Process 07: Finance and Logistics Department Activities

STEP 1 – BUDGET ESTIMATES & APPROVAL

- Vice President of Finance and relevant departments estimate the budget for each activity.
- Prepare a budget table: items – quantity – unit price – total.
- Submit to the Board of Directors for approval before implementation.

STEP 2 – PURCHASE & LOGISTICS ORGANIZATION

- Financial secretary contacts suppliers – prints – places orders.
- Logistics member in charge of receiving goods – checking quantity – quality.
- Each purchase has an invoice/confirmation – take a photo and keep it as proof.

STEP 3 – MAKE EXPENDITURES – RECORD & UPDATE

- The treasurer makes payments according to the approved list.
- All expenses must have invoices and signatures.
- Record in the cash book and Excel table summarizing revenue and expenditure by day/month.

STEP 4 – REPORT & PUBLICITY

- At the end of each activity: submit detailed revenue and expenditure table + invoices + supporting photos.
- Monthly summary report to the Board of Directors and saved in the Club's file.
- Publish the financial summary table on the Club's bulletin board (if necessary).

STEP 5 – ARCHIVING & PERIODIC EVALUATION

- The financial secretary archives original files (paper files + soft files).
- Organize regular Finance Board meetings (every 2 months) to review - evaluate - adjust the process.
- Submit improvement proposals to the Executive Board if financial management needs to be upgraded.

🎗 CORE PRINCIPLES

- Do not spend money without approval from the Board of Directors.
- Do not keep personal funds, all income and expenditure are recorded and clearly demonstrated.
- Each income and expenditure has 3 steps: Request for approval - Implement - Archive.
- Transparency - Honesty - Carefulness are the core values ​​of the Finance & Logistics Board.