Budgeting andaccounting instructions
1. General
- KoKe club's mission is to offerleisure activities, which are open to as manyemployees as possible. Events can’tbedirectedonly toa couple of people.
- KoKeclubactivities are utilized out of working time, whichis not covered by the company'sworkers' compensationinsuranceandthe KoKehas not acquiredits owninsurance thus the possible accidents must be covered by a personal insurance.
2. Budgetand attachments
- The budgetmust be madeandsubmitted tothe Executiveboard of theKoKeby the end of November after the general meeting of the subcommittee. If the budget's application was not submittedby the deadline, subcommittee may staywithout funding that year.
- The budgetmust be accompanied bythe list of the participants of the previous year'sevents and list board members of the subcommittee(templates can be found inthe budgetExcel work sheet).
- Budgettemplate can be found do not use oldbudgettemplates.
- Inform also the balance of the subcommittees BankAccountfor the current year, as well as eventsrelated tounpaid bills. This affectsthe amount of next year’s funding.
-Also,the subcommittees which are not applying for funding for the next year should abudget if they plan to use money available at their bank account.
3.Employers share of costs
Employers share of the cost of any event should be minimum50%.Recommendation:one person'ssupport fora year canbe a maximum of10% or€ 150 (whichever is smaller) of the annualfunding of the subcommittee.
External parties(other thanKone orKonecranesworkers at Hyvinkää)should be chargedwith a full participation fee of theevent.
4.Using the funding and its payment
Funding of any subcommitteecanbe a maximum of€ 4000per year.
The funding cannot be used for:
- Alcoholserving
-Kilometric allowance
-Personalhobby equipment
-The acquisition oflicensesorclubmembership fees
-Forthe already supported activity(e.g. if participation is paid bySmartumnotes or balance further support cannot be given by the Club)
If thesubcommittee isabout toacquirevaluable equipment, they must applyfor authorization from the Board of KoKe.
KoKe funding for the subcommittees ispaid in two installmentsin March and June, provided that the subcommitteewebsitehas been updated.
5.Payment of bills
the subcommitteechairman ortreasureracceptsbills andinvoicesof the subcommittee and takes care of payingthem by the web bankconnection.
6. Receipts
Receiptsmustbe submittedon monthlybasis tothe KoKecontroller(address can be found from Kokewebsite). Envelope should have clear markingsof thesubcommitteeresponsible for the receipts.
7.The annual meeting of KoKe
One member of any subcommittee must take part to the annual meetingof KoKe.
8.Subcommitteeactivities
The subcommitteeshould inform about events organizedat Kokewebsite and, if further marketing is needed bulletin andinformation boardare available and you can also use mail distributionswith your clube-mail lists.
Ifyou still have anyquestions,please contact
chairperson
secretary