Event Settlement Information
On this website, under the page listed 'Event Coordinator Info', you will find your event and the associated settlement paperwork.
Deadline for Settlement is 30 days after the event, whether or not you have all payment.
You have been provided an EXCEL workbook customized for your event. Click on the link to download it.
This is your working copy. When you input your information, the formulas will do the work for you.
Upon completion of your settlement, attach the EXCEL form to an email, then send it back to the treasurer
(you will need to mail checks, receipts, invoices, contracts, W9s and stipend forms)
Payment
Stipends for Event Coordinators and Site Hosts will be paid upon the delivery of the settlement.
For all events, anyone who receives a stipend from SJMEA must submit three documents at the
completion of the financial settlement: An IRS W9, a Stipend Form, and a Contract.
This includes all Event Coordinators, Site Hosts, Bookkeepers, Conductors, Accompanists, Adjudicators, Clinicians.
Each Event Coordinator is responsible for altering the contract to fit the needs of the event.
Prior to the event, please provide all three documents to everyone who receives a stipend.
Schools who fail to pay in a timely manner, please be persistent with them. Make notes on the settlement
regarding communications with these directors.
Deadline for Settlement is 30 days after the event, whether or not you have all payment.
You have been provided an EXCEL workbook customized for your event. Click on the link to download it.
This is your working copy. When you input your information, the formulas will do the work for you.
Upon completion of your settlement, attach the EXCEL form to an email, then send it back to the treasurer
(you will need to mail checks, receipts, invoices, contracts, W9s and stipend forms)
Payment
Stipends for Event Coordinators and Site Hosts will be paid upon the delivery of the settlement.
For all events, anyone who receives a stipend from SJMEA must submit three documents at the
completion of the financial settlement: An IRS W9, a Stipend Form, and a Contract.
This includes all Event Coordinators, Site Hosts, Bookkeepers, Conductors, Accompanists, Adjudicators, Clinicians.
Each Event Coordinator is responsible for altering the contract to fit the needs of the event.
Prior to the event, please provide all three documents to everyone who receives a stipend.
Schools who fail to pay in a timely manner, please be persistent with them. Make notes on the settlement
regarding communications with these directors.
Settlement Worksheet
Any questions, feel free to email the the treasurer: [email protected]
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Income Tab Form #1:
On the provided Income Form 1, Log all checks ‐ along with check number (if applicable). When you submit your settlement, make notes of schools who haven't paid and why. Checks are required. If you receive a PO from a school and the settlement deadline has passed, send the PO and invoice to the treasurer and he will submit. An invoice must be submitted in order to process this. Please don't make a habit of accepting POs. Try to avoid accepting checks from families ‐ and definitely no cash. Communicate this up front. If you receive a check from a family, make sure you note the school and event it is paying for. (IE ‐ SWHS SR Honor Band) Make certain to log amount each school owes (based on who was accepted, not who showed up) log how much they have paid, how much they still owe will be calculated for you and any comments about payment arrangements and any correspondence. SCHOOL S MUST PAY FOR STUDENTS WHO DID NOT SHOW UP. Make sure ALL checks are made out to SJMEA. I cannot accept checks made out to the event coordinator or the receiving school. Please submit all financial reports for each sub‐event (ie. SR honor ‐ choir, band, orch should all settle separately). In this case, please make sure to keep checks separated for ease of record keeping on my end. Both honor events collect a gate. Please refer to the latest Rates and Fees sheet for ticket prices. Please log the gate amount in the field provided on Income Form #1. Gate money should be submitted to the SJMEA treasurer for deposit as soon as possible. Please plan ahead to have your ticket table, 3 or 4 responsible parents and cash box set up with at least $100 cash ($50 singles, $50 fives) Honor events should come close to breaking even with student fees alone. Even though we collect a gate for these two events only, the gate is seed money for ALL events and non‐event expenses as well ‐ it helps EVERY event. One does not need every check from all schools in order to submit the settlement, but the majority must be present. Stipend Tab Form #3:
A contractor is anyone who receives a stipend through SJMEA. This includes conductors, judges, accompanists, hosts, coordinators and bookkeepers. Double check what each event pays each of their contractors. Click here for current Fees and Stipends. Please log the name of each contractor and all PERSONAL expenses: stipend, housing, per diem and mileage. Per diem is only paid if the contractor is housed. Please limit per diem to $20 per day (within reason). Only log Lodging if the hotel was paid out of pocket by the contractor. If the hotel was prearranged by the treasuer, this is logged directly on Expense Form #4 under 'Prepaid Hotel' EVENT expenses do not belong on Stipend Tab Form #3! They are to be added directly to Expense Form #4 and summarized on the stipend form. The spreadsheet will total each of the PERSONAL expenses, and be auto-forwarded to Expense Form #4. All PERSONAL expenses on Stipend Tab Form #3 should also be present on the stipend form. |
Stipend Forms:
All people receiving a stipend must submit a stipend form. This includes Event Coordinators, Site Hosts, Adjudicators, Conductors, Accompanists. On all stipend forms, PERSONAL and EVENT expenses to be reimbursed should be summarized. Log all PERSONAL expenses on the EXCEL workbook - Stipend Tab Form #3 SJMEA coordinators and hosts, please summarize everything owed to you on this stipend form including any EVENT expenses you paid out of pocket. Please log all event expenses on the EXCEL workbook - Expense Tab Form #4. All coordinators and hosts must fill out a stipend form with all reimbursements (EVENT and PERSONAL expenses) summarized. Reimbursements:
PERSONAL Expenses: For adjudicators, conductors, accompanist these include stipend, lodging, per diem (if staying overnight), mileage. For Coordinators and Hosts, these include the stipend and mileage. PERSONAL expenses must be logged on the Stipend Tab Form #3 portion of the EXCEL settlement workbook. EVENT Expenses: In rare cases adjudicators, conductors and accompanists may claim event expenses, but this usually applies only to coordinators and hosts. these include, but are not limited to: postage, office supplies, event lunches/breakfast, hospitality room, coffee, etc... Reimbursements do not apply to people not receiving a stipend. (i.e. don't allow booster parents to buy coffee - coordinators or hosts buy the coffee, and they will be reimbursed) On rare occasions, we can allow this, but email the treasurer to get permission BEFORE this occurs. There may be non-event related reimbursements, such as food for meetings. These must be pre-approved by the treasurer. Expense Tab Form #4:
Log all expenses accrued during the event. Any EVENT expenses out of pocket from coordinators and hosts should be logged on Expense Tab Form #4, but also summarized on their stipend form. All EVENT expenses should have an invoice or receipt submitted with your paperwork. Some EVENT expenses the treasurer will pay the day of the event or before the event. Make sure you have those totals when you settle. Summary Tab Form #5:
If you did everything right in steps 1-4, income, gate, expenses will be properly logged in Summary Tab Form #5. It will also tell you if there is still outstanding income. If when finish your settlement, there is outstanding income, please make sure you make a note on Income Tab Form #1. It is comfortable to be running our region with about $6000 to $8000 in the bank. Each event should be above breaking even. Honor Festivals or any event which charges a gate fee, should come close to breaking even with student fees alone. The gate fee for these is SJMEA seed money for ALL events throughout the year and helps pay for non‐event expenses. If for some reason, your event is in the Red, a meeting must be scheduled with the treasurer about how to adjust the budget for the following year. |