Proposals for Dummies III: Reimbursements, Travel Costs and Bookkeeping

Just like we did for the past Agorae, for Autumn Agora Kyïv we want to provide you again with a short and easy summary of the proposals submitted. In this third round, we will be explaining three proposals that focus on changing some financial rules when it comes to travel, namely ‘Reimbursement for Honorary Members of AEGEE-Europe’, ‘Travel costs’ and ‘Bookkeeping update’.

11013143_422895731206133_2145577202703284597_nThe Charter of Honorary Members was voted at Spring Agora Patra 2014 and since then, it was changed just to fix some mistakes at Spring Agora Asturias 2015.

The proposal ‘Reimbursement for Honorary Members of AEGEE-Europe’ was written by Damien Latacz and Philipp Blum on behalf of AEGEE-Aachen and Ander Guerrero Ruiz on behalf of the Comité Directeur. The proposers want to clarify how the travel reimbursement for nominee of the Honorary membership will work. Right now, all the nominees are entitled of full reimbursement of the travel costs to reach the Agora. The proposers fear that such phrasing may lead to a huge number of nominations with the only purpose to receive reimbursement or to propose unaffordable travel costs. What will change with this proposal is that the reimbursements will be granted only to nominees who are ratified as Honorary Members.

Also, the last Honorary Member of AEGEE-Europe (Christophe Leclerq) was elected before the Charter took action, since in AEGEE modifications of statutes have no a retroactive effect.

You can read the full proposal here.

The second proposal involves also the travel costs. Proposed by Ander Guerrero Ruiz on behalf of the Comité Directeur, the proposal aims to clarify in which terms travels of bodies of AEGEE-Europe are reimbursed. Right now, no reimbursements are allowed without a receipt. Ander added the word “original”, in order to have the original physical and digital receipt from the travels. It also adds the fact that all the travel costs need to be announced to the Financial Director of AEGEE-Europe before booking the travels.

You can read the full proposal here.

11082565_423384751157231_51466523854939643_nThe third proposal is the one of ‘Bookkeeping update’ also by Ander Guerrero Ruiz on behalf of the Comité Directeur. With the new system implemented by the previous Comité Directeur, bookkeeping can be outsourced and this change needs to be written also in the CIA. In the section ‘General Financial Rules’, the Article 13 Accounting has been modified with the external accounting added. Ander also added the fact that any external company needs to sign a data privacy contract. Of course, all the data provided by the external company will be checked by the Financial Director.

You can read the full proposal here.

 

Written by Erika Bettin, AEGEE-Verona