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March 2017
"The person who says it cannot be done should not interrupt the person who is doing it."
~ Chinese Proverb
The Role of the Conference Treasurer
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The Treasurer (or Financial Chair) has one of the most important functions on a conference organizing committee, providing a critical oversight role across all financial aspects of the conference. So, it is essential that they work closely and effectively with all other conference groups.
Given this broad responsibility, the Treasurer typically acts as a resource and clearinghouse for the Chair and committee, providing insight on financial implications of proposed options, confirming legal and tax requirements, and reporting on current or projected financial status.
The role of the Treasurer spans the majority of the conference's lifecycle, from site selection all the way through the financial closing and audit. In general, they are responsible for a leadership role across the following areas of activity:
  • Financial planning and budgeting
  • Financial record keeping and controls
  • Banking and transaction management
  • Financial reporting
  • Audit support
With so much to do, it is easy for Treasurers to be distracted by the administrative functions of their role and lose sight of the big picture. 

One of the keys to successfully performing this role is striking a balance between overseeing systematic financial operations and acting as a strategic advisor.
MCE Conference Business Operations offers many support resources for Treasurers. Read further for more details
MCE Support for Conference Treasurers
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IEEE Meetings, Conferences & Events (MCE) provides 
a wide array of services to Conference Treasurers. 

Based on the needs of the conference , support can range from light, consultative advice for experienced Treasurers to direct engagement in day-to-day activities where required. This includes:
  • Historical data and information - Intelligence to improve planning and budgeting 
  • Budget development and review - Review and input to validate assumptions and reasonableness
  • Establishing bank accounts - To receive funds from customers and disburse funds to suppliers
  • Transaction reporting - Recording conference financial transactions and supporting documents
  • Tax Guidance and Reporting - Including Income, Sales & Use, and Indirect taxes
  • Assistant Treasurer - MCE Business Analyst assists in performing financial tasks for the conference
In This Issue
Quick Tips
Did you know? 
IEEE Conferences are exempt from Value-Added Tax (VAT) in Ireland, making organizing conferences there less expensive to attendees relative to other countries in the Euro-zone.
     Contact MCE   
MCE Conference Education Program 
IEEE MCE Conference Education provides learning opportunities for conference organizers of all experience levels, IEEE units or role.
Learning options available:        
Resources are in the IEEE Center for Leadership Excellence (CLE), accessed with your  IEEE Account .       
   Contact  MCE   
Managing Indirect Taxes    
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Value added tax (VAT) or goods and services tax (GST), also known as indirect taxes, are consumption taxes levied on any value that is added to a product. 

These are considered indirect taxes since the tax is levied on commodities or services before they reach the consumer but ultimately paid by the consumer as part of the market price before being paid to the government.
When IEEE is sponsoring a conference in a VAT/GST assessing country, the conference must take steps to comply with VAT/GST requirements on sales of conference admissions and other products.
The compliance is governed by the regulations of the country where the conference is held, regardless of if the registration fees are collected in the U.S.
In conjunction with the Conference Business Operations team, the IEEE Indirect Tax group provides
consulting for tax compliance, assistance with budgeting for VAT and tax return filing. IEEE is committed to provide guidance to all IEEE conferences.
Full indirect compliance support is available for the following countries:

Czech Republic
The Netherlands
United Kingdom

Conference Treasurers Can Build Skills with eLearning Courses 
elearning icon MCE Conference Education has several eLearning courses that will provide Conference Treasurers of any experience level the information and knowledge to perform their duties confidently. 

They can be found in the IEEE Center for Leadership Excellence (CLE):
Maintenance Disruption - Saturday 25 March 2017
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On Saturday 25 March, frequently used conference organizer applications will be affected by maintenance.

Starting 9:00 AM Eastern Daylight Time (New York, GMT-04:00) on Saturday 25 March,the following applications will be unavailable to users:
The applications are expected to be available by 5:00 PM Eastern Daylight Time (New York, GMT-04:00) on Saturday 25 March 2017.
    Contact MCE   
Conference Education Program: Updates 
Upcoming March Webinar: The Role of the Conference Treasurer  webinar icon

Tomorrow! 15 March 2017

Learn the keys to becoming a successful conference treasurer. We'll touch on timeline items, best practices, and how the MCE Conference Business Operations team can support you in your role. 

Time: 11:00 AM - 12:00 PM  - OR - 3:00 - 4:00 PM [ Eastern Daylight Time (New York, GMT-04:00)]

Register - 11:00 AM or 3:00 PM
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