Ski for Light Event Planning Manual

June 2011

9. Finances

Ski For Light, Inc. is organized for charitable purposes under section 501(c)(3) of the Internal Revenue Code and is required to file an annual income tax return with the Internal Revenue Service. The SFL Inc. Federal identification number is 51-0175938.

Ski for Light, Inc. is incorporated in the State of Minnesota and is also required to file an annual report to the Minnesota Attorney General's Office.

To maintain a system of checks and balances, all cash received shall be channelled through the MIP, VIP, and Instructor/Guide Applications, Other Attendee, Registration and Housing, and Sales Room Coordinators who will maintain detailed records of the receipts. The Coordinators shall then forward the cash to the Treasurer for deposit. All contributions and memberships and all invoices and other requests for payments shall be sent to the SFL office. Copies of requisition and reimbursement forms can be obtained from the SFL Treasurer.

The Treasurer will be working closely with the SFL President, the Event Chair, the Hotel Function Coordinator, the Registration and Housing Coordinator, and the Sales Room Coordinator in all matters relating to finances.

The Treasurer shall coordinate the preparation of the operating budget for the fiscal year with input from the SFL President, the Event Chair, and others involved with the planning of the coming year's activities.

Pre-Event

June 1

• With the Budget and Finance Committee, formulate a budget for the International Event.
• Distribute the budget to Event Chair.
• With SFL President, determine package and other event prices to be charged to attendees.

September 1

• Make deposits and payments as necessary.

Planning Meeting

• Depending on travel distance, time and budget constraints, you may be asked to attend the planning meeting. If you do not attend, please ensure your responsibilities are carried out by someone who does.
• Meet with respective hotel people to review billing, payments and schedule.

October 1

• Review hotel and facilities contracts and make deposits as necessary.
• Establish recording procedure for payments received from MIP, VIP, Instructor/Guide and Other Attendee Applications coordinators. Include information on name of person, total amount due, amount paid, balance, and subsidy (if any).
• Collect payments from VIP, MIP, Instructor/Guide and Other Attendee, Applications coordinators and Registration and Housing Coordinator.
• Post and deposit monies received from Coordinators.

December 1

• Ensure that credit card embosser and supply of charge slips will be present at the event.

International Week

• Establish a recording procedure for payments received from Sales Room, life memberships, and silent auction.
• Consult with Event Chair, Hotel Function Coordinator and Registration and Housing Coordinator and hotel representative about final charges and payment of the master bill.
• On the first Saturday, Sunday, and throughout the week, be available to help with registration and to collect all outstanding balances.
• Make checks available for payments to the evening program entertainment.
• Work with Sales Room Coordinator to ensure an accurate and thorough control of cash.
• Near the end of the week, arrange to pay the portion (usually 80 percent) of the bill required by the hotel contract.
• Since SFL is responsible for all unpaid hotel bills left by individuals, be sure that the hotel cooperates with our efforts to get all individuals to settle their accounts. It has worked well to have the hotel hand out a bus boarding pass when an individual clears their charges.

Post-Event

• With Event Chair, Hotel Function Coordinator, Registration and Housing Coordinator, and SFL President, review the master bill before final payment is made to the hotel.