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 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?

Sources of funding for your chapter

1. CLAIR (GIA= Grant in Aid)2. MOFA (Funding through local consulate)3. Raising funds as a 501c34. Collecting “door cash” at events to use

at the actual event (cost-sharing)

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 & eventsMulti-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

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

MOFA Funding

1) Annual Budget Proposal

2) Budget Requests

3) Spending Reports

4) Activity Reports

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

Specific item details(i.e. Venue,

honorariums, kaigihi, supplies,

etc)

Cost of each of the items

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 event requests at least 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 You will typically need to include estimates for costs and numbers expected

to attend (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)

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

Quarterly Reimbursement Request Letter

MOFA Spreadsheet Form

Receipts

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!

Activity Report

MOFA Funding: Tips

Annual Spending Report Hopefully the same as the GIA end of year spreadsheet??

Keep copies of everything you submitMake 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

I KNOW YOU HAVE THEM!!!

Q&A