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Money: How do we get it?

Money: How do we get it?. Background Info. How many of you are attending a JETAA conference for the 1 st time? How many of your are new to being a treasurer? How many of you are already actively working with your consulate to work out a MOFA budget?

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Money: How do we get it?

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  1. Money: How do we get it?

  2. Background Info • How many of you are attending a JETAA conference for the 1st time? • How many of your are new to being a treasurer? • How many of you are already actively working with your consulate to work out a MOFA budget? • What specific issues are you hoping will be addressed here?

  3. Sources of funding for your chapter • CLAIR (GIA= Grant in Aid) • MOFA (Funding through local consulate) • Raising funds as a 501c3 • Collecting “door cash” at events to use at the actual event (cost-sharing)

  4. CLAIR GIA Funding 4.5 Types of GIA from CLAIR: • Basic GIA • A set 100,000 yen for official chapters (operating expenses) • Normal GIA • Funding for chapter’s activities & events • Multi-Chapter Conference GIA • Funding for regional / national conferences (up to 20man / conf) • Country Rep GIA • For US, base funding of 63,000 yen per CR for travel & admin costs • “Special” GIA • Only given on a case by case basis for events outside of JETAA

  5. CLAIR GIA Funding • 1) Annual GIA request (due July’ish) • Summarizes all projected expenditures (MOFA & CLAIR) • Change of usage documents to be submitted when needed • 2) End of year spending report (due March’ish) • Submit receipts and explanations for ALL expenses • Importance of membership data • Cost sharing

  6. MOFA Funding • 1) Annual Budget Proposal • 2) Budget Requests • 3) Spending Reports • 4) Activity Reports

  7. MOFA: Step 1- Annual Budget Proposal • Start building a relationship with your Consulate NOW • Identify and work with your Consulate liaison • JET Coordinator * (JET and JETAA share the same pocket of funding) • Accounting Consul • Other appointed JETAA tantousha • Submit your annual proposal in Feb’ish (end of FY) to the Consulate • See if you can use the same budget proposal form you use for GIA • Funding proposals will get approved/ revised at the start of the Japanese FY • These proposals give Tokyo a chance to give the JETAA chapter feedback on the likelihood of successfully receiving budget for their proposed uses • If you request budget for something not on the initial annual proposal, it’s really difficult to be successful

  8. Specific item details (i.e. Venue, honorariums, kaigihi, supplies, etc) Cost of each of the items

  9. MOFA: Step 2- Budget Request • ESID- check with your consulate liaison • The funding can be requested anywhere between 1 month to 6 months ahead of time: I usually submit whole quarter requests 1 month before • Request done via official/ internal channels from the Consulate, which is why it’s important to stay in contact with the tantousha • Must include estimates for spending (ex, kaigihi, actual items, other charges) • These request letters usually get submitted along with a Japanese one made by the tantousha • Tantousha may ask you to make requests more detailed, or submit additional information along with letter (i.e. member lists, etc)

  10. MOFA: Step 3- Spending Reports • ESID- check with your consulate liaison • Spending reports may need to be submitted: • Quarterly • every 6 months • event-based • Must include receipts for all expenditures • May need to include an explanation if an expenditure is LESS than original estimate submitted • If your expenditure goes over, it will be rejected 99% of the time • I submit: • 1) Quarterly reimbursement request letter • 2) MOFA spreadsheet • 3) Receipts for all purchases

  11. Quarterly Reimbursement Request Letter

  12. MOFA Spreadsheet Form

  13. Receipts

  14. MOFA Step 4: Activity Reports • Must be done for every expenditure that uses MOFA funding (not only activities or events) • Include: • Purpose of the event/ expenditure • Results of the event/ expenditure • Any improved results as compared to previous years and why • How many outside participants (non-JETs) • Anything that makes your event look great • The more detail you provide, the better!

  15. Activity Report

  16. MOFA Funding: Tips • Annual Spending Report • Hopefully the same as the GIA end of year spreadsheet?? • Keep copies of everything you submit • Make it easy for your consulate to help support you • Be organized • Organize your receipts • Double check your math • Be on time with your paperwork • Talk to your consulate about partnering up for events • Creates a relationship • Creates VALUE for your chapter

  17. Q&A I know you have them!!!

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