Asha Operational Expenses Discussion
"Administrative expenses tends to give the impression that we actually have paid administrators. But, 'operational expenses' will mean that it is used for the operations of the organization." - P. Kasaragod, Asha-Silicon Valley
II.UNDER DISCUSSION A. Ashawide Level - Receipts or invoices for Ashawide expenses - Affiliate program income? B. Chapter Level - What are some ideas on how to cover operational expenses at the chapter level? - Do we use proceeds from merchandise sales for operational expenses? - Chapter spreadsheet on admin expenses - What are some sample admin expenses from chapters? APPENDIX I: List of operational expenses and revenues
UNDER DISCUSSION A. Ashawide Level 1) Receipts or invoices for Ashawide expenses Website Hosting = $100-119/month - need to get bill or invoice, currently this large amount is being paid by a volunteer Domain reg for ashanet.org, workanhour.com, others $15-35/year need to get bills, being being paid by volunteer Novus CC Processing = max of $20/month or ~1.9% of transactions billed that month need to get bills currently being deducted from our account before payment is made into the Asha main account Iongate CC Gateway = $0.05/transaction - need to get bills, currently paid on volunteer's credit card PO Box ??? Toll free number ??? WAH operational expenses - envelopes, stamps, etc. (usually costs are covered by volunteers, but they can get quite high for the hosting and CC processing, we need to get accounts of it) http://groups.yahoo.com/group/asha-adwg/message/110 http://groups.yahoo.com/group/asha-adwg/message/52 http://groups.yahoo.com/group/asha-adwg/message/56 2) Affiliate program income? Do we use income generated from affiliate programs to cover operational expenses? If so, we need to indicate so clearly. Thus far most affiliate income has been from volunteers, not from the general donor. http://www.ashanet.org/shop.html http://groups.yahoo.com/group/asha-adwg/message/58 B. Chapter Level 1) What are some ideas on how to cover operational expenses at the chapter level? EXAMPLE 1: at asha-berkeley, we would apply for graduate assembly funds to cover costs for stamps, envelopes, photocopies, printing, etc. EXAMPLE 2: at asha-la, we would apply to the undergraduate student association for funds to cover the cost of renting an auditorium, printing program booklets, etc. EXAMPLE 3: get a local florist to donate the flowers to decorate a hall for an concert http://groups.yahoo.com/group/asha-adwg/message/2 EXAMPLE 4: have a dinner party at a volunteer's home and ask people to pay $5 which goes in the petty cash box to cover operational expenses 2) Do we use proceeds from merchandise sales for operational expenses? http://groups.yahoo.com/group/asha-adwg/message/115 http://groups.yahoo.com/group/asha-adwg/message/116 http://groups.yahoo.com/group/asha-adwg/message/117 3) Chapter spreadsheet on admin expenses All chapters are requested to provide yearly accounting of the operational expenses. A template to be used for such accounting can be downloaded here. All treasurers are also requested to submit quarterly data (Mar 31, Jun 30, Sep 30, Dec 31) to sirish_ashadc@hotmail.com to provide us some metrics on chapter admin expenses and hence start to formulate policy on chapter admin expenses. http://groups.yahoo.com/group/asha-adwg/message/119 Download the spreadsheet from the bottom of this link 4) What are some sample admin expenses from chapters? (coming soon as chapters fill in their spreadsheet)
APPENDIX I: List of operational expenses and revenues =================== U.S. NATIONAL COSTS =================== 1. Projects Related - monitoring and visiting national projects such as the Asha Center, and WAH projects 2. Publicity Related - ashanet.org and Workanhour.com domain name registration - website hosting (currently paid by DNAI) - annual report production and mailing (proposed) 3. Fundraising and Finances - online donation surcharges of initial setup, monthly and per transaction - receipts production and mailing - merchandise warehousing and shipping (India and US national) - WAH ads 4. Administration Related - trademarking Asha for Education - CPA and legal costs - liability insurance? - Phone calls, travel etc. (covered by volunteers themselves) - Record keeping costs (binders, mailing, faxing, etc.) =================== US CHAPTER COSTS =================== 1. Projects Related - monitoring and visiting projects by Asha Center - monitoring and visiting projects by volunteers 2. Publicity Related - flyer/newsletter copying and mailing 3. Fundraising and Finances - receipts production and mailing - merchandise shipping - fundraisers: zero [assuming all costs of fundraiser are subtracted from proceeds and 100% of profits go to Asha] 4. Administration Related - Record keeping costs (binders, mailing, faxing, etc.) - phone, travel etc. =================== ASHA-INDIA COSTS =================== 1. Projects Related - monitoring and visiting projects 2. Publicity Related - flyer/newsletter copying and mailing 3. Fundraising and Finances - receipts production and mailing - merchandise shipping - fundraisers: zero [assume all costs of fundraiser are subtracted from proceeds and 100% of profits go to Asha] 4. Administration Related - Record keeping costs (binders, mailing, faxing, etc.) - phone, travel, mailings to projects - phone, mailings to Asha - USA $3000 operating expenses of Asha-India from Dec. 2001 Kanpur Conference http://groups.yahoo.com/group/asha-adwg/message/96 ============= REVENUES - US ============= 1. Donations (non-event related) 2. Fund-raisers (dinners, shows, WAH, Spiceweek, Marathon, etc.) 3. Bank Interest 4. E-commerce activities (amazon, etoys, iGive) 5. Fund generating programs (ATT, grocery store scrips …) 6. Volunteer contributions -monetary (for buying packaging, food etc.) 7. Volunteer contributions in kind (stamps, stationery etc.) 8. Universities (student group budgets) 9. Foundations (I2 grants) 10. Local Businesses (ads in newsletters, program booklets, service discounts) ================ REVENUES - INDIA ================ 1. Local community contributions 2. Volunteer contributions 3. Asha-International contributions 4. Income-generating programs http://groups.yahoo.com/group/asha-adwg/message/23 (also 18, 21, 71) ONGOING Online donation costs Postage/Envelopes for Receipts Photocopying of newsletters Postage for newsletter Photocopying of flyers (non-event related) ONE-TIME AND (NON-FUNDRAISING) EVENTS Trademarking Asha for Education Cost of Publicity (not fundraising) events - cost of booths - cost of flyers/newsletter copying http://groups.yahoo.com/group/asha-adwg/message/7
CURRENT POLICIES - this baseline document summarizes over 2 years of discussions and decisions made by the Asha admin expense working group. The document identifies the current policies for Asha operational(admin) expenses.
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Last updated Nov. 21, 2002