SGB Orientation Finance Workshop Presented By: Darren Ramdin Associate Director Association for Computing Machinery, Inc. Office of Financial Services 2 Penn Plaza, Suite 701 New York, NY (fax)

Association Facts Established in 1947 The Association is an international scientific and educational organization dedicated to advancing the art, science, engineering, and application of information technology, serving both professional and public interests by fostering the open interchange of information and by promoting the highest professional and ethical standards 501 (c)(3) Organization Exempt from Paying Sales Tax in Certain States 94,000 Individual Members 330 Institutions 5,000 Volunteers

$55M Organization 34 Special Interest Groups (SIGs) ($20.8K - $11M) Sponsor or co-sponsor 140 conferences worldwide ($2K - $7.4M) SIGs represent 56% or $31.5M of the $55M SIG conferences represent 85% or $26.7M of the $31.5M

Financial Terminology Fiscal Year A period of 12 consecutive months without regard to the calendar year. The fiscal year is designated by the calendar year in which it ends. ACMs Fiscal Year: July 1 – June 30 FY 2010 July 1, 2009 to June 30, 2010 Conferences: March 1 – February 28 FY 2010 March 1, 2009 to February 28, 2010

Financial Terminology Accrual Accounting Recognizes expenses when incurred and revenue when earned rather than when payment is made or received Revenue and expenses that correlate should be recorded in the same period If no revenue is generated by the expense then the expense should be recorded when it occurs (accrued) not when it is paid Deferred Revenue Income to be earned in future reporting periods

Allocation Also referred to as overhead, is a fee levied on all SIGs to offset the cost of being part of a larger organization. It is not a fee for service. It is calculated on a sliding scale based on the total expenses of each SIG Surplus The net result when revenue exceeds expenses Deficit The net result when expenses exceed revenue

Fund Balances Also referred to as Reserves, is the accumulation of surpluses and deficits Required Fund Balance ACM policy requires all ACM subunits to maintain adequate reserves against unexpected occurrences. This is referred to as the Required Fund Balance. The Required Fund Balance is calculated on this formula: 50% of organizational expenses + 40% of conference expenses. The Required Fund Balance is established for each SIG as part of the annual budgeting process

Financial Management Report Also referred to as FMR, is the SIGs Financial Statement and/or the Financial Performance Analytical Tool Technical Meeting Request Also referred to as the TMRF, is the Conference Budget submission form Conference in Process Also referred to as the CIP, is the Conferences Financial Statement and/or the Financial Performance Analytical Tool

Financial Reporting Structure ACM SIGS (34) General Activities CSTA

Financial Reporting Structure SIG (FMR - Level 4) Organization (FMR - Level 6) Conferences (FMR – Level 6)

Financial Management Reports (FMRs) fmr.acm.org

Data as far back as FY 2000-July 1999

Account Descriptions available in the SIG Officer Manual

Financial Reporting Structure SIG (FMR - Level 4) Organization (FMR - Level 6) Conferences (FMR – Level 6)

Financial Reporting Structure SIG (FMR - Level 4) Organization (FMR - Level 6) Conferences (FMR – Level 6)

The FY 11 budget covers Conference activity from March 1, February 28, 2011 and Organization activity from July 1, June 30, No Later than November 16, 2009 – submit FY 11 Member Benefits to Office of SIG Services. On or about January 18, ACM Finance commences inputting data on the FY 11 budget templates. Data on special projects, awards, grants, travel are requested from SIG Officers. No Later than February 1, FY 11 changes in member dues and subscriber rates must be submitted to ACM Finance for inclusion in the publications catalog. On or about February 15, Completion date for preliminary preparation of draft budgets. On or about March 15, Review with SIG officers, obtain approvals, work toward completion. On or about March 31, Inclusion in ACM budget draft to be presented to ACM EC and Council. FY 2011 Budget Schedule

Volunteer Resources Click on Special Interest Groups (left bar) Click on Volunteer Resources SIG Reference Sheet SIG Officers' Manual SIG Conference Manual SIG Policies and Procedures SIG Member Benefits Orientation Presentation Slides ACM Travel Guidelines Technical Meeting Request Form (TMRF) SIG Financial Reports (FMRs and CIPs) SIG Member/Subscriber Statistics