Roundtable Treasurer

1. Roundtable Treasurer One CSCMP

2. Agenda & Acronyms Agenda • People to know • Facts & Resources • Treasurer Responsibilities & Activities • Sponsorships Acronyms • RT-Roundtable • RTSC-Roundtable Service Center J

3. CSCMP Accounting Staff J

4. Finance Process Team MJ

5. Important Items To Know • Roundtables are not chapters: therefore local dues cannot be charged • CSCMP is a nonprofit organization: In the US, CSCMP is considered a 501c(6) which is exempt from federal income taxes, all other taxes and fees do apply. In countries outside the US, a VAT or GST tax may apply. • CSCMP Insurance Umbrella: CSCMP’s insurance is extended to roundtables to cover damage, accidents, and lawsuits with general and professional liability. • *Please contact the CSCMP Roundtable Service Center if a Certificate of Liability Insurance is needed for an event M

6. Roundtable Officer Resources Finance Guidebook • Full Guidebook • Treasurer Role and Responsibilities • Quick Banking Guide • Sponsorship Guidelines, Prospectus, • and Agreement Templates • Treasurer Forms • Event Receipt • Invoice • Reimbursement Request • Fiscal Audit Letter On-line Forms • Roundtable Quarterly Report • Funds Request via EFT • Funds Request via Check https://cscmp.org/roundtable/roundtable-officer-resources M

7. Key Responsibilities • Prepare annual budget • Provide tracking & visibility of financial performance • Ensure books are audited annually • Manage A/R and A/P • Communicate financial concerns and wins • Optimize cash flows & continually improve processes • Provide training during the treasury transition period M

8. Major Activities (Chronological) • Secure access to banking services • Prepare Annual Budget • Establish Event Fees • Provide Venue Meal Guarantees • Manage A/R and A/P • Maintain Receipts • Prepare & Maintain Accurate Financial Records: • Quarterly Report • Annual Audit M

9. Banking Services • Move to Wells Fargo OR provide view-only access to Paul Blair, Associate Director, Finance & Administration • Visibility assures accurate financial reporting to IRS • At a minimum, two RT board members are on the bank accounts at all times: • Treasurer • President or VP of Programs *Effective July 1, 2014 , the RTSC bears the responsibility to open bank accounts on behalf of the RTs. *More information under CSCMP’s website: Roundtable Officer Resources J

10. Budgeting • A budget is a guide for planning the roundtable’s activities and tracks financial performance. • Once a roundtable’s goals are set for the year, the budget is developed. • A budget can be adjusted throughout the year if revenue and expense trends are different from the original budget forecast. • A budget measures the event’s P&L • CSCMP Budget Tool: https://cscmp.org/roundtable/roundtable-officer-resources J

11. Event Pricing • Recommend event pricing that ensures financial sustainability • “CSCMP is nonprofit but we are also not for loss.” – Michelle Quach • Pricing Structure: • Standard Events: Guests have a 25% differential from members • Non-Standard Events: Guests have a 50% differential from members • Revenue Sharing • 50/50% split between guest pricing differential will be shared between the RTSC and the RT MJ

12. Cash Flow: A/R and A/P • Registration Fees • Sponsorships • Investment Options w/ CSCMP approval Accounts Receivables Accounts Payables • Event expenses • Scholarships • SC Pro Sponsorship • AGC Student Sponsorships • Operational Expenses • Leadership Forum Expenses J

13. Bill Paying & Record Keeping • Maintain the records on checking account for RT to ensure financial reporting is accurate • Maintain the records on a savings account or CD through the RTSC • Keep original receipt and invoice for each disbursement • Maintain a record of all deposits and expenses • CSCMP Checkbook Tool: Included in the budget file • CSCMP Invoice Template: https://cscmp.org/roundtable/roundtable-officer-resources J

14. Reimbursements • Ensures proper record keeping is in place. • Allows formal documentation of the purpose of an expense. • Sets a deadline for the treasurer to reimburse the RT team member • Reimbursement Template: M

15. Credit Card Registration Funds • Credit card transactions processed by RTSC • To receive, use on-line "Funds Request" forms under Roundtable Officer Resources • By check or ETF (Electronic Funds Transfer) • Funds sent in about one week • 3% transaction fee deducted https://cscmp.org/roundtable/roundtable-officer-resources J

16. CC Readers for Onsite Payment • Device operated by an APP that is downloaded to a smart phone • No cost to RT other than regular 3% credit card transaction fee • Instructions included & training provided by RTSC • Device not aligned with DRUPAL at this time but we have a process to manage alongside DRUPAL • If interested, indicate on signup sheet J

17. Quarterly Financial Report • The roundtable president submits the quarterly report online by the 15th of the month following the end of each quarter. • The quarterly report should reflect the cash balance, not necessarily the bank account balance. https://cscmp.org/roundtable/roundtable-quarterly-report M

18. Quarterly Financial Report Compliance • 13 of 60 RT’s reporting = 22% • 6 in full compliance= 10% M

19. Annual Audit • Formal annual audit due July 31 of every year • Submitted by incoming RT president • Email to Denise Rivers: drivers@cscmp.org • Informal audits encouraged • Prepared by a disinterested person, such as an accountant or provide official bank statements to the RT president. J https://cscmp.org/roundtable/roundtable-officer-resources

20. Reporting and Metrics M

21. Sponsorships • What Can’t Be Sponsored: • Any speaker or part of a program • What Can Be Sponsored: • Student sponsorships to AGC • Student scholarships • Seminar bags, lanyards, etc. • RT Sponsorship Agreement: • Available on CSCMP’s website: • Reporting: • The quarterly report must account for sponsorship revenue and expenses separately. • Pre-meeting networking reception • Post-meeting networking reception • Event meals • Beverage breaks https://cscmp.org/roundtable/roundtable-officer-resources M

22. Q & A

23. Appendix: Sponsorship Details CSCMP Sponsorship Philosophy: • All programming must be unbiased • Sponsors will have NO direct or implied input, or involvement in programming • Sponsorships are allowed by RT Officer/cabinet member companies with written documentation that there is no link to the sponsor company soliciting, securing, or retaining a position on the local RT board Implications: • If a local Roundtable accepts sponsorship funds for an event, it will beimperative that the Roundtable does not endorse the sponsor’s product or encourage roundtable members to use or buy the sponsor’s product. • The sponsor can only be a sponsor, and not be perceived in any way as an entity or product endorsed by CSCMP or the Roundtable.

24. Appendix: Sponsorship Details What a Sponsor Receives • Align company with the CSCMP brand, maximizes credibility among the supply chain industry • Sponsored event’s registration list, the entire database is never provided to a sponsor. • Recognition within policies, sponsor cannot be promoted but the master of ceremonies can thank the sponsor at the podium • Networking Access, access to network with key companies • Promotion Materials, opportunity to communicate supply chain professionals