PowerPoint Presentation : Online Education for LCPs December 2011 Brought to you by you FST LCP Online Education 2011
Agenda : Agenda ICX and PB area OGX area HHP/ financial planning Legals Tracking your VP Finance The annual statement Open Questions LCP Online Education 2011
What about ICX documents? : What about ICX documents ? PB- Datenblatt needs to be in the MC PB- Bogen as an original for the annual statement and copy for Management report TN-Fee „Kostenbeitragsforderung“ has to be sent to the company after the intern has left „Zusatzvereinbarung“ for every intern- not just one for each company !! „Kostenbeitragsstaffelungen“ 2011, 2012 LCP Online Education 2011
Kostenbeitragsstaffelung 2012 : Kostenbeitragsstaffelung 2012 Please note that the Kostenbeitragstaffelung for 2012 comes to effect on the 1st of January - you will hand it in with your management report January 15th LCP Online Education 2011
PB Finances : PB Finances LCP Online Education 2011
So why are we saying this again? : So why are we saying this again ? Utilization of AA founds really low at the moment ( WildWest region with 49% best region ) What to do now ? -> write your trainees , ask them for receipts of former activities -> buy stuff for E- Stips and Sockelbetrag -> if you can , try to convince them to do one last trip this year LCP Online Education 2011
OGX- General : OGX- General RLP Call: All money of EPs who signed the AGBs prior to 01.01.2009 can be retained by the LC Basis of each OGX- Process are the AGBs => please read them !! Fee of 350 € has to be transferred to your bank account at once Exceptions : EP has already visited an ICLS The MC accredits another form of ICLS for the internship LCP Online Education 2011
Duties of the EPs– Not of AIESEC : Duties of the EPs– Not of AIESEC EP has to look for TNs all by himself AIESEC supports only EP is responsible for organizing documents , flights etc. (e.g. Visa, insurance , working permit ) ICLS and RIS are obligatory ICLS has to be visited prior to internship RIS up to 6 months after return (!) Presentation or paper on internship 3 months after return LCP Online Education 2011
Reimbursement – for EPs from 01.01.2009 (2) : Reimbursement – for EPs from 01.01.2009 (2) No reason for Break: Different plans (e.g. change of university , BA thesis ) Change of preferred internship date EP doesn‘t want to do an internship anymore EP can‘t find internship because of high expectations ( make sure to check those in advance !) When can we reimburse ? It‘s AIESEC‘s fault that the internship can‘t be realized No Acceptance note 4 weeks prior to internship start Internship doesn‘t take place because of false contracts or other problems in the company / NGO Health issues , death in family LCP Online Education 2011
Reimbursement – for EPs from 01.01.2009 (2) : Reimbursement – for E P s from 01.01.2009 (2) What exactly can be reimbursed ? After having finished the whole program : Deposit in case EP hands in paper and rest of ICLS/ RIS Break: Everything that has not been used EP-fault: You keep the Matching -Fee ( E P s after 01.04.2011: you have to keep it! ) You as LCP are responsible - if you want to reimburse everything you are liable for What do I have to be aware of ? EP has to know everything about his rights and duties ( let them read AGBs!!) After contacting EP the LC has 4 weeks to wait for a reaction Don‘t forget to set a deadline Contacts via social media , skype etc. also count LCP Online Education 2011
OGX FinFlows – Clean up!?! : OGX FinFlows – Clean up !?! Bank and myaiesec.net are both systems we cannot interfere on Please check if all data of Exact , bank and myaiesec.net are the same Obacht! Matching -Data in myaiesec.net are sometimes not the real ones (due to the system ) LCP Online Education 2011
OGX FinFlows – Clean up!?! : OGX FinFlows – Clean up !?! Finance team : Take over of Fin-Data from Exact to the FinFlows . OGX-Team: Fill out ofrelevant Exchange- Data into the FinFlows . Unfortunately the VP Finances are often stuck having to do the OGX team‘s job- please tell your VP OGX how important Fin Flows are ! Be careful with data from OGX spreadsheets - Myaiesec.net can show different dates and the audit checks them all! LCP Online Education 2011
The „Haushaltplan“ (nothing to be afraid of ) : The „Haushaltplan“ ( nothing to be afraid of ) The budget is of utmost importance for the survival of each LC! Interfaces with all teams so determination of annual planning is teamwork! Exchange → ICX/OGX + COM (Marketing) Conferences → TM Administration → ER + COM/TM ( Recruitment ) Projects→ ER Ongoing work on budget planning : HHP as a topic in EBMs at least once a month ! LCP Online Education 2011
Die Gewinn- und Verlustrechnung : Die Gewinn- und Verlustrechnung The Haushaltplan consists of 8 colums (4 expenses , 4 income ) „ Vorjahr “: Automatically import via last DaSi of former year . They are supposed to be references . „ Ursprünglicher Planwert “: Determination at the end of the year planning the next year - not to be changed . Please do not plan with your EB goals ! „ Angepasster Planwert “: Deviation analysis - has to be changed throughout the year . „ Akutell “: Status Quo referring Exact import . LCP Online Education 2011
Conference planning : Conference planning VP TM: determination of delegate number VP Fin: Proposal of Ebet => determination and vote with LCP/ EB. In case of different Ebets : 2 rows each for EB and member Don‘t forget possible losses of conferences and plan ahead pessimistically ! LCP Online Education 2011
Accessibility and consequences : Accessibility and consequences LCP Online Education 2011
Die Projektkonten : Die Projektkonten Each project consists of 8 project accounts Ertrag Aufwand LCP Online Education 2011
Exchange : Exchange LCP Online Education 2011
PowerPoint Presentation : „Anzahl der gematchen Outgoer “ refers to the former OGX fee of 250 €. LCP Online Education 2011
Legals : Legals Remember , you are liable for every signature you make - so read through everything you are asked to sign ! Do not sign contracts worth more that 2500€- those contracts need to be signed by MCP or two MCVPs Do not keep slush funds in your LC- if the internal auditors find out about that your annual statement will be marked with a „ vereinsgefährdung “ LCP Online Education 2011
Project legals : Project legals No open cashboxes - only for projects WGB: budget plan has to be handed in to Marina at least 4 weeks prior to project ! VV contracts have to be signed by LCP Alcohol : not more than 0,66l beer per night (0,2l of champagne / wine ) LCP Online Education 2011
The Management Report : The Management Report Just a little reminder of the content : Copy of PB-Bogen or internship confirmation of TN Taker Copy of working contracts in case of working permit with ZAV Original of study certificate in English or German All ICLS certificates of EPs who left in 2011 If status is not „ realized “ in myaiesec.net confirmations of company LCP Online Education 2011
Monetary sanctions : Monetary sanctions If deadlines are not held , the FST will give this information to the MC and you will receive monetary sanctions : DaSis : 15.5., 15.08., 15.11. of each year HHP: 15.5., 15.08., 25.10. ( for upcoming year ), 15.11. Project statements : 8 weeks after end of project – Feedback of FST has to be included by the time of the 25.02. LC planning to the given date Sanctions vary from 25€ to 150€ ( read the Kompendium for more details ) LCP Online Education 2011
Tracking your VP Finance : Tracking your VP Finance Make sure to sign member reimbursement forms on a regular basis Ask for project statements (also to sign them ) Read the project statement and DaSi feedbacks ( the FST puts the LCP in copy ) LCP Online Education 2011
The annual statement : The annual statement deadline : 25th of February ( at the MC office in Bonn, followed by a huge party- it‘s worth it to accompany your VP Fin!) It contains the whole documentation of the year and is an official document It‘s teamwork - not only the VP Fin is responsible for the result ! Starting in November (after NatJA ) it‘s Prio No . 1 for your VP Fin The LCP has to sign every sheet and is liable for the statement LCP Online Education 2011
The annual statement : The annual statement LCP Online Education 2011
The annual statement : The annual statement Needed documents : ICX: PB- Datenblatt ( copy ) Praktibögen Zahlungsvereinbarungen Kostenbeitragsstaffelung OGX: Fin Flows (all OGX related dates need to be updated ) ER: Spendenbescheinigungen COM: Examples for printed matters LCP Online Education 2011
The annual statement : The annual statement LCP Online Education 2011
The annual statement : The annual statement Timeline Use timeline for tracking the VP Fin All transactions should be done before December 28th Ask the FST for feedback if you are unsure about your current state Support the VP and make sure the teams are working together on that matter Use the JA meeting in January LCP Online Education 2011
The annual statement : The annual statement Audit Takes place from February 26th until about NatCo You might receive additional claims during the Audit that have to be worked on during 5 working days - otherwise your LC will receive a monetary punishment The Audit exists to ensure the bookkeeping in the LCs has been done well- it‘s not to bother the LCs After the Internal Audit PwC will do the external Audit Talk to your Finance members about joining the Audit ( especially potential successors ) LCP Online Education 2011
PowerPoint Presentation : LCP Online Education 2011 Questions ? Feel free to always contact your FST responsible : d aniel.ryl@aiesec.de Sunrise, TB, KN j an-henrik.reber@aiesec.de Northern Lights , ST heike.slavik@aiesec.de Bavaria, SB s tephan.seydel@aiesec.de Dragons, KL, KA c hristin.ostmann@aiesec.de Wild West, MA, HD