Seek input and approval on registration fees and other key aspects of the conference budget

Draft conference budget

Complete POBC/COI Form within 30 days of assuming Treasurer position

Submit budget to IEEE MCE for review & approval

After budget approval, learn audit requirements for documentation throughout the life of the conference. Conferences that do not require an audit by Policy are open to random testing by IEEE Internal Audit.

After budget approval, establish means for filing indirect taxes if applicable, prior to collecting any revenue or making payments

After budget approval, establish Bank Account and submit required documentation to assigned analyst

Request loan to your conference account after establishing (if applicable)

Issue travel grants if applicable

Submit pre-conference forecast (including updates to projected attendance based on paper submission numbers, confirmed financial contributions, expenses, etc.). Multiple forecasts are helpful.

Monitor additional revenue & expenses on-site, request daily bills from vendors to review for accuracy, review on-site transactions with forecast numbers daily. Make registrar aware of any additional on-site revenue.

Issue reimbursements for conference travel expenses

Submit post-conference forecast

Follow-up for any outstanding bills/final invoices

Close bank account, distribute surplus & loan if applicable to financial sponsors (no later than 6 months)

Submit final financial report with Certificate of Accuracy (no later than 12 months after conference)

Prepare & submit all audit material to IEEE auditor or independent auditor (as necessary)