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expo handbook expenses docum

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Philip Sargent 2022-12-21 22:01:42 +00:00
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@ -225,8 +225,11 @@ together make the original source documentation for each Expo.</P>
<P>You'll receive some extra Bier Book & Sesh Book entries by email, post and word of mouth after Expo, as people's credit card bills come in. Set a deadline (say, 40 days after the end of Expo) and add all entries to the Bank of Expo.</P>
<h5>Calculators and Bank of Expo</h5>
<p>You may need to create a little calculator work to get the total topcamp food bill and basecamp food bill, but you don't need to do any allocation to people: that is all done in <a href="bankofexpo.html">Bank of Expo</a> by putting the individuals' days in the allocation entries. So you do need to read and understand the <a href="bankofexpo.html">Bank of Expo</a> documentation. But it is a whole lot easier than creating as spreadsheet (last done in <a href="../expofiles/accounts/accounts2014.xlsx">2014</a>).
<p>Every treasurer who has decided that it is easier to 'just' use a spreadsheet instead of learning how to use Bank of Expo has regretted it. Severely. (Having said that, there are now (2022) free and commerical apps which do much the same thing, but work better on a phone. But few have the openness and transparency of BoE. )
<!--
<P>Once all the various expenses have been entered in the Bank of Expo (it's probably September/October by now), you're ready to tackle the spreadsheet. Here is the <a href="../expofiles/accounts/accounts2014.xlsx">2014 Expo spreadsheet</a> - but this predates Bank of Expo, so hassle a more recent treasurer to get the latest copy. You don't have to use the spreadsheet, but it's best to unless you're a database wizard. Basically you remove the sheets for last years members, copy new blank pages for this year's members and then add this year's data. It's fairly straightforward, but lengthy and requires concentration.</P>
-->
@ -253,6 +256,80 @@ together make the original source documentation for each Expo.</P>
<P>Record accounting trivia, such as the number of G&ouml;ssers drunk, the times underground, etc.</P>
<H4>Post-Final Corrections</H4>
<p>There are nearly always corrections, even after the "final" accounting. It is helpful to have a general policy for how these will be handled up-front.
<p>In 2022, this is how Dickon handled it:
<p><em>
Following finalisation of the accounts I was contacted by a member of the expedition to point out the various errors in the accounting. This was quite easy to audit for anyone so inclined as its all visible on bank of expo for anybody to look at. The majority of the errors are fairly minor although there were two relatively major ones that have had a not insignificant effect on the final totals. These were as follows:
<p>
The t shirts were entered twice and thus everyone was charged twice for their t shirt and the purchaser of the t shirts got a large bonus.
The Ghar Parau grant money was not allocated as had been originally discussed. Previously it had been split more or less evenly between expo goers. This has now been amended such that the majority of the grant money goes to first time expo goers with the exception of those who received Alex Pitcher awards.
<p>
For the majority of people the changes are minor and result in a difference of less than £20. We are also fortunate to have £400 in hand from people who paid non refundable deposits and then did not attend. I will therefore address the issue as follows:
</em>
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&nbsp;</p>
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<b>Already Settled Up</b></p>
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<b>Not Yet Settled Up</b></p>
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In credit to expedition and owed more following correction</p>
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<td width="369" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
I will transfer additional funds to make up difference</p>
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<td width="331" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
I will transfer correct revised amount</p>
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</tr>
<tr valign="top">
<td width="368" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
In credit to expedition and owed less following correction</p>
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<td width="369" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
If &lt;£20 difference will write off</p>
<p>If &gt;£20 difference will ask for difference less £20</p>
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I will transfer correct amount</p>
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</tr>
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<td width="368" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
In debt to expedition and owing more following correction</p>
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<td width="369" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
If &lt; £20 difference will write off</p>
<p>If &gt;£20 difference will ask for difference less £20</p>
</td>
<td width="331" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
I will email directly with correct amount</p>
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In debt to expedition and owing less following correction</p>
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<td width="369" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
I will email asking for bank details to make refund</p>
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I will email directly with correct amount</p>
</td>
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<H4>General Treasury Responsibilities</H4>