Post course finance processes including camping, catering and equipment hire expenses

Post course finance processes including camping, catering and equipment hire expenses

Participants

  1. Course Leader

  1. State Office Member Services (Training) - SOMS(T)

  1. Region Commissioner (or delegated contact)

  1. State Office Finance (SOF)

  1. Branch Commissioner Adult Learning & Development (BCAL&D)

What When Who How

Example an Essentials training course being run at Regional Location (camping and catering)

Example an Adventurous Activity Course being run at BP Park (equipment hire and camping)


Process Steps

1. Course Closes

SOMS(T) notify Regional Commissioner that the course is proceeding, advise numbers and diet report (including trainers’ details) and request contact details for catering, who will be paid for venue and catering.
SOMS(T) to advise training allowance payable per participant including how many trainers we are paying for.

A week before course SOMS(T) notify of any changes to catering numbers (including trainers).

2. Course Happens

Post Course - Course Leader submits course report, course roll and any other course paperwork (sign off sheets) electronically straight after the course to training@scoutsqld.com.au.

If necessary, Course Leader claims personal expenses by forwarding completed Adult Leader Training Course Financial Report, including fuel kms travelled, and receipts to State Office Finance (SOF) email: financesupport@scoutsqld.com.au

SOMS(T) to email Region Commissioner (or delegated contact as advised by the Region Commissioner) the final numbers including trainers. SOMS(T) will CC the Branch Commissioner Adult Learning & Development and State Office Finance. The email provides details necessary for the invoice to be generated successfully including Course Number, breakdown of camping, catering and equipment as separate line items. Formations should not send invoices before they receive this email to avoid underclaiming and to ensure expenses are trackable.

If the site uses Checkfront SOMS(T) login and update final numbers including trainers.

3. Finance Approval

The Course Contact arranges for the invoice to be generated and forwarded to State Office Finance (SOF) email: financesupport@scoutsqld.com.au. The invoice must detail the Course Number, breakdown of camping, catering and equipment as separate line items.

State Office Finance will generate the bill in approval max. for BCAL&D to approve finance.

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