How many l between 1 & 2 ? How many l between 1 & 4? How many nodes are there below?
Money: How do we get it?. Background Info How many of you are attending a JETAA conference for the 1...
-
Upload
hannah-wade -
Category
Documents
-
view
217 -
download
1
Transcript of Money: How do we get it?. Background Info How many of you are attending a JETAA conference for the 1...
Money: How do we get it?
Background Info
How many of you are attending a JETAA conference for the 1st time?
How many of your are new to being a treasurer?
How many of you are already actively working with your consulate to work out a MOFA budget?
What specific issues are you hoping will be addressed here?
Sources of funding for your chapter
1. CLAIR (GIA= Grant in Aid)2. MOFA (Funding through local consulate)3. Raising funds as a 501c34. Collecting “door cash” at events to use
at the actual event (cost-sharing)
CLAIR GIA Funding
4.5 Types of GIA from CLAIR:Basic GIA
A set 100,000 yen for official chapters (operating expenses)Normal GIA
Funding for chapter’s activities & eventsMulti-Chapter Conference GIA
Funding for regional / national conferences (up to 20man / conf)Country Rep GIA
For US, base funding of 63,000 yen per CR for travel & admin costs“Special” GIA
Only given on a case by case basis for events outside of JETAA
CLAIR GIA Funding
1) Annual GIA request (due July’ish) Summarizes all projected expenditures (MOFA & CLAIR) Change of usage documents to be submitted when needed
2) End of year spending report (due March’ish) Submit receipts and explanations for ALL expenses
Importance of membership dataCost sharing
MOFA Funding
1) Annual Budget Proposal
2) Budget Requests
3) Spending Reports
4) Activity Reports
MOFA: Step 1- Annual Budget Proposal
Start building a relationship with your Consulate NOW Identify and work with your Consulate liaison
JET Coordinator * (JET and JETAA share the same pocket of funding) Accounting Consul Other appointed JETAA tantousha
Submit your annual proposal in Feb’ish (end of FY) to the Consulate See if you can use the same budget proposal form you use for GIA Funding proposals will get approved/ revised at the start of the Japanese FY These proposals give Tokyo a chance to give the JETAA chapter feedback on the
likelihood of successfully receiving budget for their proposed uses If you request budget for something not on the initial annual proposal, it’s
really difficult to be successful
Specific item details(i.e. Venue,
honorariums, kaigihi, supplies,
etc)
Cost of each of the items
MOFA: Step 2- Budget Request
ESID- check with your consulate liaison The funding can be requested anywhere between 1 month to 6 months
ahead of time: I usually submit whole quarter requests 1 month before Request done via official/ internal channels from the Consulate, which is
why it’s important to stay in contact with the tantousha Must include estimates for spending (ex, kaigihi, actual items, other
charges) These request letters usually get submitted along with a Japanese one
made by the tantousha Tantousha may ask you to make requests more detailed, or submit
additional information along with letter (i.e. member lists, etc)
MOFA: Step 3- Spending Reports
ESID- check with your consulate liaison Spending reports may need to be submitted:
Quarterly every 6 months event-based
Must include receipts for all expenditures May need to include an explanation if an expenditure is LESS than original
estimate submitted If your expenditure goes over, it will be rejected 99% of the time I submit:
1) Quarterly reimbursement request letter 2) MOFA spreadsheet 3) Receipts for all purchases
Quarterly Reimbursement Request Letter
MOFA Spreadsheet Form
Receipts
MOFA Step 4: Activity Reports
Must be done for every expenditure that uses MOFA funding (not only activities or events)
Include: Purpose of the event/ expenditure Results of the event/ expenditure Any improved results as compared to previous years and why How many outside participants (non-JETs) Anything that makes your event look great
The more detail you provide, the better!
Activity Report
MOFA Funding: Tips
Annual Spending Report Hopefully the same as the GIA end of year spreadsheet??
Keep copies of everything you submitMake it easy for your consulate to help support you
Be organized Organize your receipts Double check your math Be on time with your paperwork
Talk to your consulate about partnering up for events Creates a relationship Creates VALUE for your chapter
I KNOW YOU HAVE THEM!!!
Q&A