1. Inbound Journey Treasurer Workshop

2. Review of Documents
FFI Policies and Guidelines for Clubs and Programs ( version)
FFO Guidelines Journey Treasurers Inbound and Outbound
BMO Banking Fees
Excel template Instructions

3. Friendship Force Journey Programs Page 4
Four types of inbound Journeys:
International Club to Club Journeys – one week (5-7 nights) program between clubs from different countries
Domestic Club to Club Journeys – Up to 7 nights between clubs within a country
Stopover – 1-4 nights homestay while traveling to or from an International Club to Club Journeys
Global – Ambassadors from anywhere in the world with a special focus and variable duration

4. Host Club Fees Page 6
International Journey - basic fee $150 USD; Any amount over $150 USD, the Ambassador Coordinator must be provided and agree with the cost of each program event
Global and Domestic Journeys and Stopover – fee set on a case-by-case basis, to be worked out and agreed upon by the Ambassador and Host Coordinators.

5. Host Club Fees (Cont’d) Page 6
Used to pay the cost of group activilies.
Should not cover the cost of transportation from/to arrival/departure site (airport) to the local community.
are normally transferred directly from the ambassador club to the host club in a mutually acceptable manner, unless otherwise authorized by FFI.
The Host Club Program Fee is non-refundable if an ambassador cancels from the journey less than 60 days prior to departure (journey start)

6. Review of Documents FFI Policies and Guidelines for Clubs and Programs
FFO Guidelines Journey Treasurers Inbound and Outbound (Feb 2018 version) nes_for_j_treas_inbound_and_outbound_feb _2018.pdf
BMO Banking Fees
Excel template Instructions

7. Inbound Journey Treasurer Role and Responsibilities Pages 3, 4 & 5
Financial Planning and budgeting – Critical to end up with a net zero balance: Identify all journey costs and income.
Banking, Book and Record Keeping – Opening and closing a community bank account*, deposit all income, write cheque to pay expenses* and keep a journal of all transactions
* Require second unrelated signature, normally the AC, best if living close by
Financial Reporting – to Hosting Committee, FFO Treasurer and Ambassador Coordinator (upon request)
General Financial Oversight – Ensure financial decisions are in accordance with FFO guidelines

8. Opening Bank Account Pages 5, 6 & 7
JT & AC choose a convenient BMO branch
JT & AC open a community bank account 70 to 90 days prior to journey start “FFO Journey # XXXXX” where X is the FFI-identified journey #
Request documents from FFO President
Letter of authorization
AGM Minutes indicating FFO executive & FFO BY-Laws (for new branch only)
ID with photo required
Request 100 cheques, Online monthly statements, deposit book, bank card and accept Interact e-Transfer deposit
JT & AC - The second individual does not have to be the AC. It is best if the second individual lives near the Journey treasurer.

9. Income & Disbursement Pages 7 & 8
Income via cheque, Interact e-transfer, Cash
Disbursement via cheque, wire transfer at bank with AC
All incomes and disbursements must be recorded sequentially in the journey journal including bank fees and periodically reconciled with the bank statement
Invoices or Receipts are required for all disbursements
Caution – do not write last cheque near end of month

10. Income Page 9 & 10 Sources of income
Ambassadors’ payment of the hosting program fee (Due 60 days prior to Journey start date); and
FFO Member payments to attend specific event(s)
Fund advance (up to $500 from FFO) – If required to pay venue deposit(s) prior to receiving the Ambassador’s payment. Must be paid back.

11. Expenses Pages 10 Two types of expenses
Administration costs – postage, bank fees, booklets, Ambassador’s gift bags, AC gift …
Hosting Program Event expenses
*If the event participation by FFO Member(s) increases the cost of the event, that increase must be paid by the FFO Member participating

12. Refund Pages 13
Hosting Program fees – not refundable once paid (60 days prior journey)*
Any residual from withdrawn applicant must be transferred to FFO main account
Upon cancellation, FFO member payment for an activity may be reimbursed prior to the event as long as the activity is self sustained.

13. Review of Documents FFI Policies and Guidelines for Clubs and Programs
FFO Guidelines Journey Treasurers Inbound and Outbound
BMO Banking Fees (16 Apr 2018 version) guide-business-en.pdf
Excel template Instructions

14. Community Account Banking Fees Pages 11 - 12
$ monthly administration fee, if minimum monthly balance < $5,000;
$ per transaction (20 free per month);
$ per teller deposit (5 free per month);
$ per cheque deposited (25 free per month);
$3.00 – monthly paper statement (free monthly e-statement).

15. BMO Sundry Fees Pages
$ Account closed within 90 days of opening;
$ per deposited NSF cheques;
$ per written NSF cheques;
$ per foreign currency money order or draft (free for USD money order);
$ Wire transfer payment received.

16. Both Signatory Requirement
Both signatory must be present for:
Open or close a journey account;
Initiate a Wire Transfer;
Request a Money order or draft; and
Both must sign cheques to pay expenses.

17. Review of Documents FFI Policies and Guidelines for Clubs and Programs
FFO Guidelines Journey Treasurers Inbound and Outbound
BMO Banking Fees
Excel template Instructions

18. Template Overview
Instruction Tab – Provides the overview information about the Excel template
Budget Tab – Area to enter the expected administrative income and expenses to ensure a net zero balance.
Event Planner Tabs – Areas to enter the expected income and expenses for each specific activity
Journal Tab – Area to record all transactions as they happen. All income should be entered as “Ambassador Receipts” or “=C$84” in column C

19. Template Overview (Cont`d)
Inbound Details Tab – Area to track income and expenses associated with each FFO member thus calculating their individual refund
Inbound Budget Report Tab – New tab which is a report of the budget information in a concise format for presentation at committee meeting
Summary-Source & Use of Funds Tab – Automated report showing Actual vs Budget and Variances
Note Macros must be enable for the Inbound Budget Report button to work