Finances and

Closing Your Conference

Panel of Conference Organizers (POCO) Friday 25 July 2008 Seattle, WA

Kevin Uherek, SupervisorConference Finance

Conference Finance Services Summary of Monthly Statistics

4 Financial Analysts (incl. 1 Supervisor)1 VAT Analyst

1 Administrative AssistantTOTAL STAFF = 6

CONFERENCE LOAD = 1,520; AVG. 380/ANALYSTAVG. MONTHLY PHONE CALLS HANDLED = 249; 42/STAFFAVG. MONTHLY E-MAILS HANDLED = 1,520;

253/STAFF

Note: Thanks to your help and cooperation we earned a clean annual audit of IEEE conferences from Ernst & Young. However, they’ve advised they will be looking for conferences to be closed sooner in 2008.

Goals from 2007 POCO

1. Create an On-line Financial Web form to submit financial information

2. Improved communication: – E-mail (standardize utilizing templates)– Quarterly Report (redesigned to display all required items missing)– Timely reminders (missing information)

3. Minimize confusion (clearly label items on Required Documents web page)

4. Streamline processes – Insurance form not needed (committee list only)– Funds transfer (quicker approval process)– Concentration Banking set up (one page)– Concentration Banking Destroy Check form (online access)

On-line Financial Web Form (preliminary model shown at 2007 POCO)

On-line Financial Web Form (Operational)

Improved Communication: E-mail

Pro-active and Educational emails (Standardize utilizing templates)

Example Budget Approved email– References Conference Name and Conference Record number

– States IEEE Headquarters approving Budget

– Lists items commonly requested when Conference ends

Example: Conference Final Certification of Accuracy Proof of Bank Closure Loan Repayment (if loans were issued) Surplus 1099 and 1042 Schedule of Payments Professional Audit (if needed)

Improved Communication: Quarterly Report

Older version: – Displayed only Final related items missing– Relied on manual text entry (terms not standardized)

New version:– Displays both Budget & Final related items missing

– Terms for missing items are standardized (Examples: POBC/COI, Final, Surplus, 1099 Schedule, 1042 Schedule, CB Destroy Check Form)

– Terms auto populate based on script running every night (dates entered for items received removes item in missing item field)

Minimize Confusion (Required Documents web page)

Older version

Minimize Confusion (Required Documents web page)

Newer version

Streamline Process (Insurance form)

Streamline Process (Funds Transfer Templates)

Streamline Process (Funds transfer – editable PDF file download )

Click here (to access template)

Streamline process(Funds transfer template)

10,000.00 USD

ABC Supply All

Best Bank

1 Best Bank Drive

Piscataway NJ / USA

Prof. Member

00000000000

2009 ABC Supply All

0000 0000 0000 0000

To pay Invoice #000001

000000000

•Save as a pdf file along with appropriate W-8 or W-9 pdf form (if applicable)

•Send to Society contact for approval (if needed)

•Send to conference-finance@ieee.org for processing

Questions

For any future comments or questions you can call or send an email:

Kevin Uherek k.uherek@ieee.org

+1 732 562 3876

Thank you