2 Background InfoHow many of you are attending a JETAA conference for the 1st time?How many of your are new to being a treasurer?How many of you are already actively working with your consulate to work out a MOFA budget?What specific issues are you hoping will be addressed here?
3 Sources of funding for your chapter CLAIR (GIA= Grant in Aid)MOFA (Funding through local consulate)Raising funds as a 501c3Collecting “door cash” at events to use at the actual event (cost-sharing)
4 CLAIR GIA Funding 4.5 Types of GIA from CLAIR: Basic GIA Normal GIA A set 100,000 yen for official chapters (operating expenses)Normal GIAFunding for chapter’s activities & eventsMulti-Chapter Conference GIAFunding for regional / national conferences (up to 20man / conf)Country Rep GIAFor US, base funding of 63,000 yen per CR for travel & admin costs“Special” GIAOnly given on a case by case basis for events outside of JETAA
5 CLAIR GIA Funding 1) Annual GIA request (due July’ish) Summarizes all projected expenditures (MOFA & CLAIR)Change of usage documents to be submitted when needed2) End of year spending report (due March’ish)Submit receipts and explanations for ALL expensesImportance of membership dataCost sharing
7 MOFA: Step 1- Annual Budget Proposal Start building a relationship with your Consulate NOWIdentify and work with your Consulate liaisonJET Coordinator * (JET and JETAA share the same pocket of funding)Accounting ConsulOther appointed JETAA tantoushaSubmit your annual proposal in Feb’ish (end of FY) to the ConsulateSee if you can use the same budget proposal form you use for GIAFunding proposals will get approved/ revised at the start of the Japanese FYThese proposals give Tokyo a chance to give the JETAA chapter feedback on the likelihood of successfully receiving budget for their proposed usesIf you request budget for something not on the initial annual proposal, it’s really difficult to be successful
10 (i.e. Venue, honorariums, kaigihi, supplies, etc) Specific item details(i.e. Venue, honorariums, kaigihi, supplies, etc)Cost of each of the items
11 MOFA: Step 2- Budget Request ESID- check with your consulate liaisonThe funding can be requested anywhere between 1 month to 6 months ahead of time: I usually submit whole quarter requests 1 month beforeRequest done via official/ internal channels from the Consulate, which is why it’s important to stay in contact with the tantoushaMust include estimates for spending (ex, kaigihi, actual items, other charges)These request letters usually get submitted along with a Japanese one made by the tantoushaTantousha may ask you to make requests more detailed, or submit additional information along with letter (i.e. member lists, etc)
16 MOFA: Step 3- Spending Reports ESID- check with your consulate liaisonSpending reports may need to be submitted:Quarterlyevery 6 monthsevent-basedMust include receipts for all expendituresMay need to include an explanation if an expenditure is LESS than original estimate submittedIf your expenditure goes over, it will be rejected 99% of the timeI submit:1) Quarterly reimbursement request letter2) MOFA spreadsheet3) Receipts for all purchases
20 MOFA Step 4: Activity Reports Must be done for every expenditure that uses MOFA funding (not only activities or events)Include:Purpose of the event/ expenditureResults of the event/ expenditureAny improved results as compared to previous years and whyHow many outside participants (non-JETs)Anything that makes your event look greatThe more detail you provide, the better!
22 MOFA Funding: Tips Annual Spending Report Hopefully the same as the GIA end of year spreadsheet??Keep copies of everything you submitMake it easy for your consulate to help support youBe organizedOrganize your receiptsDouble check your mathBe on time with your paperworkTalk to your consulate about partnering up for eventsCreates a relationshipCreates VALUE for your chapter