Committee Budget Process

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UNITED STATES JUDO FEDERATION

DEVELOPMENT COMMITTEE BUDGET PROCESS

CREATION OF THE ANNUAL USJF DEVELOPMENT BUDGET

  1. Prior to the April Meeting

    1. The Development Committee (DC) Chairperson distributes Requests for
      Programs (RFPs) to the Subcommittee Chairs and Yudanshakai Presidents
      by the end of January.
    2. Subcommittees and Yudanshakais submit requests back to the DC Chair
      by 1 March. The RFPs must align with the DC business plans, as approved
      by the President and outlined and described by the DC Chair.
    3. The DC Chair reviews and edits the RFPs as necessary, and prepares a
      preliminary budget for DC review at the April meeting.
    4. Simultaneous to C, the DC Chair simultaneously submits a budget
      proposal with appropriate line items to the National Office by the March
      deadline. The National Office forwards the budget to the Chairperson of
      the Finance Committee by the appropriate deadline in March.


  2. At the April Meeting

    1. The DC convenes to deliberate about the budget proposals, and makes
      revisions as necessary. If revisions are made, the DC chair communicates
      these to the Chair of the Finance Committee and the President
    2. Finance Committee creates the first trial budget based on the submitted
      request and any revisions communicated by the DC Chair.
    3. Executive Committee reviews the budget and makes recommendations.
    4. Treasurer creates the Annual Trial Budget Report based on the trial budget
      and presents it to the USJF Board of Directors.
    5. The USJF Board of Directors reviews and votes to accept the Treasurer?s
      report.


  3. After the USJF Spring Meeting and Until the July Special Board Meeting

    1. Further adjustments are made to the budget by the DC Chair to
      accommodate new needs/new priorities, and prepares the budget for
      review by the DC at the special board meeting.
    2. Notification is made to the Treasurer of pending revisions to the trial
      budget. The Treasurer revises the trial budget accordingly.


  4. At the Special Board Meeting in July

    1. The DC deliberates about the trial budget with revisions, if appropriate.
    2. The DC Chair informs the Treasurer about any revisions to the trial
      budget, if necessary.
    3. The Finance Committee meets and finalizes the annual budget.
    4. The Executive Committee reviews and finalizes any required changes.
    5. The Board of the Directors vote and approve the final budget
    6. The DC Chair notifies all Yudanshakai Presidents and subcommittee
      chairs of the final results of the budgeting process.


PAYMENT REQUEST PROCESS

  1. Only programs approved by the DC will be approved for funding.

  2. From National Development Subcommittees

    1. The Chairperson of each subcommittee submits a payment request to the
      DC Chair who then forwards it to the Treasurer.
    2. The Treasurer cuts a check and mails it out before the due date that is
      stated in the payment request form.
    3. After completion of the program, the subcommittee chair is responsible to
      send the activity report and financial report to the DC Chair within 30
      days of the close of the activity. If the reports are not filed, no additional
      payment requests will be paid or granted to the subcommittee until all
      delinquent reports are filed.
    4. The activity report must be submitted in electronic format in a major
      wordprocessing system, and appropriate for distribution and publication.
    5. The DC Chair reviews and forwards the Activity Report and Financial
      Report to the National Office and other appropriate distribution outlets.
    6. The National Office reviews the material for completeness and ensures
      that the events occurred and then forwards them to the Finance Committee
      Chairperson


  3. From Yudanshakais

    1. The Yudanshakai Program Director completes and signs the payment
      request form. The request form is then transmitted to the Yudanshakai
      President for signature. Note: The form will not be processed unless both
      the Yudanshakai Program Director and President sign the form.
    2. The Yudanshakai President submits the payment request to the DC Chair
      who then forwards it to the Treasurer.
    3. The Treasurer cuts a check and mails it out before the due date that is
      stated in the payment request form.
    4. After completion of the program, the Yudanshakai president is responsible
      to send the activity report and financial report to the DC Chair within 30
      days of the close of the activity. If the reports are not filed, no additional
      payment requests will be paid or granted to the Yudanshakai until all
      delinquent reports are filed.
    5. The activity report must be submitted in electronic format in a major
      wordprocessing system, and appropriate for distribution and publication.
    6. The DC Chair reviews and forwards the Activity Report and Financial
      Report to the National Office and other appropriate distribution outlets.
    7. The National Office reviews the material for completeness and ensures
      that the events occurred and then forwards them to the Finance Committee
      Chairperson
BUDGET REALLOCATION PROCESS

  1. By 15 February each year, the DC Chair reassesses the budget. This
    reassessment is based on the actual expenses and expected upcoming expenses
    both within subcommittees and Yudanshakais.
  2. By 15 February each year, the Subcommittee Chairs and Yudanshakais submit
    their plans for completion of their remaining programs to the DC Chair.
  3. The DC Chair determines whether there will be a projected surplus or deficit
    in the budget. If there is a projected surplus, the DC Chair then distributes
    RFPs to subcommittee chairs and Yudanshakai presidents for additional
    programs within that FY. Notification is made to the Executive Committee via
    the President and Executive Director.
  4. RFPs are received by the DC Chair by 31 March.
  5. DC deliberates at its April meeting for revisions to the current budget based
    on new RFPs.
  6. The DC Chair notifies the President, Executive Director, and Treasurer of
    adjustments to the budget as necessary after the April meeting.
  7. The DC Chair notifies all Yudanshakai presidents and subcommittee chairs of
    adjustments to the current FY budget.




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