasurer@servas.org)
  • TFR is available to National Board members only.
  • The TFR is only available to Servas Members through their National Secretary.

EGA 2006 Funding Process

Annual Reports 2007

Annual Reports 2006

Old Annual Reports

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