[227] in UA Exec
Feb. 8 receipt deadline and fall retrospective
daemon@ATHENA.MIT.EDU (Alex Dehnert)
Thu Feb 4 13:41:36 2010
Date: Thu, 4 Feb 2010 13:41:32 -0500 (EST)
From: Alex Dehnert <adehnert@MIT.EDU>
To: ua-exec@mit.edu
cc: ua-treasurer@mit.edu
In-Reply-To: <alpine.DEB.2.00.1001281425400.5177@kronborg>
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A reminder to submit receipts and your Fall 2009 retrospective. Please=20
make sure that any committee members who may have made purchases are also=
=20
aware of the receipt deadline.
Sorry I haven't followed up --- I'm still getting the new reimbursement
system working, and I wanted to do include that information in the next
round of emails.
Thanks,
Alex
On Thu, 28 Jan 2010, Alex Dehnert wrote:
> I forgot one thing...
>
> One of the things that the (draft) FPRC report would require that I do is=
=20
> compile a report on how last semester went financially.
>
> It reads:
>> At the end of each semester, committees shall provide information on wha=
t=20
>> they spent their budget on. Such information should include:
>> =E2=80=A2 A comparison between the budgeted and actual amounts
>> =E2=80=A2 Attendance at events
>> =E2=80=A2 Advice for future committee chairs
>>=20
>> The UA Treasurer shall compile this information and provide a report to =
the=20
>> Senate, which shall be preserved for historical purposes.
>
>
> I'd appreciate it if each committee could briefly (a couple of sentences)=
=20
> send me that information.
>
> For example:
> * if you have a sense you underspent (or overspent), write why in a few=
=20
> sentences (e.g., "we were too hosed to run <event>", "we got a lot of stu=
ff=20
> donated", "there was a sale on <item> we needed for <event>", etc.)
> * if you ran events (athletics weekend, student-alumni mixer, student-fac=
ulty=20
> dinners, etc.) estimate how many people participated
> * anything else you think might be interesting
>
> Thanks,
> Alex
>
> On Thu, 28 Jan 2010, Alex Dehnert wrote:
>
>> Hi all,
>> A couple of announcements.
>>=20
>> First, all receipts against the fall budget need to be submitted to me b=
y=20
>> February 8th at 9PM (preferably by putting the receipt in the receipts=
=20
>> mailbox in the UA office).
>>=20
>> Please do *NOT* submit receipts against the spring budget until February=
=20
>> 11th. If you need to be reimbursed sooner, let me know. (The fall budget=
=20
>> needs to be transferred out of account and the spring budget needs to be=
=20
>> transferred in, plus I'm hoping to have a new reimbursement system in pl=
ace=20
>> for spring semester.)
>>=20
>> Second, http://ua.mit.edu/exec/treasury/ now exists. It has some random=
=20
>> information on what I can do and what you need to do that you may find=
=20
>> useful. In particular:
>>=20
>> * *Don't pay tax on purchases.* MIT is tax exempt, and SAO won't let me=
=20
>> reimburse tax. If you provide MIT's tax exemption letter=20
>> (https://vpf.mit.edu/site/content/download/1812/6428/file/taxexempt_st2.=
pdf)=20
>> while making purchases for the UA, you should not be required to pay tax=
es.
>>=20
>> * Don't make purchases that aren't in your budget. I'll be reluctant to=
=20
>> reimburse you, so talk to me first if you're unsure.
>>=20
>> * For large purchases, you can talk to me and I can avoid you needing to=
=20
>> front the money. You should try to give me ~a week's lead time (and some=
=20
>> idea something is coming a week in advance is much better than two day's=
=20
>> notice with all the details). If you're spending more than ~$500, you=20
>> should definitely let me know.
>>=20
>> * When you turn in your receipts, follow the instructions on=20
>> http://ua.mit.edu/exec/treasury/. In particular, fill out a voucher --- =
I=20
>> process receipts with attached vouchers before other receipts in general=
=2E
>>=20
>>=20
>>=20
>> In the next week or so I'll send each of your committees an email with s=
ome=20
>> more information and a copy of your budget.
>>=20
>> If you have any financial problems, please let me know.
>>=20
>> Thanks,
>> Alex
>>=20
>
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