Finance Zone Functional

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Finance Zone Functional
Regional Leadership Conference, August 2006

• Kenya Draper
• Region One Treasurer 2006-2007
• Sheri Jones
• Region One Assistant Treasurer 2006-2007
• Emanuel Adhanom
• Region One Finance Chair 2006-2007

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Introduction

• Kenya E. Draper
• 2006-2007 Region One Treasurer
• Graduate of the University of New Haven, West
  Haven, CT
• Computer Engineering
• Active in NSBE since 2002
• Chapter Level 3-yr term as President,
  Vice-President, Senator
• Zone Level NEZ Programs Chair
• Responsible for Region One finances. Oversee
  Finance Zone, conference registration process and
  logistics, handle travel and reimbursements for
  REB members

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Introduction

• Sheri Jones
• 2006-2007 Region One Assistant Treasurer
• Rutgers University, New Brunswick, NJ
• Chemical Engineering
• Active in NSBE since 2003
• Chapter Level Treasurer, CPC Chair, Junior Class
  Chair, Senator
• Responsible for assistance with regional
  financial matters, event planning, chapter/REB
  financial relations, general duties as necessary

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Introduction

• Emanuel Adhanom
• 2006-2007 Region One Finance Chair
• University of Massachusetts - Amherst
• Electrical Engineering
• Active in NSBE since 2002
• Chapter Level Treasurer, CPC Chair, Vice
  President, Senator, all of the above
• Responsible for all corporate relations with
  Region One, Solicitation of funds for Region One
  Programs and Events, and FRC Career and Graduate
  Fair

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Overview

• Regional and National Finance Zone
• NSBEthe Financial Institution
• Duties Responsibilities
• Creating a Budget
• Your Finance Zone
• Upcoming Conferences
• Conference Planning Tips
• Corporate Sponsorship Packets
• Fundraising Tips
• REB Contact Information

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Region I Finance Zone

• Kenya Draper
• Treasurer
• r1treasurer_at_board.nsbe.org
• Sheri Jones
• Assistant Treasurer
• r1assistanttreasurer_at_yahoo.com
• Emanuel Adhanom
• Finance Chair
• r1financechair_at_board.nsbe.org
• Adrianna Gabriel
• SRC Conference Planning Chair
• r1srcchair_at_yahoo.com

• Yaeisha Slack
• RLC Conference Planning Chair
• r1rlcchair_at_board.nsbe.org
• Anita Moore
• PCI Conference Planning Conference
• r1pcicpc_at_board.nsbe.org
• Finance Zone Advisor
• Joseph J. Banda
• wallstwolverine_at_yahoo.com
• Fall Regional Conference Planning Chairperson
  OPEN

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National Finance Zone

• Amal Osman
• National Treasurer
• treasurer_at_board.nsbe.org
• Christopher Lezama
• National Asst. Treasurer Financial Controls
• nat-fc_at_board.nsbe.org
• L'wade Lewin
• National Asst. Treasurer Special Projects
• nat-sp_at_board.nsbe.org

• Cornelius P. Weaver, II
• National Finance Chair
• financechair_at_board.nsbe.org
• Layla Williams
• National CPC Chair
• cpcchair_at_board.nsbe.org
• Cassandra Johnson
• National Alumni Treasurer
• treasurer_at_nsbe-ae.org
• National Finance Zone Advisors
• Michele Lezama
• Michele.lezama_at_cox.net
• Cheryl L. Adams
• cheryl.adams_at_tekelec.com

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World Head Quarters (WHQ) Finance Zone

• Sharon Sutherland-Smith
• HQ Director of Accounting Finances
• ssmith_at_nsbe.org
• Shon McGhee
• HQ Accounting Manager
• smcghee_at_nsbe.org
• Sheryl Brannon
• Meeting Planning
• sbrannon_at_nsbe.org

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NSBEThe Financial Institution
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Duties Responsibilities

• Maintain the finances of your chapter
• Plan and maintain a chapter budget
• Assure that expenses do not exceed revenues
• Oversee the finance zone of your chapter
• Run fundraising campaigns with Finance chair
• Work with VPs, Finance Chairs, and/or Corporate
  Relations Chairs on Career and Graduate School
  Fairs
• You are the ONLY money taker in your chapter and
  you make sure that your chapter is a money maker
• You are involved in EVERY financial decision made
  in your chapter!
• You organize arrangements for conferences
• Book hotels
• Book transportation
• Ensure members register ON TIME!

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Creating a Budget

• What is a budget??
• Definition A statement of the financial position
  of an administration for a definite period of
  time based on estimates of expenditures during
  the period and proposals for financing them
• A plan for the coordination of resources and
  expenditures
• The amount of money that is available for,
  required for, or assigned to a particular purpose
• How does this apply to me??
• A plan for managing the money coming in and out
  of your chapter
• A bookkeeping recording tool for chapter
  expenditures
• A support system for chapter programs and
  services for the membership
• A benchmark to compare your performance
• A guide for how to plan for upcoming years

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Creating a Budget

• How do I make one??
• Create an Excel Spreadsheet
• Outline your revenue sources, 1 per line
• Outline your expenses, 1 per line in a separate
  section
• You should group expenses by area or function
• Total each expense group as well as your revenue
• Subtract expenses from the revenue to obtain a
  net change
• Track expenses throughout by recording what you
  spend and calculating amounts remaining in each
  line item as well as the percentage spent

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Creating a Budget
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Your Finance Zone

• Stay ahead of the game
• Always be on top of your zone members
• Ensure that work is being completed on time
• Help your zone members when they need it
• Provide insight, ideas, and expectations
• Obtain updates on the activities of your board
  members
• Make sure your board members are staying within
  budget in their planning and execution of events
• Beware of empty promises! Do not let other board
  members make any financial promises to make
  events jump off!
• Realize that school comes first, for yourself and
  your zone members.
• Do not force your members to neglect their school
  work to complete NSBE duties!
• Personal situations and problems arise that may
  hinder the abilities of one to fulfill their
  duties. Work with people as much as possible
• Do not be afraid to remove people from positions
  if there is a total neglect of their duties and
  no work around can be made

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Your Finance Zone

• Being Treasurer is powerful!
• No events that involve money can be done without
  your approval
• Dont hesitate to say NO!
• Do not give money toward events and programs you
  cannot afford
• Do not be afraid to charge for your events if
  needed
• Stand up to your President! But be tactful and
  only when necessary. Ensuring the financial
  success of your chapter is your primary goal

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Upcoming Conferences

• Fall Regional Conference
• Buffalo, NY
• November 3-5, 2006
• Early Bird Registration Rates - Ends 10/6/06
• Collegiate Affiliate Member 70.00
• Collegiate Member 65.00
• Collegiate Member Torchbearer 60.00
• Spring Regional Conference
• Tentatively scheduled
• Rutgers University, New Brunswick, NJ
• Jan 26-28 or Feb 2-4, 2007

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Conference Registration

• NOL
• Pay by CREDIT CARD on NOL whenever possible! This
  is by far the simplest way to pay for
  registration
• University Check
• Mail University Checks to the lockbox address
• Include instructions to have funds placed in your
  chapter account
• Distribute the funds to your chapter members
  through NOL
• Money Orders
• Complete registration form on NOL and select pay
  later.
• Mail individual member money orders to the
  lockbox
• Include member name and FRC registration on it
• Invoice to University
• Obtain a purchase order from your university
• NSBE will invoice your school directly for the
  registration amounts on the P.O.

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Conference Registration

• Onsite
• All payments made onsite will be at onsite
  registration prices even though forms may have
  been filled prior to pre registration deadlines
• Have members fill out forms on NOL before
  arriving Onsite
• ALL registrations MUST be filled out on NOL NO
  EXCEPTIONS
• Send a purchase order as confirmation of a check
  being brought onsite
• Only payments accepted onsite will be University
  checks and Money Orders. NO CASH ONSITE

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Last Not Least.

• NO CASH ONSITE!
• NO PERSONAL CHECKS!
• Money orders and University checks onsite only!
• Registration forms must be completed on NOL!
• All payments must be made before the registration
  deadline in order to receive that rate!

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Need a little help???

• Region One Chapter Relief
• Fill out the chapter relief application included
  in the chapter reference manual or found on the
  Region One finance website
• Funds for programs go through the Programs
  Chairperson for the National Programs Fund
• Sajda Nuriddin, r1programschair_at_board.nsbe.org
• Any non programmatic financial troubles are
  supportable through the Chapter Relief Fund.
• To receive this you need to submit monthly
  reports and budgets to justify claims

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Treasurer Monthly Reports

• Monthly reports must be submitted to the Region
  One Assistant Treasurer by the 26th of each month
• Include your latest budget projection
• Include anticipated expenditures for the next
  month
• Accomplishments and financial difficulties
• First report is due September 26th!!
• Feed back will be provided to ensure that Region
  One chapters are financially stable.
• Report template is available online under the
  Region One Finance Yahoo! group

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Corporate Sponsorship Packets
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The Cover Page

• Identify/Distinguish Yourself
• Be Creative
• Include Chapter Name
• Include Chapter/School Symbols
• Include NSBE Symbol
• Write Out Acronyms

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The Solicitation Packet

• Introduce Yourself
• Brief overview of NSBE and your chapter
• Briefly highlight your chapter
• Briefly explain need and advantages of support.
• In other words . . .
• Be Brief and to the Point

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Selling Yourself

• Sell Yourself
• State and explain the mission and goals of NSBE
• Highlight chapter awards/recognitions, stats
  (i.e. GPA), etc.
• List chapter activities/goals/conferences, etc
  and how they can help

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Support Levels

• What Do Companies Get in Return?
• Name each support level
• Clearly distinguish incentives for each level
• Provide realistic, cost effective incentives
• RESPONSE FORM
• Provide all necessary info on sending in
  contributions.
• Provide options for in-kind gifts, and donations
  that may be more or less than the support levels

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Follow Up

• Reinforce and Persuade
• Contact companies by e-mail and/or phone approx.
  two weeks after mail date
• Be knowledgeable of everything in your SolPak
  (activities, goals, etc.)
• Open the floor for any questions/concerns they
  may have
• Reinforce the need and benefit of their
  contribution
• Persuade companies to contribute or to contribute
  more

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Quality Customer Service

• Always Deliver What You Promise
• Adhere to ALL Incentives
• Cherish Generous and Loyal Supporters
• Remember Companies choose to contribute they
  can always take their money elsewhere
• Appreciate your large and small contributions
  let them know they are appreciated
• Develop strong relationships

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REVIEW APPROVAL

• ALL solicitation packets should be sent to me for
  final review and approval.
• Send Chapter Solicitation Packs to
• r1financechair_at_board.nsbe.org

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Dont Forget

• When soliciting for extra funds
• Dont solicit BCA companies
• Receive tax exemption number from your school
• Entire REB is at your disposal
• Please, please, please contact us
• Have FUN !!!

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Effective Fundraising

• Tips
• Spend as little as possible
• Get donations and sponsorships for your fund
  raisers
• Announce fund raiser to membership at least two
  weeks prior and continuously remind them
• Make sure to work with your Communications
  Chair to Post signs, send e-mails, make phone
  calls
• Pass around sign up sheets
• Use sheets to determine if there will be enough
  volunteers and, if necessary, cancel the fund
  raiser before the last minute

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Stay in the loop

• Regional Finance Zone Yahoo Group
• Name R1FinanceZone
• To join go to R1FinanceZone-subscribe_at_yahoogroups
  .com
• Group email R1FinanceZone_at_yahoogroups.com
• Purpose
• Communication tool for chapter treasurers and
  Region One finance officers
• Great to share ideas
• Use freely to post comments, questions
  suggestions
• Various documents available for download

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Questions??

• We want to hear from you, just as you want to
  hear from us!
• Kenya Draper
• R1Treasurer_at_board.nsbe.org
• AIMR1Treasurer
• Cell phone (917)209 - 5516
• Online office hours Mondays 8-10pm
• Wednesdays 9-10pm
• Telephone office hours Sundays 8-9pm
• Tuesdays 9-10pm

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Contact Information

• Sheri Jones
• R1Assistanttreasurer_at_yahoo.com
• AIM r1assttreasurer
• Cell phone [phone]
• Online Office Hours Mon 11am-12pm, Wed 4-5pm,
  Thurs 12-1pm
• Telephone Office Hours Tues 9-10pm, Wed 9-10pm

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Contact Information
Emanuel Adhanom R1Financechair06_at_yahoo.com AIM
r1financechair06 Cell phone [phone] Online
Office Hours MWF 3pm-4pm Telephone Office
Hours Any Day after 7pm
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One More Thing
The FINANCE ZONEis theGREATEST!!!I thought
ya knew!