HOWTO Chair the Budget Committee

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Tasks/Responsibilities of Budget Committee

  • Manage the Budget and all associated processes.
  • Present reports to Board and Membership.
  • Use the Transaction Recognition Policies defined by the Treasurer.
  • Set all i3 policies regarding Budget documentation and accounting, subject to override by Board Action.
  • Hold working meetings if the Committee has more than one member.

Budgeting Processing


  • Make sure that budget@ is set to archive both incoming and outgoing emails permanently.
  • Pass all communication and documentation thru budget@ to insure archiving.
  • Budget@ becomes your permanent archive for the next person.

Processing a Reimbursement Request

  • Get payee name, mailing address, scan of receipt, amount, and Line Item # from the submittal, either from a form reimbursement request (see the Instruction Manual for Budget) or by informally gathering the information to
  • Make sure the name, amount, line item and scan of receipt pass thru budget@. If you are handed paper, photo it and send it to budget@.
  • Send email with amount, name and description to Authorized Agent, per budget. Insert in spreadsheet Color ORANGE.
  • Pester Authorized Agent until approval/rejection. Let Authorized agent handle rejection directly with submittee.
  • Cut check to submittee. Place in month when check is cut. In spreadsheet mark PURPLE.
  • When submitee receives check or check clears bank, mark GREEN.
  • END

Processing a Budget Amendment Request

  • All amendment requests given to the Treasurer will be vetted for completeness and forwarded with an opinion by the Treasurer to the Board at monthly Board Meeting.
  • Give an opinion when asked on all amendment requests done ad hoc in the Board Meeting.
  • Add each approved amendment to the Budget after the Board meeting, giving a new line item #

Budget Reporting

  • Add all paid bills to spreadsheet.
  • Add all income to spreadsheet.
  • Freeze for month and start new sheet for budget through end of next month in Spreadsheet.
  • Create a detailed Budget Report Spreadsheet and Budget Report Summary monthly. Archive in i3 Data Vault.
  • Publish that report to the monthly Board Meeting and an appropriate Members Meeting.

Yearly Budget Creation

  • Distrubute instructions to Coordinators and interested members on how to submit a budget item for submission.
  • Forecast the General and Special Events budget submission form historical trends.
  • Aggregate all budget submissions into a master spreadsheet and deliver that to the Board prior to the Annual Budget Meeting.
  • Preside over the Annual Budget Meeting in which the Board create the Budget for the new cycle.