|
 |
Policies and Procedures - Finance |
3.2 Budget Timeline - approved 6/99 -
The June input to IEEE on our budget primarily centers around our membership fee and publications inputs, which has been handled via email with the Directors. We can change anything other than pubs and fees/dues at the November Series of Board meetings, which require a September input. The timeline for budget purposes (including inputs to IEEE/TAB) are:
1. February/March - Treasurer receives and analyzes prior year actuals. (We should probably discuss membership fees at the January retreat?)
2. February/March - Director of Publications, Treasurer, and staff prepare preliminary recommendations for next year membership and subscription fees, publication page counts, and ComSoc departmental budget levels. OpCom reviews and concurs. This is the proper time to propose publications initiatives for the budget year. Even though it is prior to receipt of some critical budget inputs from IEEE and will be a major challenge for an incoming Treasurer and/or Director of Publications, the first OpCom meeting of the year normally provides the last opportunity for face-to-face discussion prior to the May IEEE submission deadline.
3. April - Staff (with your review) submits to IEEE a preliminary ComSoc staff budgets.
4. April - OpCom meeting - OpCom discusses the fee/dues structure and applicable rates.
4a. April/May - Directors of Publications, Treasurer, and staff receive initial IEEE budget input parameters and prepare projected second and third budget year fees, page counts, and budget levels. Treasurer compiles detailed ComSoc budget inputs.
5. May - Treasurer obtains BoG budget approval and submits inputs to IEEE Most years this will probably be accomplished via mail ballot due to the submission deadlines being inconsistent with BoG meeting dates. Membership and subscription fees, page counts, and APP (library subscriptions) revenue allocations for the budget year are essentially fixed at this point, so publications initiatives for the next year must be firm. Other budget entries, both ComSoc's and IEEE's, may be adjusted later in the budget cycle....in August/September.
6. May/June - Treasurer obtains BoG approval for revisions (if any, see below) to the current year budget, reviews next year budget with BoG, and begins preparing final inputs to the IEEE budget for the Meetings & Conferences, Executive, Administration and other cost centers.
7. July/August - Treasurer and staff receive second round of IEEE budget inputs and make adjustments as needed. Treasurer submits final ComSoc budget inputs to IEEE. This is an IEEE formality which does not impose additional constraints on the ComSoc internal budgeting process.
8. August/September - ComSoc Officers, Directors, and Executive Director prepare detailed departmental budgets and 5-year financial plans. OpCom reviews and concurs at the September meeting. This is the proper time to firm up all budget-affecting initiatives for the next year.
9. November/December - Treasurer obtains BoG approval for "final" ComSoc budget and 5-year financial plans.
10. January - Treasurer reviews and, if necessary, fine tunes the budget based on Management Retreat discussions (with subsequent OpCom concurrence and BoG approval). Fine tuning may be needed because this could be the first time that new Officers and/or Directors have an opportunity to provide input. After this point no further changes may be made to the current year (IEEE) budget, and unbudgeted expenditures must be handled in accordance with the ComSoc Bylaws.
|
|
|
