New Development Committee Budget Process

-
 
UNITED STATES JUDO FEDERATION

DEVELOPMENT COMMITTEE BUDGET PROCESS



CREATION OF THE ANNUAL USJF DEVELOPMENT BUDGET


I. 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.

II. 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.

III. 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.

IV. 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

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

II. 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

III. 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.
Category: News