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Technical & Conference Activities Board Treasurer Report

Technical & Conference Activities Board Treasurer Report. Frank Huebner June 2009. Summary. IEEE CS Technical Committee/ Technical Council/Task Force summary Review of 2009 TC/TF Budget Process conference surplus Ú TC/TF entitlement Ú TC/TF budget request Ú TC/TF budget.

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Technical & Conference Activities Board Treasurer Report

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  1. Technical & Conference Activities BoardTreasurer Report Frank Huebner June 2009

  2. Summary • IEEE CS Technical Committee/ Technical Council/Task Force summary • Review of 2009 TC/TF Budget Process • conference surplus Ú TC/TF entitlement Ú TC/TF budget request Ú TC/TF budget

  3. IEEE CS TCs/TFs • 41 Technical Committees • Three Task Forces (Embedded System Codesign, Game Technology, Information Assurance) • Two Technical Councils (Software Engineering, Test Technology)

  4. TC/TF Budget Process • Conferences close books and transfer surplus to IEEE CS • Based on timing of closing, portion of surplus becomes part of the sponsoring TC’s/TF’s entitlement • TCs/TFs submit budget requests • Budget requests are reviewed and approved • TCs/TFs spend funds and are reimbursed by IEEE CS

  5. TC/TF Budget Process –Conference Surplus • No target for financial conference surplus, but administrative fee of 20% of all expenses, or $5K, whichever is greater • fee reduced by $1K for completed TMRFs received 10 months or more before the event • late fee of $2K for completed TMRFs received within 7 months of the event • fees are apportioned according to percentage of IEEE CS sponsorship

  6. TC/TF Budget Process –Entitlement • Entitlements depend on when final conference financial report is submitted; TC/TF receives • 50% of surplus (income minus expenses, including administrative fee) within six months after close of conference • 35% of surplus within 7-9 months after close of conference (grace period of up to three months under extenuating circumstances can be requested) • 20% of surplus within 10-12 months after close of conference • nothing after more than 12 months after close of conference

  7. TC/TF Budget Process –2009 Budget Requests • Of 41 Technical Committees, 32 have submitted budget request for 2009 (only 13 did so in 2008) • Both Technical Councils and two out of three Task Forces have submitted budget requests • Used 2007 financial conference results as basis for 2009 entitlements to avoid changes in TCs entitlement throughout 2009 (e.g., a conference that takes place in 4Q08 has until 4Q09 to close its books and impact its TC’s entitlement)

  8. TC/TF Budget Process –2009 Entitlements • Total entitlements: $567.3K • Total requests: $484.4K • TC Scalable Computing has $86.6K entitlement, but did not submit a budget • Total budget approvals: $413.9K • “normal” case: TC requests and is approved for its entitlement • difference to total requests ($153.4K) stems mainly from some TCs requesting much less than their entitlement/nothing, and some TCs requesting much more than their entitlement (which was not approved in full) • Total spent (as of April 30th): $42.3K

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