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					At-Con

   Treasury

         Manual
              Draft 2

                6/27/2008
     Denvention Three Treasury Manual
A. Cover page

B. Table of Contents

C. Time Line

D. Staff Information
   At Con Staffing
   Sign up Sheet

E. Internal Treasury Information
   Management
   Main Fund Cashier (need)
   Internal Proceedures
   Petty Cash
   Workflow
   Credit Card

F. Supplies

G. Floor Plans

H. Questions for the Committee
   Sales Tax Info

I.   Guideline to Handling Money
     Do's and Don't of Money Handling

J.

K. Cash at Con
       Areas, Contact, Hours of Operation, Supplies
       List of seed cash, list of ending cash (need)
       Actual money processed at Chicon
             By Fund, type of income, type of money


L. Forms                                         Main Fund Log
   Cash set-up at con                            Pick-Up Check List
   Count Out Form                                Refund form
   Deposit Log                                   Registration Form
   Equipment Log                                 Signs
   Fund Balancing form                           Swipe box balancing form
   Income Form                                   Task Card
   Intermediate Pick-Up Card                     Transfer Form
                                                            Need Handicap services form

M. INFO FROM OTHER CONS
   Stamp
   MilPhil - At con cash comparison              Chicon - Cash at Chicon
   MilPhil - Supplies                            Chicon     Money Handling
   MilPhil - number of hours staff worked        Magicon Petty Cash
   MilPhil-Questions                             Magicon Debriefing Pt 1
   MilPhil - Debreifing notes                    Magicon Debriefing Pt 2
   MilPhil - Budget                              Magicon Treasury & You
   MilPhil - Layout Rm 300
MilPhil - Layout Rm 301
Time Line
           2007     From         To        Start   End   Where                Location               Who                       Note



November           11/1/2007   11/4/2007                 World Fantasy Con    Saratoga Springs, NY

                  11/16/2007 11/18/2007                  Philcon              Philadelphia

December           12/7/2007   12/9/2007                 SMOFcon              Boston



           2008

January            1/18/2008   1/21/2007                 Arisia               Boston



February           2/15/2008   2/17/2008                 Boskone 45           Boston                 Debbie




March              3/19/2004   3/21/2004                 Mar 14-16, 2008 Lunacon 51 in Rye Brook, NY.
                                                         Mar 14-16, 2008 StellarCon 32 / DeepSouthCon 46 in High Point, NC.
                                                         Mar 21-23, 2008 Anime Boston 2008 in Boston, MA. (anime)
                                                         Mar 21-23, 2008 Minicon 43 near Minneapolis, MN.
                                                         Mar 21-24, 2008 Orbital 2008 / Eastercon 2008 in London, England.
                                                         Mar 27-30, 2008 World Horror Convention 2008 in Salt Lake City, UT.



April                                                    Apr 4-6, 2008 I-CON 27 in Stony Brook, NY.
                                                         Apr 25-28, 2008 Costume-Con 26 in San Jose, CA. (costume)

May                                                      May 23-26, 2008 WisCon 32 in Madison, WI. (feminist)



June



July                                                     Jul 3-6, 2008 Westercon 61 in Las Vegas, NV.
                                                         Jul 17-20, 2008 Readercon 19 near Boston, MA.
Time Line
         2007       From        To        Start   End   Where               Location             Who              Note




                                                        Swipe Boxes                                               Get & test swipe boxes, extra Cr Card slips, impr
                                                        Cash Order for the bank




August             8/6/2008   8/10/2008                 Devention 3

                Sunday         8/3/2008                 Get Safe deposit box
                                                        Get cash 2 withdrawls (MF & PC)
                                                        Prepare: Petty Cash, Tips, GOH Per diem's, Checks to AH
                                                        Receipt Books for PC

                Monday         8/4/2008                 Move In
                                                        Logistics to move equipment
                                                        Unpack Supplies from NESFA
                                                        Prepare Reg set-ups for Wednesday
                                                        Pre-reg opens



                Tuesday        8/5/2008                 Dealer's move in                                          Produce reports for committee
                                                        NESFA Truck arrives?                                      Send e-mail for people to cash advance checks
                                                        Reg Opens for money                                       Financial reports
                                                                                                                  Create book/file of all set up forms
                Wednesday      8/6/2008                 Convention Opens                                          E-mail reminder to all bring master keys
                                                        Artist Check In                                           Prepare books with instructions for PC



                Thursday       8/7/2008




                Friday         8/8/2008
Time Line
            2007      From             To       Start   End   Where                 Location         Who   Note




                   Saturday          8/9/2008




                   Sunday         8/10/2008                   Convention Closes/ Dealer's Move out
                                                              Art Show Sales
September                                                     Start packing NESFA Supplies



                   Monday         8/11/2008                   Move out (midnight)
                   Tuesday        8/12/2008
                                                              NESFA Truck
                                                              leaves?

                      9/2/2004 Thur
                      9/2/2004 Thur
                      9/2/2004 Thur                           Financial reports for committee

                      9/3/2004 Fri                            Chesley & GOH Speaches
                      9/3/2004 Fri                            Financial reports for committee



                      9/4/2004 Sat                            Masquerade
                      9/4/2004 Sat                            Financial reports for committee

                      9/5/2004 Sun                            Hugo Awards
                      9/5/2004 Sun                            Art Show Sales
                      9/5/2004 Sun                            Financial reports for committee

                      9/6/2004   Mon
                      9/6/2004   Mon
                      9/6/2004   Mon
                      9/6/2004   Mon
                      9/6/2004   Mon                          Financial reports for committee
Time Line
      2007   From           To   Start   End   Where   Location   Who   Note

             9/7/2004 Tue
             9/7/2004 Tue
             9/7/2004 Tue

             9/5/2001 Wed
             9/6/2001 Thu
             9/7/2001
extra Cr Card slips, imprinters for backup




o cash advance checks

 t up forms
ing master keys
uctions for PC
        77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                                            D3-Staff Info                                                                      286

FINANCE DIVISION                                                                                                                                                         Available At Con
First             Last               Position        Wiki E-mail                              Notes                          Cell           Text        Con Hotel    First Day     Last Day
Bob MacIntosh                        Divison Head    INV    macbuccfo@msn.com
Brian Morman                         Treasurer       INV    bmorman@earthnet.net
Dave              Cantor             Manager         Yes    Dave@Cantor.mv.com                                               860-445-2244               Westin

Judy              Bemis              Shift Supervisor Yes   jcbemis@yahoo.com                                                919-215-8405 No Text       Hyatt RegencyTue 8/5      Sun 8/10
Debbie            King               Shift Supervisor Yes   deaking@verizon.net                                              781-572-2767 Yes           Crown Plaza Tue 8/5       Sun 8/10
                                     Shift Supervisor

Alexis            Layton             Main Fund              layton.alexis@gmail.com
Tony              Parker             Main Fund       Yes    tonyp@alum.mit.edu                                               (919) 215-4981No Text      Hyatt RegencyTue 8/5      Sun 8/10
                                     Main Fund

Sue Ellen         Coulter            Staff                  secolter@gmail.com                                               408-314-4865 Yes           Hyatt RegencyMon 8/4
Jared             Dashoff            Staff                  jd8451a@american.edu                                             267-882-7705               Doubletree
James             Daugherty          Staff           Yes    jsd@jsd.com
Peter             De Weerdt          Staff                  peter.de.weerdt@skynet.be
Joann             Lawler             Staff                  jalawler@comcast.net
Tim               Szczesuil          Staff                  tim@szczesuil.com                 promised 2 or 3 shifts total   508-494-1524
Beth              Zipser             Staff                  bethzipser@hotmail.com                                           703-929-6024 No Text        Westin      Wed 8/6      Sun 8/10
Suford            Lewis              Staff           Yes    suford@comcast.net                                               508-314-3802
Allison           Hershey            Staff                  alliefiona@gmail.com                                             (831) 535-2182No Text       Crown Plaza Tue 8/5      Sun 8/10
Bruce             Farr               Staff           INV    brucefarr2002@yahoo.com                                          602-370-7732 In Yes, Out No
Lisa              Deutsch Harrigan   Staff           INV    Harriganfam@sbcglobal.net
Kevin             Hall               Staff           INV    kevcrpd@hotmail.com                                              702-234-1633
Jordan            Brown              Staff           INV    jordan@maileater.net              2 hrs a day
John              Francini                                  francini@mac.com                  Maybe after the Masq

Kathleen          Morrison           Shift Supervisor Yes   kathleen.morrison@gmail.com       NOT COMING                                                 ---------    ---------    ---------
Danny             Lieberman          Main Fund?       No                                      NOT COMING                                                 ---------    ---------    ---------
Nicholas (Phi)    Schectman          Main Fund?       No    phi@apocalypse.org                NOT COMING                                                 ---------    ---------    ---------

Unknown:
Jeff           George                                       zeram@cox.net
Bridget Boyle                        Staff                  bridget@psfs.org                                                                            bridget@netaxs.org
Bruce Newrock                        Staff                  bfn@worldnet.att.net
Ed Rutkowski                         Staff                  ERutkow8@AOL.com
Eric Weber                           Staff
Flo Newrock                          Staff                  bfn@worldnet.att.net
Gail B. Weiss                        Staff                  gbweiss@accountant.com
Jeff Linder                          Staff                  Jsss@voicenet.com
Larry Hancock                        Staff                  hancock@istar.ca                                                 416-737-7276
Pat McMurray                         Staff                  pat@cooky.demon.co.uk
Robert Himmelsbach                   Staff                  C/O SandySwank@AOL.com
Saul Jaffe                           Staff                  jaffe@sflovers.rutgers.edu

Ramona Winkelbauer                   Staff                  rwinkelbauer@rocketmail.com                                                                 rwinkelb@nsf.gov
Allison Feldhusen                    Staff                  afeldhusen@bbn.com
Cindy Scott                          Staff                  cindy@allegro.com
Michael Feldhusen                    Staff                  afeldhusen@bbn.com




Nancy Cobb                           Exhiits                cobbit@global2000.net
John Lorenz                          Facilities             jlorentz@spiritone.com
Seth Breidbart                       Masquerade
Elayne B                             Progam Ops             elaine.brennan@worldnet.att.net
        77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                            D3-Staff Info                                                              286

FINANCE DIVISION                                                                                                                                  Available At Con
First             Last             Position        Wiki E-mail                      Notes                   Cell           Text   Con Hotel   First Day     Last Day
Elayne Pelz                                               elayne@deltanet.com
                                   Worldcon History Exhibits
Mary Kay Kare                      Hugos                  kare@sirius.com
Joni Brill Dashoff                 Art Show               jbdashoff@aol.com                                 215-313-5319
Don 3rd            Eastlake        Business Meeting
Melanie Herz                       Volunteers             Herz204@aol.com                                   321-543-5943

Colette H. Fozard                  Not Coming            colettehfozard@yahoo.com
Dale Farmer                        Not Coming            dale@cybercom.net
Don 4th          Eastlake          Not Coming

Chris Marble                                              Chris_Marble@hmc.edu
                                   Treasury not a good match
Christina O'Halloran                                      chill@tyedye.org
                                   Treasury not a good match
John O'Halloran                                           eoin@tyedye.org
                                   Treasury not a good match
Lori Meltzer                                              keesan@world.std.com
                                   Treasury not a good match
Morris Keesan                                             keesan@world.std.com
                                   Treasury not a good match
                                                                                                                 D3-At Con Staffing                                                                                            Page 14

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Position                8:00 AM     9:00 AM 10:00 AM 11:00 AM 12:00 PM             1:00 PM    2:00 PM     3:00 PM     4:00 PM    5:00 PM   6:00 PM   7:00 PM   8:00 PM   9:00 PM 10:00 PM 11:00 PM HRS
Monday August 4

                                                                                                  WHO gets the money?
Rm 610-612                        Move in begins - con gets room and uses it as storage, hopefully CCC will deliver tables and chairs




Tuesday August 5

Set-up At-Con                                     1           1          1           1           1           1          1           1                                                                     8
                                                                                                                                                                                                              Hours Open          5

Set-up At-Con                                     1           1          1           1           1           1          1           1                                                                     8   Staff on duty       2
                                                                                                                                                                                                              Hour to cover      10

Set-up At-Con                                     1           1          1           1           1           1          1           1                                                                     8   Total # Staff      17
                                                                                                                                                                                                              Hrs per person   0.59

Set-up At-Con                                     1           1          1           1           1           1          1           1                                                                     8


Set-up At-Con                                                                                                                                                                                             0


Set-up At-Con                                                                                                                                                                                             0

Total People per Hour     0           0           4           4          4           4           4           4          4           4        0            0      0        0         0                    32

                                                                                                                                                 DINNER

                                                                      NESFA supplies arrive off truck    3 PM Start un-packing supplies
                                                                                                                  D3-At Con Staffing                                                                                                      Page 15

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Position                          8:00 AM      9:00 AM 10:00 AM 11:00 AM 12:00 PM     1:00 PM    2:00 PM    3:00 PM   4:00 PM    5:00 PM        6:00 PM     7:00 PM    8:00 PM      9:00 PM 10:00 PM 11:00 PM HRS

Wednesday August 6                      8:30                       11:30                                                                                                     8:30

Shift Supervisor/Data Entry         1            1        1        1        1           1          1          1          1            1           1            1         0.5                                    12.5


Main Fund                           1            1        1        1        1           1          1          1          1            1           1            1         0.5                                    12.5     Hours Open          1
                                                                                                                                                                                                                         Staff on duty       2

Courier/Counter/Deposits/Filing     1            1        1        1        1           1          1          1          1            1           1            1         0.5                                    12.5     Hour to cover       2
                                                                                                                                                                                                                         Total # Staff      17

Courier/Counter/Deposits/Filing     1            1        1        1        1           1          1          1          1            1           1            1         0.5                                    12.5     Hrs per person   0.12


Staff as needed                                                   0.5       1           1          1          1          1            1           1            1         0.5                                         9


Staff as needed                                                   0.5       1           1          1          1          1            1           1            1         0.5                                         9

Total People per Hour               4            4        4        5        6           6          6          6          6            6           6            6         3           0                              68

                                                                                        Registration 10 AM - 7 PM
                                                                                Office Petty Cash in Sheraton No idea when it opens
                                                                                                      Art Show 12N - 7 PM
                                                                                Convention Opens 12N -          Ceremony 3PM -             Summerfair 5:30 PM Sheraton




Thursday August 7

Shift Supervisor/Data Entry         1            1        1        1        1           1          1          1          1            1           1            1         1           0.5                        13.5


Main Fund                           1            1        1        1        1           1          1          1          1            1           1            1         1           0.5                        13.5
                                                                                                                                                                                                                         Hours Open          3

Courier/Counter/Deposits/Filing     1            1        1        1        1           1          1          1          1            1           1            1         1           0.5                        13.5     Staff on duty       2
                                                                                                                                                                                                                         Hour to cover       6

Courier/Counter/Deposits/Filing     1            1        1        1        1           1          1          1          1            1           1            1         1           0.5                        13.5     Total # Staff       17
                                                                                                                                                                                                                         Hrs per person   0.35

Staff as needed                                  1        1        1        1           1          1          1          1            1           1            1                                                    11


Staff as needed                                  1        1        1        1           1          1          1          1            1           1            1                                                    11


Staff as needed                                                                                                                                                                                                      0


Staff as needed                                                                                                                                                                                                      0

Total People per Hour               4            6        6        6        6           6          6          6          6            6           6            6         4           2                              76

                                                                                        Registration 9 AM - 8 PM
                                                                                    Office Petty Cash in Sheraton Time unknown
                                                                                    Art Show/Print Shop 10 AM -7 PM
                                                                                     Site Selection TBD
                                                                                                  2:20 Rising Star Receiption          -              5:30 Guest Filk Concert
                                                                                                                 D3-At Con Staffing                                                                                                Page 16

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Position                          8:00 AM   9:00 AM 10:00 AM 11:00 AM 12:00 PM      1:00 PM    2:00 PM    3:00 PM    4:00 PM      5:00 PM     6:00 PM   7:00 PM    8:00 PM   9:00 PM 10:00 PM 11:00 PM HRS


Friday August 8

Shift Supervisor/Data Entry         1         1        1        1        1             1         1          1             1         1           1         1          1        0.5                          13.5


Main Fund                           1         1        1        1        1             1         1          1             1         1           1         1          1        0.5                          13.5
                                                                                                                                                                                                                  Hours Open             3

Courier/Counter/Deposits/Filing     1         1        1        1        1             1         1          1             1         1           1         1          1        0.5                          13.5   Staff on duty          2
                                                                                                                                                                                                                  Hour to cover          6

Courier/Counter/Deposits/Filing     1         1        1        1        1             1         1          1             1         1           1         1          1        0.5                          13.5   Total # Staff       17
                                                                                                                                                                                                                  Hrs per person   0.35

Staff as needed                                        1        1        1             1         1          1             1         1           1         1          1        0.5                          11.5


Staff as needed                                        1        1        1             1         1          1             1         1           1         1          1        0.5                          11.5


Staff as needed                                                                                                                                                                                               0


Staff as needed                                                                                                                                                                                               0

Total People per Hour               4         4        6        6        6             6         6          6             6         6           6         6          6        3            0       0         77


                                                                                      Registration 9 AM - 8 PM
                                                                                  Office Petty Cash in Sheraton Time unknown
                                                                                 Art Show/Print Shop 10 AM -7 PM
                                                                                Site Selection TBD - 6PM
                                                                                 1 PM GOH Speech -                                          5:30 AGOH Speech -           7:30 Masquerade


Saturday August 9

Shift Supervisor/Data Entry         1         1        1        1        1             1         1          1             1         1           1         1          1        0.5                          13.5


Main Fund                           1         1        1        1        1             1         1          1             1         1           1         1          1        0.5                          13.5


Courier/Counter/Deposits/Filing     1         1        1        1        1             1         1          1             1         1           1         1          1        0.5                          13.5
                                                                                                                                                                                                                  Hours Open             3

Courier/Counter/Deposits/Filing     1         1        1        1        1             1         1          1             1         1           1         1          1        0.5                          13.5   Staff on duty          2
                                                                                                                                                                                                                  Hour to cover          6

Staff as needed                                        1        1        1             1         1          1             1         1           1         1          1        0.5                          11.5   Total # Staff         17
                                                                                                                                                                                                                  Hrs per person    -

Staff as needed                                        1        1        1             1         1          1             1         1           1         1          1        0.5                          11.5


Staff as needed                                                                                                                                                                                               0   Total # Staff       17
                                                                                                                                                                                                                  Hrs per person   0.35

Staff as needed                                                                                                                                                                                               0

Total People per Hour                   4         4        6        6          6           6          6         6             6         6           6         6          6          3          0       0     77

                                                                                      Registration 9 AM - 8 PM
                                                                             Office Petty Cash in Sheraton Time unknown
                                                                                                                                                                 HUGO Awards 7:30 PM
                                                                                   Art Show/Print Shop 10 AM -7 PM
                                                                                                                    D3-At Con Staffing                                                                                           Page 17

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Position                          8:00 AM   9:00 AM 10:00 AM 11:00 AM 12:00 PM          1:00 PM    2:00 PM   3:00 PM    4:00 PM    5:00 PM   6:00 PM   7:00 PM   8:00 PM   9:00 PM 10:00 PM 11:00 PM HRS

Sunday August 10

Shift Supervisor/Data Entry         1         1         1         1          1            1          1          1             1      1                                                                     10


Main Fund                           1         1         1         1          1            1          1          1             1      1                                                                     10
                                                                                                                                                                                                                Hours Open          3

Courier/Counter/Deposits/Filing     1         1         1         1          1            1          1          1             1      1                                                                     10   Staff on duty       2
                                                                                                                                                                                                                Hour to cover       6

Courier/Counter/Deposits/Filing     1         1         1         1          1            1          1          1             1      1                                                                     10   Total # Staff       17
                                                                                                                                                                                                                Hrs per person   0.35

Staff as needed                     1         1         1         1          1            1          1          1             1      1                                                                     10


Staff as needed                     1         1         1         1          1            1          1          1             1      1                                                                     10


Staff as needed                                                                                      1          1             1      1                                                                      4


Staff as needed                                                                                                                                                                                             0

Total People per Hour               6         6         6         6          6            6          7          7             7      7         0         0         0        0         0        0           64

                                                                                                              PACK SUPPLIES
                                                  Registration 9 AM - 1 PM
                                                                                 Office Petty Cash in Sheraton Time unknown
                                                   FGOH Speech 10 AM -                      2:30 PM Closing Ceremony


Monday August 11

Manager on Duty/Data Entry                                                                                                                                                                                  0


Main Fund                                                                                                                                                                                                   0
                                                                                                                                                                                                                Hours Open          3

Courier/Counter/Deposits/Filing                                                                                                                                                                             0   Staff on duty       2
                                                                                                                                                                                                                Hour to cover       6

Courier/Counter/Deposits/Filing                                                                                                                                                                             0   Total # Staff       17
                                                                                                                                                                                                                Hrs per person   0.35

Staff as needed                                                                                                                                                                                             0


Staff as needed                                                                                                                                                                                             0

Total People per Hour               0         0         0         0          0            0          0          0             0      0         0         0         0        0         0        0            0
                                                                                                           D3-At Con Staffing                                                                                            Page 18

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Position                          8:00 AM   9:00 AM 10:00 AM 11:00 AM 12:00 PM   1:00 PM   2:00 PM   3:00 PM   4:00 PM    5:00 PM   6:00 PM   7:00 PM   8:00 PM   9:00 PM 10:00 PM 11:00 PM HRS

Tuesday September 7

Manager on Duty/Data Entry                    1        1        1         1        1         1                                                                                                      6


Main Fund                                     1        1        1         1        1         1                                                                                                      6
                                                                                                                                                                                                        Hours Open          7

Courier/Counter/Deposits/Filing               1        1        1         1        1         1                                                                                                      6   Staff on duty       2
                                                                                                                                                                                                        Hour to cover      14

Courier/Counter/Deposits/Filing                                                                                                                                                                     0   Total # Staff       17
                                                                                                                                                                                                        Hrs per person   0.82

Staff as needed                                                                                                                                                                                     0


Staff as needed                                                                                                                                                                                     0

                                    0         3        3        3         3        3         3         0         0          0         0         0         0        0          0          0    18

                                            Pack & Load NESFA & WSFS Supplies                                                                                      Out of space by Midnight

                                                                                                                                                                                                  412
                                                  D3-At Con Staffing   Page 19

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Position
Monday August 4


Rm 610-612




Tuesday August 5

Set-up At-Con                        Total
                           4                  9

Set-up At-Con              4     6
                          16     0           26

Set-up At-Con              17   17           4
                        0.941    0       6.50

Set-up At-Con


Set-up At-Con


Set-up At-Con

Total People per Hour
                                                                 D3-At Con Staffing   Page 20

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Position

Wednesday August 6

Shift Supervisor/Data Entry
                                                    Total

Main Fund                           12          0           13
                                     4          6

Courier/Counter/Deposits/Filing     48          0           50
                                    17         17            4

Courier/Counter/Deposits/Filing   2.82     -          12.50


Staff as needed


Staff as needed

Total People per Hour




Thursday August 7

Shift Supervisor/Data Entry


Main Fund                                           Total
                                     7          6           16

Courier/Counter/Deposits/Filing      6          4
                                    42         24           72

Courier/Counter/Deposits/Filing      17      17            17
                                  2.47    1.41          4.24

Staff as needed


Staff as needed


Staff as needed


Staff as needed

Total People per Hour
                                                                       D3-At Con Staffing   Page 21

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Position


Friday August 8

Shift Supervisor/Data Entry


Main Fund                                             Total
                                        7         6               16

Courier/Counter/Deposits/Filing         6         4
                                       42        24               72

Courier/Counter/Deposits/Filing      17        17            17
                                  2.47      1.41          4.24

Staff as needed


Staff as needed


Staff as needed


Staff as needed

Total People per Hour




Saturday August 9

Shift Supervisor/Data Entry


Main Fund


Courier/Counter/Deposits/Filing                       Total
                                        7         6               16

Courier/Counter/Deposits/Filing         6         4
                                       42        24               72

Staff as needed                        17        17               17
                                   -         -                -

Staff as needed


Staff as needed                      17        17            17
                                  2.47      1.41          4.24

Staff as needed

Total People per Hour
                                                               D3-At Con Staffing   Page 22

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Position

Sunday August 10

Shift Supervisor/Data Entry


Main Fund                                         Total
                                     7       6            16

Courier/Counter/Deposits/Filing      4       6
                                    28      36            70

Courier/Counter/Deposits/Filing      17      17          17
                                  1.65    2.12        4.12

Staff as needed


Staff as needed


Staff as needed


Staff as needed

Total People per Hour




Monday August 11

Manager on Duty/Data Entry


Main Fund                                         Total
                                     6       7            16

Courier/Counter/Deposits/Filing      6       4
                                    36      28            70

Courier/Counter/Deposits/Filing      17      17          17
                                  2.12    1.65        4.12

Staff as needed


Staff as needed

Total People per Hour
                                                                D3-At Con Staffing   Page 23

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Position

Tuesday September 7

Manager on Duty/Data Entry


Main Fund                                          Total
                                     4         0           11

Courier/Counter/Deposits/Filing      6         6
                                    24         0           38

Courier/Counter/Deposits/Filing      17       17          17
                                  1.41    -            2.24

Staff as needed


Staff as needed

                                    0
AT CON WorldCon Treasury Management Information

Area Set-up

    Furniture & Room Layout
        Based on the space you have you need to decide what number and size of
        tables you will need. Plus chairs etc. It really helps if you can have an
        room measurement that includes things like where the doors and electric
        outlets are. It also helps if you know what size tables are available though
        usually the con is given the wrong information on this and it is changed very
        close to the con.

         You also need to know what functions are going to be done in this room.
         Is it strictly cash (money) at con or are other Treasury functions such as cutting checks etc.
         also going to be handled in the area.

         Suggestions for layout:
             Table near the door for supplies used to make pick-ups (lock bags, ziplocks, pens, cash boxes etc.)
             Table for the Main Fund
             Several tables together for staff counting pick ups so they can work
                  as pairs, need electrical for calculators.
             Table for other supplies (staples, paperclips, etc)
             Table for paperwork (fund files, forms, etc.)
             Table for refreshments
             Table for Data Entry
             2 chairs per table, except 4 for refreshment if space allows


    Equipment
        What major equipment will you need for the area and will it need electricity
            Phone - with access to outside line
            Computers for data entry
            Printer for computer
            Copier
            Safe - permanent Worldcon supply
            Fans - unless it's in a hotel the room is likely to be very hot periodically
                  when the convention center A/C is not on for move in and move out.


    Facilities
         Access by hotel/convention staff
               Trash
               Water Set-up
         Keys to area
               Number needed

Bank Info:
   Deposits:
        Directions on where to go
        Hours it will be open on holiday week-end
        Which account to use for which deposit

    Cash Seed
AT CON WorldCon Treasury Management Information


Communications
   Internal: Pre-Con
        Logistics
             Co-ordinate the supplies/equipment that are being delivered.

         Facilities
               Decorator
                    Tables and chairs needed, dates, quantity, sizes
               Acess to space by hotel/convention center staff
               Trash removal
               Water Set-ups
               Resume
               What days and hours do we have the space
               Arrange for Safe deposit box(es)
               Keys to area

         Money Handling Areas
             Train them
             Form design approval prior to printing

         Den
               Arrange for food delivery

         Office
              Will any radio, beeper, cell phone be issued for Treasury?
                    How many needed?
                    Who gets it.
                                 Treasurer
                                 Room Manager
    Internal: At-Con
         Committee Report
              What information is needed daily for the concom?
                    Priority is usually At-the-door Registration.

               What time do they need the information? Allow time for someone else
               to work with the data prior to the committee meeting.

               Copy to ????
                   CC to Deb (Con Chair)

         Office
              List of at con contact for phones, cells, etc



Hours of Operation:
AT CON WorldCon Treasury Management Information


    Openning in the Morning:

         Count in the Main Fund


    Closing at Night:

         If at all possible prepare in advance the set-ups needed for the next morning
         when it is slow.

         For the last area's being pick-up that night process:
              Cash
              Registration
              Any thing else you have time for
              Lock uncounted check etc in safe for night

         Count out the Main Fund


Refreshments
    If possible it's good to have refreshments available in the room especially for the
    full time staff such as the Room Manager & the Main Fund Cashier who rarely get to
    leave.

    At the very least you should have a water set up.

    Having a cooler with soda is good. A few snack items such a chips and cookies are helpful.

    Having a contact in the Den who will deliver some cold cut, breads, fruit, veggies
    and other lunch items would be great. The cold cuts can be kept in the cooler.

Security
   Guards
         Paid guards are rarely done

    Safe Combination:
        The following people know it:      Joni


    Safe Deposit Box:
        Location:
        Box number:
        Who has access:

Staff:

    Find out when major convention area's are going to be open to plan when you will need
    the most staff.

    Large print out of each procedure/instruction to go on walls
AT CON WorldCon Treasury Management Information
    Large print out of each day's staff needs for people to sign up.

    Final message to staff:

         Ask them to read sections on procedures and guidelines, all if they have time

         Ask them what days they will be available to work
         What hotel they are in
         Contact number (cell # if they are willing)

         Estimate number of ours of help we need each day.

         How many hours do they need to qualify for a refund if con does them.

         Do they need to bring anything special


         Ask them to sign in on the staffing sheet for all the hours that they worked.




Supplies:
   Determine what you have on hand, what you are using from the permanent
   Worldcon Treasury supplies and what you can borrow to decide what you
   need to purchase.


    Swipe Boxes:

    You need a credit card guru who knows how to program and test them.

    Need a list of equipement necessary to get them up and running, such as cords, splitters etc to place your order.

    Order them for delivery a minimum of 2 weeks before the con in case they are late or
    some are broken and need to be replaced.

    Quanity:
        2 for Registration, 1 moves to Treasury as spare on (date)

         1 for Print Shop

         2 for Site selection, move to Art Show Sales on Sunday

         1 for Sales to Members

         Program Swipe boxes to print box number on Receipt along with
         convention name.

    On the bottom of swipe boxes have a label with the following:
         Merchant ID number
         800 number for help
         Treasury Phone number
AT CON WorldCon Treasury Management Information
   Box number
your order.
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls              D3-Procedures                                              Page 34

Getting Started:

A Fund is the method used to track all money and sales forms processed during the
convention. A number is assigned to each money handling station, a seqential number
followed by 2 alphas that represent the area such as (PS for Print Shop). All paper work for
that station is filed in a folder so it can be balance, deposits made, and income recorded.

The Main Fund is the cash seed the convention gets from the bank to provide cash set-ups
to any area handling money that needs it and is the repository of any cash returned.
The Main Fund Cashier is in charge of this cash.

In order to stream line the tasks that need to be done at-con there will be cork boards and
a white board set up with lists of tasks that need to be done.

Creating a Fund:
Based on the pre-con requests from each area handling money at-con, a Cash Set-Up is created
about one hour before the area opens so it can be delivered 1/2 hour before the area needs it.
When possible morning funds should be created the night before when it is slow, to reduce
the morning rush.

Pre-con, a stack of task cards will be created listing the area, a blank line for the fund number, the hours
the area opens and closes.

They will be put out in order by the time they will be needed.

Take a task card and go to the Main Fund Cashier where the MFC will look up this set up to determine
exactly what denominations are needed and assign a fund number such as 22-RG which
referrers to the 22nd set-up which is being assigned to Registration.

You will each count the money.

Fill out and both initial the Cash Set-Up slip.

White copy of the Cash Set-Up slip goes to Fund File.
Yellow copy of the Cash Set-Up slip goes to Main Fund.
Pink Copy of the Cash Set-Up slip goes with the money.                        Create equipment sign out form

5 blank index cards are filled out with the fund number for each fund even those not
receiving any cash such as an Art Show Sales charge only station. The cards simply have the fund
number on them such as 22-RG.

You will sign out a lockbag and place the cash and the pink copy of the Cash Set-Up slip in the bag with the money
and index cards. For set-ups with no cash seed, bring the card down separately.

If their money is not being delivered immediately it should stay with the MFC.

Last step is to move the task card from the "Funds to be Created" task to the "Funds to be Delivered" task.

Delivering a Fund:
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls              D3-Procedures                                              Page 35


The lockbag with the money is delivered to the area by two Couriers. Cash should never be transported
in a cash box. One courier carries bag, another the key to the bag.

First time an area opens they may also get cash boxes and calculators delivered.

Cash boxes, lock bags and calculators need to be signed out on an equipment log to track the location
of the equipment which is on loan from various organizations and needs to be returned.

An unmarked transport bag is used to carry the lockbag inside it are:
Lockbag with cash inside it.
Index Cards with Fund ID

The money is brought to the area where it is counted again. Index cards are place in the cash
box (packing slip in cover of the box) to identify the station.

When the fund is delivered the task card is moved to the "Funds to be Closed" task.

Making a Pick-Up:                         We should have sample filled out forms on the wall

There are two types of Pick-Ups: intermediate (interium) and final.

Intermediate pick-ups are done to keep cash from building up in an area, make change, or provide
additional set-ups to the area and to allow Treasury to start working on the paperwork so it
doesn't have to all be done at the last minute.

The process for a pick-up is basically the same except with the final pick-up all money and forms are
taken.

There will be a task list for Intermediate pick ups. The task card will list the area, when it opened and
have a list of blank lines that list the last time a pick-up was done in that area. Record the time
you are making the pick-up at on the task card. For a final pick-up you can throw the card away.

To make a pick-up you will need the following:                                            Equipment to log out:
Zip lock bags                To place the sales forms and index card in.                  Log Out
Lock bags                    To place the money in, needs to be signed out.
Keys                         To open lock bag.                                            Log Out
Transport bag.               To carry everything in.
Pick-up Slips.               Cash & Misc.
Pens
Blank Index cards

Two couriers take the supplies down the area being picked up.
Collect the excess cash, fill out a Cash Pick-Up slip with the fund number day and time and leave the green copy.
Unless you are asked to provide a count of the cash you are taking away don't completely fill in the form on site.
Place any checks with the cash into a lock bag with the Cash-Pick-Up slip or a index card.
Don't count checks or charges or any other forms.
Any sales or refund forms go in a zip lock bag with an index card.
If you are picking up more than one fund you must keep each fund in separate bags.
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls               D3-Procedures                                       Page 36

                                                               are we running swipe box total?
For an intermediate pick-up you would collect excess cash and checks, completed sales forms.

For a final pick-up all money and forms would be collected.
Cash boxes may stay to be there for the next day.
Some areas may get fresh seeds which they will keep overnight.

For a final pick-up you also move the task card from the "To be Closed" to the "To be Balanced" task.

Everything is transported by the 2 couriers back to Treasury.

Evaluating Funds:

The lock bags and ziplocks go in a box labeled "To be evaluated". Turn the sign to "Yes".
When a pick-up is evaluated a Pick-Up Check List is created and place on the task for "Pick-up Processing".
This would be done for each fund being picked up, put the lock bag number on the check list.
The bags are then moved to a boxed labeled "Evaluated". Turn the sign to "No" when they are all evaluated.



Counting the money:

When counting the money and forms it should be done by two people. Where possible run a
calculator tape and attach it to the Pick-Up slip. Fill out a different Pick-Up slip for each type of money.

As each type of money is processed record with your initials on the Pick-Up Check List
that the task was done.

If for some reason an item needs to be removed because there is a problem with it
such as a check or traveler check in a foreign currency use a Transfer form.

    Cash:
       Two people count the cash.
       Record the totals for each denomination on the Cash Pick-Up slip, both people initial the slip.
       The cash and Cash Pick-Up are brought to the Main Fund Cashier (MFC) who will count it again.

            White copy of the Cash Pick-Up goes to Fund File.
            Yellow copy of the Cash Pick-Up goes to Main Fund.
            Pink Copy of the Cash Pick-Up is returned to the Cash Box on site and replaces the green copy.
            Green Copy of the Cash Pick-Up stays in the Cash Box as a marker for money removed.

        Initial the Pick-Up Check List that this has been done.

A Misc. Pick-Up form is used to record checks, charges, Traveler's checks and refund forms.
Use a separate form for each type. Print a calculator tape of the totals and attach it to the form.

    Checks:
       Two people add the checks.
       Run a calculator tape and attach it to the Misc. Pick-Up slip.
       Fill out the Misc. Pick-Up slip and both people initial the Misc. Pick-Up slip.
       Put the checks in a white envelope with the fund number on the outside.
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       White copy of the Misc. Pick-Up form goes to Fund File.
       Yellow copy of the Misc. Pick-Up form goes to Main Fund.
       Pink Copy of the Misc. Pick-Up form goes in the envelope with the checks, held by Main Fund.

    Under the task "Checks to be Deposited" place a card for the fund number.
    Initial the Pick-up Check List that this has been done.

Charges: Charge slips should be stapled to the income forms which also have to be counted
and recorded on a different form. Charge slips stay attached to the income forms.

    Sort the charge slips by Swipe Box number which should be printed on the receipt.
    Two people count the charge slips, totaling each Swipe Box separately.
    Run a calculator tape for each Swipe Box and attach it to the Misc. Pick-Up slip.
    Fill out the Pick-up slip with the total for each Swipe Box and both people initial the Misc. Pick-Up slip.

       White copy of the Misc. Pick-Up form goes to Fund File.
       Yellow copy of the Misc. Pick-Up form goes to Main Fund.
       Pink Copy of the Misc. Pick-Up form goes to the Charge Clearing fund.



    Under the task "Charge Clearing Fund" place a card for the fund number.
    Initial the Pick-up Check List that this has been done.

Traveler's checks:

    Should be counted by two people.
    Recorded on the Misc. Pick-Up slip by denomination, both people intitial the Misc. Pick-Up form.
    Put the Traveler's checks in a white envelope with the fund number on the outside.

       White copy of the Misc. Pick-Up form goes to Fund File.
       Yellow copy of the Misc. Pick-Up form goes to Main Fund.
       Pink Copy of the Misc. Pick-Up form goes in the envelope with the Traveler's check, held by Main Fund.

    Under the task "Checks to be Deposited" place a card for the fund number.
    Initial the Pick-Up Check List that this has been done.

Paid Out/Refunds: Are recorded on a Misc. Pick-Up slip under "Other".

    Should be counted by two people.
    Run a calculator tape and attach it to the Misc. Pick-Up slip.
    Fill out the Misc. Pick-Up slip and both people initial the Misc. Pick-Up slip.

       White copy of the Misc. Pick-Up form goes to Fund File.
       Yellow copy of the Misc. Pick-Up form goes to Main Fund.
       Pink Copy of the Misc. Pick-Up form goes with the Paid Out/Refund forms to the file
            "Paid Out Items to be Reconciled".

    Under the task "Paid Out Items to be Reconciled" place a card for the fund number.
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls               D3-Procedures                             Page 38

          Initial the Pick-Up Check List that this has been done.

    "Sales" Forms: can be Registration forms, Art Show Talley Slips, Sales to Members etc.
    Any forms with tax on them need to count the tax as a separate item.

          Should be counted by two people.
          Run a calculator tape and attach it to the Count Out form.
          Fill out the Count Out form and both people initial the form.
          Paper clip the Sales forms and Count Out form together and file in Fund File.

          Initial the Pick-Up Check List that this has been done.

Filing:

    There will be two boxes to file paperwork in.
    One for funds that not been balanced and another for funds that have been balanced.
    For every fund create a file jacket with the fund number on it.
    File all paperwork (Sales, Refund, Pick-Up & Set-Up) that belong with the fund in the jacket.
    File the jackets in numberic order.

Deposits:

    Deposits need to be prepared for checks and traveler's checks.
    You will find a task card under the "Checks to be deposited" task for any that are ready.
    The envelope with the checks will be with the Main Fund Cashier.
    Each envelope of checks should be on a separate deposit slip.

    On the deposit slip fill in the bank number (usually a number such as 5-7017/2110),
    and the amount of the check, for every check.
    On the front of the deposit slip record the fund number.
    Run a calculator tape, twice to add the checks.
    On the back of the check, stamp the Deposit Only stamp on the top section.
    Copy all the checks and the deposit slip.

    On the deposit log record the information for the deposit.
    The checks should be copied and the copies go in the fund file with the Pick-Up slip.
    The checks go back in the envelope with the deposit slip and are stored in the safe.
    Stamp the outside of the envelope with the deposit only stamp to show the deposit is complete.

    If you find any check that can't be deposited such as a foreign currency, use a Transfer
    form to Transfer it from that fund to a Problem Fund.

Balancing the Funds:

    Charges: Each swipe box needs to be balanced each day. The box allows 99 cards to
    be charge and then it automatically down loads the charge information. If the limit
    hasn't been reached it must be downloaded before the box is closed for the day,
    or the information will be lost.
   77ee683d-8592-46aa-87a7-0f7a6893957a.xls              D3-Procedures              Page 39

   Fill out a Charge Reconcilliation form for each swipe box for each day.
   Go through all the slips for the date you are working on, record the total for
   each swipe box on the form. There should be a Misc. Pick-Up slip for



   Funds: Need to be balance each day on the Fund Balancing Form.

   Take the paperwork in the Fund file jacket and record it on the form.
        All Pick-Up & Set-Up slips, Paid/Refund forms, Sales forms
   Once the fund is balanced how does it get to Committee as this day's income?
   Is there a running total of income? When is income report needed?




   Sales Forms:              New funds for each cashier?
   Total for each pick-up need to be added in the daily report for the
   Convention committee




Tasks/Positions
Main Fund cashier
Courier
Counters
Deposit/charge preparation
Fund balancing/income reporting
File paperwork
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls              D3-Procedures          Page 40




        IGNORE BELOW THIS LINE

If you need more of

Money Handling: Does and Don'ts

   Don't mix money with forms (registration, talley slips) etc.
   Don't mix money or forms from 2 or more funds (cash boxes) together


   Do keep regular check, traveler's checks, charges slips and cash separated.
   Do band and face bills if there is time.
   Do face checks and traveler's checks if there is time.

Banding bills
   Face bills
       Use 1/4" wide straps to enclose:
        x Denomination
   No. of bills             =             Value of pack
   25         #                           $      25
   25         #                           $      50
   20         #                           $    100
   10         #                           $    100
   25         #                           $    500

If you get 100 of any denomination, you can band them in the wide bands:
     Colorx Denomination     =           Value of pack
     Blue     #                           $   100
    Green     #                           $   200
     Red      #                           $   500
   Yellow     #                           $ 1,000
    Purple    #                           $ 2,000



Income forms should not be mixed with money
When there is a multiple part form, the Treasury copy
should be kept separate from the area copy.
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      Precon create list of funds needed using some type of small paper
      Should have fund area, opening and closing times, space for fund number,
      Use number first, area second


      Put on board by time that need to be prepared by
      Person who is delivering set-up come to MFC to prepare set-up
      They work together to complete set-up
      Then deliver

      Move card to pick-up task

      Task list -Intermediate pick-up          Each area that is handling money (cash, check or charge)
      Area name- last time pick up done        needs to let Treasury know what they will require in the way
                                               of cash, cash boxes, swipe boxes etc. The time and location
      The agitator                             it will be needed. Each area will have their own requirements as
      State the name of your financial     emergencydenominations of cash they will need depending on what.
                                               to the

      Pick-ups                                   they are selling and what type of change they might need to make.

      Refund forms are treated as money

      Setup, delivery, intermediate, closeoutthe cash set-up needs of the convention. This should include any
                                                 special cash payment needs and a contingency fund for emergencies.

      Creating a fund                            This seed is called the Main Fund.
   77ee683d-8592-46aa-87a7-0f7a6893957a.xls        D3-Procedures   Page 42




          Take the slip for the area you are setting up
          Take a cash set-up NCR book



          Log out equipment (lockbag/cash box) to area

          Also needed index card,
          Goes to MFC who looks up that particular set
          Forms filled out, time stamp, index card filled out
          when MFC assigns the number
          Either delivered immediately
          or set in to be delivered area
MFC



assigns fund number


          Pre-con tasks
          Have note book with all set-up request
          Create Set-up task cards
          Create Intermediate pick-up task cards
          Signs for the walls, sample forms, task procedures




          Slip is moved to appropriate task list
periodically adds up slips on spike




          Delivery is made


          Move task slip
          Take equipment/lockbag to area
          Lock bags alone should be in transport bag
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For each fund place the money (cash, check, etc) in a lockbag with the Cash Pick-Up slips.
For each fund all other forms (sales, paid out/refund) go in a zip lock bag with an index card.
Do not mix money or forms for different funds together.




Money does not travel in cash boxes
                  list pick-up
        Intermediate # open set up in area, date
        Look at task list to see if any are needed
        Note on sheet when a pick up was last made
        take cash pick up book




           Take transport bag




           zip lock bag
           lock bag-log out first


money handling instructions about counting money during pickups

Leave one copy of ncr form for cash take, fill out there only if specially requested at that time
        Sales forms and one index card go in zip lock only one fund per bag
        index card and money goes in lockbag, cash pick up form also
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls          D3-Procedures                                Page 44




The checks go to the Main Fund Cashier (MFC) with yellow copy of the
          Pick-UP slip inside a white envelope with the fund number on the outside.




           Record on the pick-up slip what swipebox the charges were from. The *color* slip goes
           to the charge clear fund to reconcile the swipe box totals.




           do we want cc receipts stapled
           multiple sales forms to one receipt




           check number on form and form or membership # on check




           may run intermediate charge totals when doing pickups
   77ee683d-8592-46aa-87a7-0f7a6893957a.xls   D3-Procedures          Page 45




         if charge sale for another area is done tours in reg
         sales form and charge slip should go in fund box for that

         swipe box




         put revision date on money handling guidelines
         late fee for as sales picked up after hours




need to know what happen when the swipe box closes automatically
   77ee683d-8592-46aa-87a7-0f7a6893957a.xls     D3-Procedures               Page 46




         there is a declining count that needs to be monitored
         when it goes below 10 they should close the batch
         Joni best bet is to rent from provider for best swipe box rate
         to close the batch need total, use function key 1 gives you
         total debits and credits, then do function key 8 answer
         questions including net of sales
         include
2pt carbon paper a signature line
         design income counting form and a refund form
         how many of each type of form in book are available
         have judy send a copy of all set/pickup slips to me.
         is there an online version?

boxes    Cash
         Non-cash money
to be evaluated
evaluatedsales forms
         check prepared for deposit
         Person coming back with pickup creates 3 card for processing
         stuff that needs to be evaluated put in box below or next to the
         status board
         if the immediate time they create a card for each function that
         needs to be done for what ever has been picked up

         we need white and cork board, check size

         On misc pick and cash pick up form
         white TO FUND Where the money was
         Yellow to main fund
         pink fund file

         Setup
         wht to main fund
         yel with the money
         pink to fund file
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              77ee683d-8592-46aa-87a7-0f7a6893957a.xls   D3-Procedures   Page 48




mergencies.
That proceedure helps but still leaves a few problems
and no matter how many ways we can think of that it can
be messed up the people who actually do it will come up
with some way we never thought of but we need to try and
cover the obvious problems.



1) PC Fund (Stationary like in the Office/Services or with Division Head)
    A) Receives a cash set-up like any other fund.
        1) Disburses money for purchases that have already been made.
            a) Person X with receipt fills out an expense report for the items.
            b) Office staff/DH fill out a PC form stating the Person X received $$.
                 1) Person X signs both
                 2) Person X gets a copy of the PC form for personal records
                 3) Person X gets the cash
            c) Top copy goes in PC Fund to record money out,
                 1) This is recorded against an advance account for Person X
            d) Second copy is attached to Expense Report
                 1) Appropriate Expense account is debited
                 2) Person X's advance account is credited, this clears the advance.

        2) Disburses money for a future purchase.
            a) Office Staff/DH fills out a PC form stating Person Y received $$.
                1) Person Y signs PC form
                2) Person Y gets a copy of the PC form for personal records
                3) Person Y gets the cash
            b) Top copy of PC form stays in fund to record money out,
                1) Records advance to Person Y
            c) What happens to second copy of PC form?
                1) Especially if Person Y doesn't submit an expense report?
                2) Or Person Y gives the money to someone else even though
                they were told not to do this and/or Person Z fills in a form
                but doesn't mention that they got money from Person Y?
                3) Or Person Y fills out a form and turns it in somewhere else
                or after the con?
                4) Or they turn in an expense report but not the excess money?
                5) How do we make sure that they don't get reimbursed for some
                thing that Petty Cash was disbursed for.


((It might be worth considering telling people that if they have been
advanced money and if N4 can do membership reimbursement that this
advance will be deducted from the reimbursement, if there is no record
that they either returned the money or submitted an expense.))


        3) Receives back money from someone.
            a) Office Staff/DH fills out a PC form stating Person X returned $$.
                1) Person X signs PC form
                2) Person X gets a copy of the PC form for person records
               3) Person X returns the cash
            What happens if Person X is returning money they got from Person Y?

Other things we need to do for Petty Cash:

Design and print some forms.

We need to print a handout, on the order of a FAQ, to give people who
are giving out and receiving Petty Cash so they know how it works.

Who can approve the expense and how does the person giving
out the money know that it was approved by the right person?

FAQ should include a list of who can approve, divison, way to contact
them (cell, pager etc) at con, how much they can approve up to.

Where PC can be gotten.

How it works:
    Forms to track who has gotten some.

    Charged to advance account until an expense is submitted

    How to submit expense report
    Receipts require for what minimum $
    Charge the right budget
    Get it approved
    Where to submit it
    How to note that PC Advance was gotten for this
    How to note if you need to be reimbursed for it.

    What happens if it is not cleared from the advance.

    How to return excess cash.
  Petty Cash Out Voucher                    Petty Cash In Voucher                    Expense Report and Receipt



                                                  $2.00                                      $8.00
            $10.00                   =                                      +

                 $10.00              =              $4.05                   +                       $5.95

Cash Out and Cash In mechanical procedures:

The original of each form will be placed in the Petty Cash Box. The recipient of the cash will be given the copy.

Each recipient of Cash Out money will be given an expense report form.
The paperwork received will be stapled to its form.


Cash Out procedure

Record the name and membership number of the person receiving the money (“the requestor”).
Record the Area on whose behalf the money is being spent.
Record the amount.
Write a brief description of the things or services to be purchased.
Make sure everything is legible.
If the amount being requested is over $100, there must be written authorization.
It can be a quick little note, but it has to be from the correct Area Head, or any Division Head.
If it is under $100, we will simply take the requestor’s word for it.
(If you get a written note for a $20 expense, for example, just take it.)
Write a receipt for the money, and have the requestor sign it.
Make sure everything is legible.
Keep the original in the Petty Cash box, and attach the authorization (if any) to it.
Give the money and the copy of the receipt to the requestor.
Give a blank Expense Report form to the requestor. (There is a write-up on Petty Cash on the back.)


Cash In procedure

Returning change from a Petty Cash Out purchase
   Record the name, membership number, and Area of the former requestor.
   Record the amount returned.
   Write a receipt for the money, and sign it.
   Give the copy to the former requestor.
   Attach the original to the original Cash Out form, or at least note its number on the Cash In form.
Receiving income
   Record the name, membership number, and Area of the carrier/donor.
   Record the amount handed in.
   Record the source of the money.
   Write a receipt for the money, and sign it.
   Give the copy to the carrier/donor.


Expense Report procedure

Every person sent out to buy something for us should be given an Expense Report form at the same time.

Point out that the Petty Cash directions, and a sample of a filled-out report are printed on the back.

A returned expense form should have on it (legibly)
    The name and membership number of the person who spent the money,
    The Area which incurred the expense,
    The amount(s) actually spent,
    A description or explanation of the expense (Some are less obvious than others.),
    A receipt for each purchase over $TBD
    The number of the associated Cash Out form
 Petty Cash Out Voucher                      Petty Cash In Voucher                              Expense Report and Receipt



                                                   $2.00                                                    $8.00
           $10.00                      =                                                +


            $10.00                       =            $4.05                                 +                $5.95


A Few Words about Petty Cash
“Petty Cash” is a method for purchasing those small, last-minute items needed to make a convention run smoothly. It is not a check-cashing
service. (You may cash convention-issued checks in the same locale, but it is still a different service.)


Petty Cash for Denvention 3 is located in the ?? Room in the Sheraton Hotel. This is on the t?? floor, almost opposite



You will be directed to get the money for your purchase(s) by an Area Head or a Division Head. Large expenditures require written
authorization from that person, so please bring that paper with you.

You will be asked to sign for the money you will be receiving, and you will be given a copy of that receipt. We will record your name,
your membership number (It’s on your badge.), the Area making the request, the amount, and the purpose for which the money will be spent.
You will also be given a blank expense form. Please use this to record your expenses.

By accepting this money, and signing for it, you have accepted that you and only you are responsible for this money .
You remain responsible even if you give this money to someone else.

As you are making your purchase(s), try to get receipts for everything. (We recognize that this is not always possible, especially
for those very small amounts which we must all take on faith.) After making your purchase, return your change, your receipts, and your filled-in
expense report to Petty Cash. If you spend more than you were given, you will be reimbursed for your out-of-pocket expense if you have the receipts.
        Quick reference card
TRANSACTION kEYS
1 SALES
2 REFUND
3 RE-ENTER
4 CHECKS
5 TELECHECK
8 CLOSING

SALE
Swipe the card through the magentic card reader.
[If the card cannot be read, press Key 1]
[Key in the charge account number and press ENTER]
[Key in the expiration date and press ENTER]

Confirm the displayed card number is the number embossed on the card.

KEY DOLLAR AMOUNT INCLUDING DECIMAL POINT. Press ENTER.

If an electronic printer is not being used, write the 5-digit approval code and the 3-digit transaction
number on the sales draft


Have customer sign the receipt and compare signatures. GIve the pink copy to the customer.

REFUND
Press 2 key. Follow the same steps as sale. Have registration head sign the receipt where marked.

VOID/CORRECT
Press ENTER 1 3
Key in transaction number you wish to void or correct
Press ENTER ENTER
Press 9
Press ENTER ENTER
Terminal will display VOID OD XXX
Key in new dollar amount, press ENTER
Terminal will display RE-ENTRY OK XXX

Closing
Press 8
Display will read: CONFIRM 0=YES 1=NO
press 0 to close
Key net sales (sales minus refunds) press ENTER
Display will read OK TO SEND
press ENTER
Display will read CLOSE OK

Note: Please call Treasury to close out the swipe box.
Staff
get vol forms
write ledgably

who is bringing laptop, any with excel?
petty cash confirm
Water to cs & den                                        Qty-Size
                                          Filing/Forms 1 -50/box
                                                       2-25/box
                                                       1-25/box
                                                       1-6/pack




                                            Set ups      2-20/box
                                                         1-100/box
                                                         2-100/pck


                                           Area set up

Ask den to send mailing

newletter                                  Receipt/PC
colored paper

need list of approved by dh

where is office?                           Staff Equip
safe
ncr treasury forms???

money wrappers

                                                         1-12/box
                                                         1-12/box

                                          Shared Staff
                                                                                                             3-8/pack
                                                                                                             1-10/pack



We have:
                                                                                                                          1
6 locking cash boxes
19 locking cash bags
6 printing calculators
2 rolls for the printing calculators
1 heavy cloth bag "Visa"
3 light cloth bags "Torcon"
7 rubber stamps each with a different geometrical design


I've asked for facilities to acquire the CCC safe. I have no idea where the Worldcon safe is (last heard it was in Seattle). If need be, we'll work on stroag
I ordered a computer and a copier/printer for the Treasury Office.



                                                                                                                              Staples® SPL-P500 Pr
                                                                                                                              Large Deep Cash Boxe
                                                                                                                              Large Flat Cash Boxes
                                                                                                                              Medium Deep Cash Bo
                                                                                                                              Medium Flat Cash Boxe
                                                                                                                              Small Cash Boxes

                                                                                                                              swipe boxes- phone lin
                                                                                                                              printing calculators
                                                                                                                              calculator paper
Description                               Staples #
                                          Item 396445        Model 396445
Staples® Manila File Jackets, Letter, 1 1/2" Expansion, 50/Box
                                          Item File Folders, Letter, 5 Tab, 25/Box
Staples® 100% Recycled Reinforced Hanging726597              Model 16403
                                          Item 521245        Model 521245
Staples® Colored Hanging File Folders, Letter, 5 Tab, Assorted, 25/Box
Staples Economy Storage Boxes, 6/PackItem 219626             Model 03325E

Staples® Pastel Colored Copy Paper, 8
1/2" x 11", Assorted Colors, 400 Pack-                      Model
pink, green, goldenrod, blue and canary Item 679481         073140

Wausau™ Astrobrights® Colored
Paper, 8 1/2" x 11", Assorted Colors,
Ream , solar yellow, cosmic orange,                         Model
venus violet, terra green, fireball fuschia Item 507445     22289

Resealable (ziplock) Gallon Storage Bags - (20 Count)
#10, Pull & Seal Envelopes, 100/Box     Item 394053         Model 394053/19034
                                        Item
Oxford® 3" x 5" Unruled White Index Cards 517524            Model 30
OIC® Legal-Size Clipboard, 9" x 15 1/2" Item 182477         Model 83501/83101

Scotch Removable Squares                  Item 848044       Model 859
Power Sentry® 6 Outlet Power Strip        Item 654752       Model 100133
GE 3-Outlet 15' Gray Extension Cord       Item 452812       Model 55434/43026

                                       Item TOP4109
Tops® Petty Cash Receipt Books, 11" x 5-1/2", 2 Part      Model 4109
                                       Item 508625 x 6-3/8", 2 Part
Rediform® Carbonless Delivery Receipt Books, 4-1/4"       Model RED6L614
                                       Item 628042
Adams Write & Stick Receipt Book, 2-3/4" x 5-3/8", 2 Part Model DC2501WS
                                       Item 843490        Model RDC5805
General Purpose Sales/Order Books, 5-9/16" x 8-7/16", 2 Part

Swingline® Standard Staples, 5,000/Box Item 112284     Model SF-1/35108
Staples® Standard Stapler Combo Pack Item 489562       Model 31937
Staples® Jumbo Paper Clips, Smooth Item 472506         Model 72578/72580
Staples® #1 Size Paper Clips, Smooth Item 472480       Model 72377/72384
BIC® Wite-Out® Brand Correction Fluid, Item 521898
                                          White        Model 50621/WOFWB12
                                         Item 609828
Post-it® 3"x 3" Assorted Color Office Pack Notes       Model 654-CYP-24VA
                                         Item 412395   Blue, 611-01
Paper Mate® ComfortMate® Ballpoint Pens, Medium Point, ModelDozen
                                         Item 384143
Staples® Mechanical Pencils .5mm, Yellow Barrel, Dozen Model 10942-CC

                                         oz., 913154
Lee Sortkwik® Fingertip Moistener, 1.75 Item2/Pack      Model 10136
                                         Item 378813
Staples Metal Binder Clips, Black, Assorted Capacities  Model 15339-CC
                                         Item
Westcott®Kleencut® Straight Handle Shears 505263        Model 10572/10576
Staples Envelope Moistener               Item 160788    Model 160788-CC
                                         Item 511378
Staples Economy Rubber Bands, Assorted Sizes and ColorsModel 511378-CC
                                         Item 3/4" x 18
Scotch Magic Tape with Handheld Dispenser, 211540 Yds,Model 6122
                                                        6/Pack
                                                          Item
                Duracell Ultra AA Alkaline Batteries, 8/Pack 333551        Model MX1500B8Z
                Staples® Adding Machine, Register, and Calculator Rolls, 1 Ply, 1 1/2" x 128'




                                                      Item at con files between computers and finally to bookkeeper)
                Staples 2GB Relay USB Flash Drive (transfer 642134        Model SDUFD2-2048-ST2

                Staples® Hype!™ Liquid Highlighters, Assorted, 5/Pack
                                                         Item 608393     Model 34657-CC
                Expo® Low Odor Dry-Erase Organizer Kit   Item 481475     Model 80556
                                                         Item 282574     Model black,
                Sharpie® Ultra Fine Point Permanent Markers, Assorted, 5 Pack -237675 1 blue, 1 red, 1 green
                                                         Item 166843      4 1/4"
                Cosco 2000 Plus® Gel-Based Stamp Pad, Blue, #1- 2 3/4" xModel 030255
                                                         Item
                Carter's Felt Stamp Pads, Red, 2 3/4" x 4 1/4"122002     Model 21071
                Carter's Felt Stamp Pads, Black, 2 3/4" xItem 122085
                                                          4 1/4"         Model 21081


was in Seattle). If need be, we'll work on stroage, but there are no hotels directly connected to the CCC.




                Staples® SPL-P500 Printing Calculator                  Item 600516           Model SPL-P500                  16.98
                Large Deep Cash Boxes                                                                   10.5
                                                                       5 bill & coins slots, storage below x 15.5 x 6.5      59.99
                Large Flat Cash Boxes                                  5 bill & coins slots             10.5 x 15.5 x 2.25   59.79
                Medium Deep Cash Boxes                                                                  10.5 x 7.5 x 4
                                                                       Single bill, 6 coin slots, storage                    11.49
                Medium Flat Cash Boxes                                 Single bill, 6 coin slots        10.5 x 7.5 x 2       21.99
                Small Cash Boxes                                       5 Coin slots                     10 x 4.5 x 3

                swipe boxes- phone line or wireless
                printing calculators
                calculator paper
                                              tre       PC
9   152.82   4 trea, 1 ps, 4 reg/ass                4
4   239.96   1 trea, 1 ps, 2 reg/ass                1
         0
5    57.45   1 pc, 2 reg/ass, 1 aa, 1 spare                  1


    450.23
Chg-Reg       PS       ASS       AA
                   1         4
          2        1         2

          2                  2        1
Purpose         Qty-Size
 Filing/Forms   1 -50/box
 Filing/Forms   2-25/box
 Filing/Forms   1-25/box
 Filing/Forms   1-6/pack

 Filing/Forms 1-400/pack

 Filing/Forms 1-Ream

     Set ups    2-20/box
     Set ups    2-100/box
     Set ups    2-100/pck
     Set ups    6 single

 Area set up 2 single
 Area set up 2 single
 Area set up 2 single

  Receipt/PC    2 single
  Receipt/PC    Not sure
  Receipt/PC    which to use
  Receipt/PC    2 single


  Staff Equip   4-combos
  Staff Equip   6-100/box
  Staff Equip   6-100/box
  Staff Equip   12 single
  Staff Equip   1-12/box
  Staff Equip   1-12/box
  Staff Equip   1-12/box

Shared Equip    1 single
Shared Equip    1 single
Shared Equip    1 single
Shared Equip    2 pair
Shared Equip    1 single
Shared Equip    1 single
Shared Equip    4 single
Shared Equip    3-8/pack
Shared Equip   1-10/pack
Shared Equip   2 single
Shared Equip   1 single
Shared Equip   1-5/pack
Shared Equip   1 single
Shared Equip   1 single
Shared Equip   1 single
Shared Equip   1 single

               1 single

               Is 6 enough?

               Is 6 enough?
               Do we need 1
               Do we need 1
We have at Kent Bloom's:

6 locking cash boxes (no idea on sizes)
19 locking cash bags
6 printing calculators
2 rolls for the printing calculators
1 heavy cloth bag "Visa"
3 light cloth bags "Torcon"
7 rubber stamps each with a different geometrical design


Description                                                                         Staples #
Staples® Manila File Jackets, Letter, 1 1/2" Expansion, 50/Box                      Item 396445
Staples® 100% Recycled Reinforced Hanging File Folders, Letter, 5 Tab, 25/Box       Item 726597
Staples® Colored Hanging File Folders, Letter, 5 Tab, Assorted, 25/Box              Item 521245
Staples Economy Storage Boxes, 6/Pack                                               Item 219626
Staples® Pastel Colored Copy Paper, 8 1/2" x 11", Assorted Colors, 400 Pack-pink,
green, goldenrod, blue and canary                                                   Item 679481
Wausau™ Astrobrights® Colored Paper, 8 1/2" x 11", Assorted Colors, Ream , solar
yellow, cosmic orange, venus violet, terra green, fireball fuschia                  Item 507445

Resealable (ziplock) Gallon Storage Bags - (20 Count)
#10, Pull & Seal Envelopes, 100/Box                                                 Item 394053
Oxford® 3" x 5" Unruled White Index Cards                                           Item 517524
OIC® Legal-Size Clipboard, 9" x 15 1/2"                                             Item 182477

Scotch Removable Squares (for signage)                                              Item 848044
Power Sentry® 6 Outlet Power Strip                                                  Item 654752
GE 3-Outlet 15' Gray Extension Cord                                                 Item 452812

Tops® Petty Cash Receipt Books, 11" x 5-1/2", 2 Part (200 sets)                     Item TOP4109
Rediform® Carbonless Delivery Receipt Books, 4-1/4" x 6-3/8", 2 Part (50 sets)      Item 508625
Adams Write & Stick Receipt Book, 2-3/4" x 5-3/8", 2 Part (50 sets)                 Item 628042
General Purpose Sales/Order Books, 5-9/16" x 8-7/16", 2 Part (50 sets)              Item 843490


Staples® Standard Stapler Combo Pack (stapler & staple remover)                     Item 489562
Staples® Jumbo Paper Clips, Smooth                                                  Item 472506
Staples® #1 Size Paper Clips, Smooth                                                Item 472480
Post-it® 3"x 3" Assorted Color Office Pack Notes                                    Item 609828
Paper Mate® ComfortMate® Ballpoint Pens, Medium Point, Blue, Dozen                  Item 412395
Staples® Mechanical Pencils .5mm, Yellow Barrel, Dozen                              Item 384143
Paper Mate® FlexGrip® Elite Ballpoint Pen, Medium Point, Red, Dozen                 Item 568633

Lee Sortkwik® Fingertip Moistener, 1.75 oz., 2/Pack                                 Item 913154
Staples Metal Binder Clips, Black, Assorted Capacities                              Item 378813
Swingline® Standard Staples, 5,000/Box                                              Item 112284
Westcott®Kleencut® Straight Handle Shears                                           Item 505263
Staples Envelope Moistener                                                          Item 160788
Staples Economy Rubber Bands, Assorted Sizes and Colors                             Item 511378
Scotch Magic Tape with Handheld Dispenser, 3/4" x 18 Yds, 6/Pack                    Item 211540
Duracell Ultra AA Alkaline Batteries, 8/Pack                                        Item 333551
Staples® Adding Machine, Register, and Calculator Rolls, 1 Ply, 1 1/2" x 128'
BIC® Wite-Out® Brand Correction Fluid, White                                            Item 521898
Expo® Dry-Erase Kit (markers, eraser, cleaning fluid)                                   Item 180349
Staples® Hype!™ Liquid Highlighters, Assorted, 5/Pack                                   Item 608393
                                                                                        Item 282574
Sharpie® Ultra Fine Point Permanent Markers, Assorted, 5 Pack -2 black, 1 blue, 1 red, 1 green
Cosco 2000 Plus® Gel-Based Stamp Pad, Blue, #1- 2 3/4" x 4 1/4"                         Item 166843
Carter's Felt Stamp Pads, Red, 2 3/4" x 4 1/4"                                          Item 122002
Carter's Felt Stamp Pads, Black, 2 3/4" x 4 1/4"                                        Item 122085

Staples 2GB Relay USB Flash Drive (data to give D3 bookkeeper)                        Item 642134

Staples® SPL-P500 Printing Calculator                                                 Item 600516
MMF Industries™ Cash Box with Locking Latch (Medium Deep Cash Boxes, Single bill,
6 coin slots, storage, 10.5 x 7.5 x 4)                                                Item 916553
Automatic Numbering Machine (Caruppher)                                               Item 104125
Pre-Inked Stamper, "Copy", Blue Ink                                                   Item 321671
Staples® Print & Write Multiuse ID Labels, 1/2"H x 3/4"L                              Item 166165
Model 396445
Model 16403
Model 521245
Model 03325E
Model
073140
Model
22289


Model 394053/19034
Model 30
Model 83501/83101

Model 859
Model 100133
Model 55434/43026

Model 4109
Model RED6L614
Model DC2501WS
Model RDC5805


Model 31937
Model 72578/72580
Model 72377/72384
Model 654-CYP-24VA
Model 611-01
Model 10942-CC
Model 85589

Model 10136
Model 15339-CC
Model SF-1/35108
Model 10572/10576
Model 160788-CC
Model 511378-CC
Model 6122
Model MX1500B8Z
Model 50621/WOFWB12
Model 83054
Model 34657-CC
Model 37675
Model 030255
Model 21071
Model 21081

Model SDUFD2-2048-ST2

Model SPL-P500

Model 221612003
Model 10889-CC
Model 034501/10675
Model 13936/5418
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                             Supplies                                                                                         68

      From From From               From WorldC Item-BOLD are items we might                               From  FromJ From           From World Item-BOLD are items we
Total NESFA Judy Deb Buy           Joni on     need to buy                                          Total NESFA udy   Deb Buy        Joni Con might need to buy
    2     2                                    Coop Crates
    6     6                                    Boxes                                                   0                                              Charge instructions
                                                                                                       0              In case you lose phone line     Charge Slips-3 part
   1           1                                Cash drawers                                           0                                              Charge Slips-4 part
                                                                                                       2          2                                   Decals-MC/V
   2           2                                Cash Tray                                              1          1                                   Decals-Visa
                                                                                                       0                                              Imprinter Plates
   5           5                                Large Deep Cash Boxes ( plus 1 Sales)                  0                                            2 Imprinters
                                                                                                       0                                              Merchant ID card
   4           4                                Large Flat Cash Boxes                                  0                                              Printer paper
                                                                                                       0                                              Printer-Charge
   2           2                                Medium Deep Cash Boxes                                 0                                              Swipe box
   1           1                                Medium Deep Box - slit top
   6           6                                Medium Flat Cash Boxes                                 0                                              Check Books
                                                                                                       0                                              Deposit envelopes
   1           1                                Small Cash Boxes                                       0                                              Deposit only Stamps -
                                                                                                       0                                              Deposit Slips
   2           2                                Half Dollar Coin Trays           Tan
   4           4                                Quarters Coin Tray               Gold
   4           4                                Dimes Coin Tray                  Green              Many   Many                                       2" Box bottom Pendaflex
   2           2                                Nickel Coin Tray                 Blue               Many   Many                                       Colored Labels - Red, Blue, Green, Yellow
   0                                            Penny Coin Tray                                        3          1           2                       File Boxes
   3           3                                Coin Sorting Trays               2 tan, 1 blk       Many   Many       Some                            Index tabs - 7 Clear
                                                                                                    Many   Many       Some                            Index tabs - 7 colored
                                                Measured in inches                                   100                     100                      Jacket File Folders
    1        1                                  Whole Coin rolls Halves $20      Buff                  0                                              Manila Folders
    3        3                                  Whole Coin rolls- Quarters $10   Orange             Many   Many       Some                            Pendaflex folders
    2        2                                  Whole Coin rolls- Dimes $5       Green              Many   Many                                       Pendaflex Tabs - Blanks
    4        4                                  Whole Coin rolls- Nickels $2     Blue               Many   Many                                       Pendaflex Tabs - Rd, 2 Blue, Yel, Pk, Org, Grn
    3        3                                  Whole Coin rolls- Pennies $.50   Red                Many   Many                                       Plastic tabs
    1        1                                  Half Coin rolls- Quarters $5     Orange                1          1                                   Table Top File Box - 24 Pendaflex
    2        2                                  Half Coin rolls- Dimes $2.5      Green
 0.25     0.25                                  Half Coin rolls- Nickels $1      Blue               Some Some                                         Extra Ink - Red, Black, Blue
    1        1                                  Half Coin rolls- Pennies $.25    Red                   1               1                              Highlighters-blue
                                                                                                       1               1                              Highlighters-green
   2           2                               1 Wrapper storage box                                   2               2                              Highlighters-orange
                                                                                                       3               3                              Highlighters-pink
Many Many                                       Bill bands                                             3               3                              Highlighters-yellow
    3     3                                     Kraft Money Bands- $25 for $1 Black                 Many              Many                            Ink Bottles - Red, Black, Blue
    3     3                                     ABA Money Bands- $2000 for $20Violet                   4     2         2                              Magic Markers (Black)
    2     2                                     ABA Money Bands- $1000 for $10Yellow                   1     1                                        Magic Markers (Blue)
    3     3                                     ABA Money Bands- $500 for $5 Red                       2     2                                        Magic Markers (Green)
    3     3                                     ABA Money Bands- $100 for $1 Blue                      0                                              Magic Markers (Red)
    1     1                                     ABA Money Bands- $5000 for $50Brown                    1                1                             Marker- blue flair
 0.25  0.25                                     ABA Money Bands- $200 for $2 Green                     4                4                             Marker- red flair
    2     2                                     Kraft Money Bands- Any        Black                    0                                              Misc. Pens
                                                                                                       2                2                             Pencil caddy
        Keys                                    Lock Bags - 15 (From B25)                              5                5                             Pencil Holders
   2           2                                Lock Bag No. 075                         4020          2     2                                        Pencil sharpener
   2           2                                Lock Bag No. 102                         4001          2                2                             Pencil sharpener-battery
   1           1                                Lock Bag No. 169                         4010          0                                              Pencils
   1           1                                Lock Bag No. 189                         4016         10               10                             Pencils-mechanical
   77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                           Supplies                                                                                    69

      From From From              From WorldC Item-BOLD are items we might                             From   FromJ From            From World Item-BOLD are items we
Total NESFA Judy Deb Buy          Joni on     need to buy                                        Total NESFA udy    Deb Buy         Joni Con might need to buy
    2     2                                   Lock Bag No. 273                       4014           34                34                       Pens
    2     2                                   Lock Bag No. 425                       4007            9                   9                     Pens-Counterfeit
    2     2                                   Lock Bag No. 435                       4015            3      2          1                       Stamp Pads - Black
    2     2                                   Lock Bag No. 444                       4004            1                 1                       Stamp Pads - Blue
    1     1                                   Lock Bag No. 504                       4022            2      2                                  Stamp Pads - Red
    2     2                                   Lock Bag No. 512                       4024            3                 3                       Stamp-Day of the week
    1     1                                   Lock Bag No. 527                       4008            1                 1                       Stamp-Duplicate
    1     1                                   Lock Bag No. 592                       4011            1                 1                       Stamp-entered
    2     2                                   Lock Bag No. 620                       4021            0 ?                                       Stamp-Money bag
    2     2                                   Lock Bag No. 711                       4018            2      2                                1 Stamp-Paid
    1     1                                   Lock Bag No. 802                       4019            3                 3                       Stamp-Rush
    0                                         Lock Bag No. 137                                       0 ?                                       Stamps-Check Approval
    0                                         Lock Bag No. 178                                       2                 2                       White Board Eraser
    0                                         Lock Bag No. 215                                       2                 2                       White Board eraser fluid
    0                                         Lock Bag No. 281                                       4      1          3                       White Board Markers (Red, Grn, Blue, Blk)
    0                                         Lock Bag No. 291
    0                                         Lock Bag No. 436                                     0                                               1 Hole Punch
    0                                         Lock Bag No. 501                                     2                    2                          3 Hole Punch
    0                                         Lock Bag No. 556                                     2                    2                          Binders #2 (12/box)
    0                                         Lock Bag No. 584                                     1                    1                          Binders #5 (12/box)
    0                                         Lock Bag No. 893                                     0                                               Blue tack
    0                                         Lock Bag No. 984                                     0                                               Carumpher
                                                                                                   0                                               Electrostatic paper
   0                            Who has them?    Master Keys - 9                                   2                            2                  Gel Tabs @ 35
                                                                                                   1                    1                          Glue stick
                                                                                                   1                        1                      Handi wipes/Wet Ones
   2      2                                    2 3 way plug                                        1       1                                       Key Organizer
   0                                             4 AA Batteries                                Many Many                                           Key tags
   0                                     Many    Batteries                                         2                    2                          Letter Moisturizing bottle
   4      4                                    4 Calculator adapters                               2                    2                          Letter opener
   0                                           3 Calculator ink rolls                              1       1                                       Misc. Elastics
   0                                     Many    Calculator paper rolls                            5                    5                          Paper Clip dispensers
   0                                           6 Calculator-large                                  4                    4                          Paper Clips - 1"
   0                                             Calculator-non printing                           3                    3                          Paper Clips - 3"
   0                                           5 Calculator-small                              Many Many                                           Push Pins
   4      4                                    2 Extension Cords-2 bro, 2 whi various lengths      4                    4                          Ruler
   0                                             Power strip for multiple outlets                  3                    3                      2   Scissors
                                                                                                   0                                               Smoke upright files
   1            1                                                                                  1
                                                 IBM Thinkpad Notebook Computer 2625 (3.5) with power cord 1                                       Spindles
   1            1                                                                                  4
                                                 IBM Thinkpad Notebook Computer 2621 with power cord (CD-Rom and 3.5)   4                          Stacking Tray
   2            2                                2 mouse(s)                                        4                    4                      1   Staple remover
   1            1                                BJC-50 portable printer                           4                    4                      3   Staplers
   1            1                                Sheet feeder for BJC-50                           4                    4                      3   Staples
   1            1                                1 ream white paper                                0                                               String
   1            1                                replacement ink cartridges for BJC-50             3       3                                       Tacky Finger- 1 oz.
   0                                             Data                                              0                                               Tacky Finger- 4 oz
   0                                             Disks                                             3                    3                          Tacky Finger -blue
                                                 Monitors                                          1       1                                       Tape-Clear 2"
                                                 Powerstrips
                                         Buy/Bring                                                 1       1                                       Tape-Duct
   0                                                                                               1       1                                       Tape-Masking
   0                                                                                               6                    6                      1   Tape-Scotch
   0                                             Software                                          2                    2                          Tape-Scotch Dispensers
   77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                                Supplies                                                                                      70

      From From From              From WorldC Item-BOLD are items we might                                  From   FromJ From         From World Item-BOLD are items we
Total NESFA Judy Deb Buy          Joni on     need to buy                                             Total NESFA udy    Deb Buy      Joni Con might need to buy
    0                                         Cooler                                                  Some Some                                  Thumb tacks (Package)
    0                                         Copier                                                      2                   2                  Tissues
    0                                  RENT Cork Board                                                    8                8                     White Out
    0                             Joni        Electric Screwdriver                                        1      1                             1 Wire basket
    0                                         Safe
    0                                  RENT White board (to track funds)                                  4               4                         3 Ring note book-white 1"
                                                                                                          0                                         Carbon Paper
   1          1                                  Carry/Transport Bags                                 Some    Some                                  Cash Pick-up Forms
   3          3                                3 Clip Boards                                          Some    Some                                  Cash Set-up Forms
   0                                             Packing slips envelopes                                  1                1                        Hole reinforcements
   0                                             Zip Lock Bags- 20 each                                   6                1     5              2   Index Cards 3" X 5" (100/PKG)
   4          4                                  Plain white cash bag                                 Many    Many       Many                       Labels-Blank white
                                                 (not suitable for carrying                           Many    Many                                  Labels-Orange Round
                                                                                                          0                                         Ledger book- 4 Col
                                                                                                          0                                         Ledger book- 6 Col
   1                          1                  Date & Time Stamp                                        0                                         Ledger book- 8 Col
   0                                     BUY     Counterfeit bill pens                                    6          6                              Lined Note Pads - 8.5 X 11"
   0                                     BUY     Plastic trays for Treasury copy of sales form        Some    Some                                  Misc. Pick-up Forms
                                                                                                          2               2                         NCR Message pad (200)
                                                                                                          3               3                         Note Pads
                                                                                                      Many    Many                                  Packing slips
                                          NOTE Dale wants to know                                         6          6                              Paper-Color:pnk, yel, grn, org, blu, cream, purple
                                               cubic space of treasury                                    0                                         Petty Cash Slips pads- 50 each
                                               supplies coming to MP                                    500                     500                 Plain white envelopes
        L           W       H                                                                            10               10                        Post it Pads - 1 X 1
       21.5         15    12.5                   Box 1-Filing                                             5                5                        Post it Pads - 3 X 3
        13          12    10.5                   Box 2-DBC Supplies                                       3                3                        Post it Pads - 3 X 5
       17.5        11.5    9.5                   Box 3-DBC Supplies                                       4                4                        Post-it - sign here
       21.5        13.2    10                    Box 4-DBC Supplies                                       2          2                          3   Receipt book-NCR
        30          18     15                    Box 5-Coop-Cash Boxes                                    2          2                              Receipt book-Stubb
        30          18     15                    Box 6-Coop- Cash Boxes                                   2          2                          2   Sales Order book
       21.5         15    12.5                   Box 7-NESFA Supplies                                     0                                    10   Small envelopes
       21.5         15    12.5                   Box 8-NESFA Supplies                                     0                                         Small Note Pads
                    12     12                    Box 9-Supplies                                           2               2                         Spiral notebook 8.5x11
                                                 Box 10                                                   3               3                         Steno Pads
                                                                                                          0                                     2   Used receipts
                                                                                                          0                                     1   Used SO book
                   77ee683d-8592-46aa-87a7-0f7a6893957a.xls   Supplies   71




een, Yellow




el, Pk, Org, Grn




           Erasers
                77ee683d-8592-46aa-87a7-0f7a6893957a.xls   Supplies   72



            Chalk


            Ink Pad




n, Blue, Blk)
                77ee683d-8592-46aa-87a7-0f7a6893957a.xls   Supplies   73




blu, cream, purple
UPPER LEVEL




Lobby D Upper Level
Volunteers




Exhibit Hall D
Art Show
Dealers Room




STREET LEVEL



D Lobby Street Level
Fanzine Lounge
Information
Registration
Masquerade Checkin




610-612
Treasury
Reg Office
Storage




LOWER LEVEL




Korbel Pre-Function
Site Selection
Sq =3"


      29
      12



                                                                                                                                              TABLE 8' x 30"
     348
                                                                                                         DEBBIE
       3
     116
                                                                                                                                                                           TABLE 8' x 30"                  DEBBIE




                                                                                                                                                                                                        8' x 30" Shift Sup
                                                                                                 TABLE 8' x 30"
                                                                                                                                                                    Treasury - Main
                                                                                                                                                                   Entrance via Reg




                                                                                                                                                                                                         TABLE
                                   Storage




                                                                                                                                                                TABLE 8' x 30"
                                    29' x 29'




                                                                                                                                                               Supplies




                                                                                                                                                                                                            TABLE 8' x 30"
                                                                                                      DEBBIE




                                                                                                TABLE 8' x 30"




                                                                                                                                                                                                           Cashiers
                                                                                                                                                                TABLE 8' x 30"
                                                                                                                                                               Supplies




                                                                                                                                                                                                             TABLE 8' x 30"
                                                                                   Air Wall
                                                                                                                  Registration -




                                                                                                                                                                                                             Cashier
                                                                                                                                                     Curtain wall
         72
         24
                                                                                                                  Main Entrance                     about 20 feet
                                                                                                                  612"

                                                                                                                                                                                 TABLE 8' x 30"-

         6
              RM 610                                                                                                RM 612



                          TABLE 6' x 30"
                                                    TABLE 8' x 30 "                             TABLE 8' x 30"
                 TABLE 6' x
                30"

                                                                                                                  TABLE 6' x 18"

                                    TABLE 6' x                                                                                                                                         TABLE 8' x 18"
                                   30"

                                                           TABLE 6' x
                                                          30"
                                                                        TABLE
                                                                                         TABL                                      TABLE 6' x 30"
                                                                        6' x 18"
                                                                                         E
                                                 TABLE
                                                 6' x                                    8' x
                                                 30"                                     30"                                TABLE 6' x 30"
valassis
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls                               Questions

                                                    (Reminder to Debbie some of this needs to be added to Guidelines)
                                                    Also add note on special at con cash needs, get advance precon or
Checks:                                             fill out set up
Check cashing Policy:
Who are checks payable to?                                                    Noreascon 4
Checks should be in US currency only?                                         Yes
Are third party checks accepted?                                              No
Is check cashing allowed?                                                     Only for N4 checks, signed by the recipient and
     If so who can cash them, for what amounts                                "Payable to Noreascon 4" on the back

What ID's are required to accept checks at con:                               Checks must have the address and phone number on them,
This needs to be decided far enough in advance for form design                if not pre-printed it must be added
Can any of this information be recorded if so what, if not reason why         Write down in the check memo field
so people designing procedures know what they can and can't do
     Government Issued Photo ID
     State Driver's license                                                   Type of ID & number - Mass Drivers License = MADL
     Student ID                                                               Name of School - ID Number
     Passport                                                                 State/Country Issuing ID

     What if they have no valid ID                                 Find some one we know and trust

Charges:
What to do if Credit card is declined                              Ask for alternate form of payment, another Cr Card,
                                                                   cash, Check, Traveler's check

                                                                              What can be written down on sales form?
Exceptions to Policy:
Once policy is set who can make exceptions?                        Ted Atwood or Dave Cantor, final authority Tim Szczesuil the Treasurer
Any other limitations on what type of or what $ amount


Tax Exemption:                                                     They must have the document with them, we must make a copy of it.
If someone is trying to make a purchase and claims they            Only valid for Massachusett ST-2 or ST-5 forms, we can not accept
are tax exempt what information do they need to provide            a tax exemption form from another state.
for it to be acceptable to the State of Penn.                      Purchase must be for resale, it can not be for personal use.

                                                                   This information should be included in mailing, PRs, on the web etc.

Petty Cash: Committee must approve the policy
Who can have it?                                                   Division Heads & some depts.
What amounts?                                                      UP to $300
Who is responsible, if person "A" got the advance and gives
     person "B" some of the cash, is person "A" responsible        Yes
Where do people get petty cash                                     From Division Head or Office
How do they record the use of it                                   A log book to record money given out, returned, and any receipts
How do they repay unused portion                                   Give $ to Division Head, get receipt for return
Who can authorize someone getting PC, list of signatures           Division Head for dept.


Check request pre-con - needs to be to the Treasurer               2 weeks prior to the con for At-Con use,
                                                                   3 weeks for the check to be returned by mail

Large At-Con cash needs, not related to cash stations              2 weeks notice prior to the start of the convention
     for tips, hotel/CC payments, GOH

Memberships: Committee must approve the policy
Comps: who can authorize                                      For entertainers, TV crews, etc.
Conversions from supporting to a "one day" attending memberships
Can it be done? If so what do they pay.                       The difference between $35 support & that day's rate




Hotel or Hynes Staff:
     Are they allowed in for free?
     How are they identified?

Daily Financial report to Chair and Division Heads
     What information do they need.
     Who does it go to.
     When is it needed (time of day and start and ending dates).
189
154
149
149
 40

 50
 50
313


               3.87
               3.49
               4.39
               4.99          0.25
               8.99
                  1




              State Sales Tax:      2.90%
            General Sales Tax:      3.62%
              RTD Sales Tax:        1.00%
            S&CFD Sales Tax:        0.10%
               FSD Sales Tax:       0.10%
      Total Denver Sales Tax:       7.72%

                                             22
         Clothing is taxed                  829
                                                           D3-Money Guidelines                                             Page 80

Guide lines to Handling Money at Denvention 3
                                                                                                      Version 2: 6/25/08

This is a guideline for areas handling "Money" At-Con for Denvention 3.
      "Money" equals Cash, Checks and Charges, Traveler's checks and Sales, Comp Vouchers and Refund Forms.

As things change we will update this information so there is a version number and date for a reference.

It covers the following topics:

1) Petty Cash

2) Designing how your money handling area will run.
A)   Forms
B)   Physical logistics
C)   Reconciliation
D)   Instructions for your staff

3) Information Treasury needs from each money handling area.
A)   Area
B)   Contact Information
C)   Location
D)   Day
E)   Date
F)   Hours
G)   Money Stations
H)   Cash Boxes Size
I)   Other Equipment
J)   Money Type
K)   Cash Requirements


1) Petty Cash

Petty Cash will be available at con from Treasury.

Division Heads - will assign staff who can spend pettycash only these people can get it.
There will be a limit of $150 per person which must be cleared before getting more.

When you receive Petty Cash you will be given a receipt showing you have taken responsibility for the money.

When you have made your purchase you must return the receipt and any extra funds to
the Office.

You will then get another receipt acknowledging you have returned the excess funds.

If you give the Petty Cash you have received to any one else you are still the person
responsible for accounting for it.
                                                           D3-Money Guidelines                                               Page 81


2) Designing how your money handling area will run.

When designing how your money handling area will work please take the following into consideration:

A)   Forms
     If you are taking in money you need to design a form to handle this. It should include the following:

     Name & Address of customer

     List of item(s) for sale              Initials of cashier
     Quantity                              Date of sale
     Subtotal                              Method of payment-Including space for check number
     Tax                                   Lines for recording ID information
     Total (for the entire form)

     Other things to consider:
     How many forms will you need to print to last the entire week-end.
     How many NCR copies per form. Usually this would be three: 1) Selling area 2) Treasury 3) Customer
     The bottom of the form should have this description printed on it: White-Selling area, Yellow-Treasury, Pink-Customer

     These are Sales forms for taking in money, they are not to be used to provide a refund,
     that should be done on a Petty Cash form designed for that purpose, which Treasury will provide to each area.

     Enclosed are some sample forms for you to use as a guideline.

     Before printing your forms, you must submit a copy to the Finance Division Head Bob MacIntosh
     for approval. E-mail: Bob.MacIntosh@denvention.org

     Any form not approved by the Finance Division Head will not be paid for by the convention.

B)   Physical logistics

     Depending on your hours of operation Treasury will provide your money station set-up
     1/2 hour before you open. This will allow us time to converse with your cashiers before
     you open to the public.

     If you open or close during hours Treasury will not be open please talk to us, Precon.

     Equipment such as cash boxes and calculators will normally be delivered the first day you
     open with your money station set-up and will usually stay in your area each night
     when you closed down unless you no longer need them.

     Swipe boxes will use phone lines and electricity which will be charged
     to your department's budget.
                                                            D3-Money Guidelines                         Page 82
C)   Reconciliation

     It is important to know that each money handling station needs to be BALANCED INDIVIDUALLY
     this means it is necessary to keep both the "money" and forms from each money station
     separate from any others. Treasury's copy of the sales form stays with the "money" all the time.
     You may separate your department's copy and handle as per your procedures.

     In addition to delivering your cash seed before you open, Treasury expects to make
     periodic pick ups while you are open. This keeps large amounts of cash from building
     up, gives you an opportunity to request additional set-ups, or change, and allows Treasury
     to talk to your cashiers at shift changes. Treasury may also pick up the completed Treasury
     copy of the sales form when it picks up your excess cash.

     Periodically Treasury may close a station and restart it with a new Set-Up.

     When your area or Treasury is closing for the day we will close out all your money handling
     stations, collecting all money and Treasury copy of the Sales forms. If you remain open after
     Treasury is closed fresh set-ups can be delivered at this time. Arrangements for holding the
     set-ups overnight will be made if necessary.

D)   Instructions for your staff

     You should provide written instructions for your staff on various things.
     (please also allow Treasury time to go over things with your cashiers)
1)   How to fill out a sales forms
2)   How to use a credit card swipe box
3)   Money handling instructions.

     There is another document with several pages of some Do's and Don'ts for handling money.
     Please review them and make your staff aware of them. You could keep a copy with each
     Money Handling station.
                                                            D3-Money Guidelines                                    Page 83

3) Information Treasury needs from each money handling area.

In order to meet your needs Treasury requires information on your area.

To gather this information Treasury has prepared a form for you to fill out.

Please do so and return it to the Dave Cantor, the At-Con Treasury Manager, no later than July 18, 2008
in order for Treasury to acquire the necessary equipment and order the necessary cash for the convention.

                 Dave Cantor
                 Fax number: 617-492-8417
                 d3-treasury-atcon@denvention.org


Areas that do not return a form risk Treasury being unable to
provide you the necessary equipment and cash.


A brief overview of Treasury, it's terminology and proceedures:

"Money" equals Cash, Checks and Charges, Traveler's checks and Sales, Comp Vouchers and Refund Forms.

A Money Handling Station is a person/location: examples could be
    Art Show Sales: 3 Stations: One station handles only cash, another checks, the last charges
    Registration: 3 Stations handling new members A-G, H-P, Q-Z (Cash, check and charge at each)
    Information: 1 Station handling baseball tickets

We need to know for each day, where you will be, how many stations you will have.
What sort of cash seed, cash box or other equipment you will need to run the station.
What are your start and ending times, how to contact you with questions.

Treasury will deliver your supplies/cash about 1/2 before you open, make periodic pickups
during the day and collect money and forms about 1/2 hour after you close.

In order to balance each Station it's important that we get a sales form/receipt for each
sale, to match to the cash, check or charge we collect. So please do not mix items
from one box with another.

For each day of the convention please fill out the form with the following information:

PLEASE don't say the same as some other area, fill in specific information for your area.

A)   Area: The name of your area (Registration, Art Show Sales, etc.)

B)   Contact Information: Who is in charge of your money handling area, I.E. the person who will be the main
     contact for Treasury to speak with. The E-mail address or phone of the contact person.

C)   Location: Where will you be located each day (some areas may move location from
     day to day).

D)   Day: Circle the day of the week this form is for or every if none of your information will change from day.
     to day.

E)   Date: The actual date this form is for. (August 6th or 8/6 - 8/9)

F)   Hours: The hours you will be open on this day or days. And the time you want your Set-Up delivered.

G)   Money Stations:
     1) How many money handling stations do you plan to have open each day.
     2) What type of cash box do you need for each money station
                                                             D3-Money Guidelines                                   Page 84
H)   Cash Boxes Size:

     Styles Available                       Best used for                                     Size
     Large Deep Cash Boxes                  5 bill & coins slots, storage below               10.5 x 15.5 x 6.5
     Large Flat Cash Boxes                  5 bill & coins slots                              10.5 x 15.5 x 2.25
     Medium Deep Cash Boxes                 Single bill, 6 coin slots, storage                10.5 x 7.5 x 4
     Medium Flat Cash Boxes                 Single bill, 6 coin slots                         10.5 x 7.5 x 2
     Small Cash Boxes                       5 Coin slots                                      10 x 4.5 x 3
     Lock Bags with Receipt books

I)   Other Equipment
     What other equipment do you need:
                Swipe box           Phone line and electricity needed
                Calculators         Electric power or battery
                Sales Forms         Will you provide your own (must be approved)
                                    or do you need a standard Receipt book
                Other

J)   Money Type:
     Will this station handle all types of money (cash, check and charge) or will it handle strictly
     one type such as charges only.

K)   Cash Requirements
     What denominations, bills & coins for each money handling station,
     do you need to make change, (this information is needed to make sure there
     is the right change available each day for every area). When ordering coins please
     make your request in rolls. When deciding what change you will need consider the
     price(s) and tax of what is being sold in your area and what sort of change you are likely
     to need.
                                                Coin                      Roll
                                             $      1.00               $ 25.00
                                             $      0.25               $ 10.00
                                             $      0.10               $ 5.00
                                             $      0.05               $ 2.00
                                             $      0.01               $ 0.50

     Some money handling stations may take only checks or charges, so they
     wouldn't need seed cash though they would need a cash box and/or a swipe box.

     Please give both the quantity and the total value for each denomination that you are ordering and the
     total for the station. 10 $5 dollar bills = $50, 1 roll of quarters = $10 a total for this station of $60

     If you need help calculating what change you will need please let us know and we will help you.

You can e-mail this to the At-Con Treasury staff (d3-treasury-atcon@denvention.org ) when it is completed.

When you are handling money, what days and hours will you be open, will especially
effect what hours Treasury needs to be open and how your requirements can be best met if
Treasury is closed. Treasury expects to be open on the following schedule, but this is subject to change.

     Day             Date                   Hr. Open      Hr. Closing              Location
     Sunday           8/3/2008
     Monday           8/4/2008                  TBD           TBD                  By Appointment Only
     Tuesday          8/5/2008                 10:00 AM       6:00 PM
     Wednesday        8/6/2008                  8:00 AM       8:30 PM              Con Opens
     Thursday         8/7/2008                  8:00 AM       9:30 PM
     Friday           8/8/2008                  8:00 AM       9:30 PM
     Saturday         8/9/2008                  8:00 AM       9:30 PM
     Sunday          8/10/2008                  8:00 AM       6:00 PM              Con Closes
     Monday          8/11/2008                  TBD           TBD                  By Appointment Only
     Tuesday         8/12/2008
D3-Money Guidelines   Page 85
D3-Money Guidelines   Page 86
D3-Money Guidelines   Page 87
D3-Money Guidelines   Page 88
                      D3-Money Guidelines   Page 89




12:00 PM    6:00 PM
 8:30 AM    9:30 PM
 8:00 AM   10:00 PM
 8:00 AM   10:00 PM
 8:00 AM   10:00 PM
 8:00 AM   10:00 PM
 8:00 AM    6:00 PM
 9:00 AM    3:00 PM
                                                            D3-Money-dos and donts                                           Page 90

Guide lines to Handling Money at Denvention 3
                                                                                                        Version 2: 6/25/08



Money Handling Information- Do's and Don'ts
     Paperwork
     Balancing the Money station
     Making Change
     Taxes
     Photo I.D.s
     Money
     Credit Cards


"Money" equals:
    Cash, Traveler's Checks, Money Orders, Personal Checks and Charges, Comp Vouchers, Sales & Refund forms.

Paperwork:
Don't destroy or discard any paper work
If a form needs to be voided, mark it void, record any details on the form and include it with
       all the other paper work for the cash box.
When ever there is a question/problem, document as much as you can.

Sales forms should not be used for refunds. Treasury will provide a Petty Cash form for refunds.
Refund forms are treated as money as they explain why there is less money in the cash box.

Sales forms should be filled out for every sale
Forms can be:
     Registration
     Art Show Tally slips
     Sales to members




In order to balance each Money Station it is important to:
Keep the money and the Treasury copy of the Sales form for each money station together.
Do not mix either money or forms from one money station with another.
Do not mix money and forms together, each should have their own box to be collected in.
Keep the area's copy of the Sale form separate from the Treasury copy of the form.
Do not create your own money handling station, especially by taking money from an existing station.

When making change:
Place the bill you are making change for on the cash box cover.
Count the change back to the fan. Count up from the sale value of the bill given.
I.E. 2.50, 3.00, 4.00. $5.00
Don't place the money in the cash box until after the fan accepts the change you have given him/her.

Taxes:

If what you are selling is taxable there will be a space to fill in the amount of tax. The tax rate
is 7.72%. Memberships are exempt. Clothing is taxable. Art is taxable.


Tax exemption:

The only tax exemption is an item being bought for resale. Items for personal use are not tax exempt.
Only a Registered CO state form can be accepted, unless there is documention to show that
there is a receptical sales tax agreement with another state.
In order to get this exemption the person requesting it must have a copy of their tax exemption form.
We must make a copy of the Exemption form to attach to our copy of the sales paperwork.
                                                          D3-Money-dos and donts                         Page 91

Photo I.D.s

You should write down the following information on the sales form
     Type of ID
     ID Number
     State/Country Issuing ID

Acceptable I.D.s:

     Government Issued Photo ID such as:
     State Driver's license  Military ID
     Passport                Fire Arm Permits
     Gaming Licenses

Money:
     Don’t leave money unattended.
     Don't open rolled coins until needed.
     Money stations are to accept money only, no payouts such as refunds.
     Cash should never be transported in a cash box; we have lock bags for this.

Acceptable forms of money:

U.S. Cash
     All U.S. coins are acceptable
     All U.S. paper money is acceptable BUT call the supervisor for bills over $100

     When you receive a bill $50 or over please use the counterfeit pen provided to check
     the bill.

     If you have as suspect bill please ask for another bill or another form of payment.


Travelers checks in U.S. Dollars
     Signatures must match
     Must be signed in your presence
     Checks should be made payable to: Denvention 3
     Today's date
     Travelers checks are NOT cash, ask for ID.

Money Orders in U.S. Dollars
    Money Orders should be made payable to: Denvention 3
    Ask for ID always
    No check cashing.

Personal or Company checks
     Checks should be made payable to: Denvention 3
     All money should be in US currency.
     Absolutely No third party checks. A third party is check is one that is payable to anything other
     than Denvention 3 or Cash.
     No check cashing.
     This includes a Denvention 3 check payable to a fan.
     Checks will not be accepted without a photo ID.
     No starter checks, checks must have the purchaser's address printed on them.

     Ask for ID always. If not available call your supervisor.
                $0.10 - $250.00          1 ID
                $250.01 - $999.99        Call supervisor
                                                           D3-Money-dos and donts                        Page 92


Check Cashing:

There will be no check cashing.
This includes a Denvention 3 check payable to a fan.

Unacceptable forms of money, call your supervisor if it is given to you.
    Third party checks
    Non US $ Checks
    Non US $ Money Orders
    Non US $ Travelers checks
    Non US $ Cash

Who can alter rules:             Bob MacIntosh the Finance Division Head.

Who can remove money:            Treasury Staff ONLY

Credit Cards:

Credit Cards can be accepted with no ID as long as they receive authorization through the swipe box.

If you have a charge for $1,000 or more have your supervisor verify and initial the sales form.

If a credit card is declined ask for an alternative form of payment, another credit card, cash, check,
or travelers check.

Staple the conventions copy of the credit card receipt to the form. If there is more than one form
per receipt, staple all the forms to the receipt or if there is more than one credit card receipt
per form staple them all together.

If you don't have a credit card swipe box in your area and you use one in another area the
sales form and credit card receipt should go in the cash box for the area where the charge was
processed.

Instructions for using credit card swipe boxes will be provided at a later date.
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                         Cash At Con                                                                        Page 93


         Day        Date   Department             Location    Contact                 Equipment Open time         Close Time    # of Set-Ups   Amount $
Tuesday        8/28/2001   Registration                       Linda Ross-Mansfield
Wednesday      8/29/2001   Registration                       Linda Ross-Mansfield
Thursday       8/30/2001   Registration                       Linda Ross-Mansfield
Friday         8/31/2001   Registration                       Linda Ross-Mansfield
Saturday        9/1/2001   Registration                       Linda Ross-Mansfield
Sunday          9/2/2001   Registration                       Linda Ross-Mansfield
Monday          9/3/2001   Registration                       Linda Ross-Mansfield
Tuesday         9/4/2001   Registration                       Linda Ross-Mansfield

         Day        Date   Department             Location    Contact                 Equipment Open time         Close Time    # of Set-Ups   Amount $ Note:
Tuesday        8/28/2001   Art Show Sales                     Gay Ellen Dennett
Wednesday      8/29/2001   Art Show Sales                     Gay Ellen Dennett
Thursday       8/30/2001   Art Show Sales                     Gay Ellen Dennett
Friday         8/31/2001   Art Show Sales                     Gay Ellen Dennett
Saturday        9/1/2001   Art Show Sales                     Gay Ellen Dennett
Sunday          9/2/2001   Art Show Sales                     Gay Ellen Dennett                         5:00 PM       7:30 PM                             Needs 4 CrCrd Machines
Monday          9/3/2001   Art Show Sales                     Gay Ellen Dennett                        10:00 AM       2:00 PM                             Needs 4 CrCrd Machines
Tuesday         9/4/2001   Art Show Sales                     Gay Ellen Dennett

         Day        Date   Department             Location    Contact                 Equipment Open time         Close Time    # of Set-Ups   Amount $ Note:
Tuesday        8/28/2001   Print Shop                         Deb & Kevin Allen
Wednesday      8/29/2001   Print Shop                         Deb & Kevin Allen
Thursday       8/30/2001   Print Shop                         Deb & Kevin Allen                         6:00 PM   10:00 PM                                Needs 1 CrCrd Machine
Friday         8/31/2001   Print Shop                         Deb & Kevin Allen                        10:00 AM    8:00 PM                                Needs 1 CrCrd Machine
Saturday        9/1/2001   Print Shop                         Deb & Kevin Allen                        10:00 AM   10:00 PM                                Needs 1 CrCrd Machine
Sunday          9/2/2001   Print Shop                         Deb & Kevin Allen                    10 AM- 2PM 5 PM - 7:30 PM                              Needs 1 CrCrd Machine
Monday          9/3/2001   Print Shop                         Deb & Kevin Allen                        10:00 AM    2:00 PM                                Needs 1 CrCrd Machine
Tuesday         9/4/2001   Print Shop                         Deb & Kevin Allen

         Day        Date   Department             Location    Contact                 Equipment Open time         Close Time    # of Set-Ups   Amount $
Tuesday        8/28/2001   Sales to Members                   Scott & Jane Dennis
Wednesday      8/29/2001   Sales to Members                   Scott & Jane Dennis
Thursday       8/30/2001   Sales to Members                   Scott & Jane Dennis
Friday         8/31/2001   Sales to Members                   Scott & Jane Dennis
Saturday        9/1/2001   Sales to Members                   Scott & Jane Dennis
Sunday          9/2/2001   Sales to Members                   Scott & Jane Dennis
Monday          9/3/2001   Sales to Members                   Scott & Jane Dennis
Tuesday         9/4/2001   Sales to Members                   Scott & Jane Dennis

         Day        Date   Department              Location   Contact                 Equipment Open time         Close Time    # of Set-Ups   Amount $
Tuesday        8/28/2001   Charity Auction
Wednesday      8/29/2001   Charity Auction
Thursday       8/30/2001   Charity Auction-TAFF/DUFF          Mann's ?                                  2:00 PM       4:00 PM
Friday         8/31/2001   Charity Auction
Saturday        9/1/2001   Charity Auction
Sunday          9/2/2001   Charity Auction
Monday          9/3/2001   Charity Auction-SWFA               Mann's ?                                  2:00 PM       4:00 PM
Tuesday         9/4/2001   Charity Auction
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                      Cash At Con                                                                      Page 94


         Day        Date   Department          Location   Contact                  Equipment Open time       Close Time    # of Set-Ups   Amount $ Note:
Tuesday        8/28/2001   Site Selection                 Jordan Brown & Rick ?
Wednesday      8/29/2001   Site Selection                 Jordan Brown & Rick ?
Thursday       8/30/2001   Site Selection                 Jordan Brown & Rick ?                   10:00 AM       6:00 PM                             Needs 1 CrCrd Machine
Friday         8/31/2001   Site Selection                 Jordan Brown & Rick ?                   10:00 AM       6:00 PM                             Needs 1 CrCrd Machine
Saturday        9/1/2001   Site Selection                 Jordan Brown & Rick ?                   10:00 AM       6:00 PM                             Needs 1 CrCrd Machine
Sunday          9/2/2001   Site Selection                 Jordan Brown & Rick ?
Monday          9/3/2001   Site Selection                 Jordan Brown & Rick ?
Tuesday         9/4/2001   Site Selection                 Jordan Brown & Rick ?

         Day        Date   Department          Location   Contact                  Equipment Open time       Close Time    # of Set-Ups   Amount $ Note:
Tuesday        8/28/2001   Art Show Admin                 Andrea Senchy
Wednesday      8/29/2001   Art Show Admin                 Andrea Senchy
Thursday       8/30/2001   Art Show Admin                 Andrea Senchy                           10:00 AM      10:00 PM                             Needs Refund form
Friday         8/31/2001   Art Show Admin                 Andrea Senchy                           10:00 AM       8:00 PM                             Needs Refund form
Saturday        9/1/2001   Art Show Admin                 Andrea Senchy                           10:00 AM      10:00 PM                             Needs Refund form
Sunday          9/2/2001   Art Show Admin                 Andrea Senchy                           10:00 AM       7:30 PM                             Needs Refund form
Monday          9/3/2001   Art Show Admin                 Andrea Senchy                           10:00 AM       2:00 PM                             Needs Refund form
Tuesday         9/4/2001   Art Show Admin                 Andrea Senchy

         Day        Date   Department          Location   Contact                  Equipment Open time       Close Time    # of Set-Ups   Amount $ Note:
Tuesday        8/28/2001   Childcare                      Winona Whyte Schweir
Wednesday      8/29/2001   Childcare                      Winona Whyte Schweir
Thursday       8/30/2001   Childcare                      Winona Whyte Schweir
Friday         8/31/2001   Childcare                      Winona Whyte Schweir
Saturday        9/1/2001   Childcare                      Winona Whyte Schweir
Sunday          9/2/2001   Childcare                      Winona Whyte Schweir
Monday          9/3/2001   Childcare                      Winona Whyte Schweir
Tuesday         9/4/2001   Childcare                      Winona Whyte Schweir



         Day        Date   Department          Location   Contact                    Equipment Open time     Close Time    # of Set-Ups   Amount $ Note:
Tuesday        8/28/2001   Ice                            Dale Farmer
Wednesday      8/29/2001   Ice                            Wants to use chits paid at Ops Petty Cash
Thursday       8/30/2001   Ice
Friday         8/31/2001   Ice
Saturday        9/1/2001   Ice
Sunday          9/2/2001   Ice
Monday          9/3/2001   Ice
Tuesday         9/4/2001   Ice

         Day        Date   Department          Location   Contact                  Equipment Open time       Close Time    # of Set-Ups   Amount $
Tuesday        8/28/2001   Filking                        Dave Weingart
Wednesday      8/29/2001   Filking                        Dave Weingart
Thursday       8/30/2001   Filking                        Dave Weingart
Friday         8/31/2001   Filking                        Dave Weingart
Saturday        9/1/2001   Filking                        Dave Weingart
Sunday          9/2/2001   Filking                        Dave Weingart
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                          Cash At Con                                                                      Page 95
Monday          9/3/2001 Filking                              Dave Weingart
Tuesday         9/4/2001 Filking                              Dave Weingart

         Day        Date   Department             Location    Contact                  Equipment Open time      Close Time    # of Set-Ups   Amount $
Tuesday        8/28/2001   Fanzine Lounge                     Steve & Elaine Stiles
Wednesday      8/29/2001   Fanzine Lounge                     Steve & Elaine Stiles
Thursday       8/30/2001   Fanzine Lounge                     Steve & Elaine Stiles    Cash box      10:00 AM       2:00 AM                             Collecting commission need
Friday         8/31/2001   Fanzine Lounge                     Steve & Elaine Stiles    lock bag &    10:00 AM       2:00 AM                             sales slips
Saturday        9/1/2001   Fanzine Lounge                     Steve & Elaine Stiles    key           10:00 AM       2:00 AM                             Will keep set up overnight
Sunday          9/2/2001   Fanzine Lounge                     Steve & Elaine Stiles                  10:00 AM       2:00 AM                             but close out once a day
Monday          9/3/2001   Fanzine Lounge                     Steve & Elaine Stiles                  10:00 AM       2:00 AM                             Standard receipt book
Tuesday         9/4/2001   Fanzine Lounge                     Steve & Elaine Stiles                                                                     $30, $1, .25, .10, .05
                                                                                                                                                        emstiles@home.com
         Day        Date   Department             Location    Contact                  Equipment Open time      Close Time    # of Set-Ups   Amount $
Tuesday        8/28/2001   Tours                              Gene Olmsted
Wednesday      8/29/2001   Tours                              Gene Olmsted
Thursday       8/30/2001   Tours                              Gene Olmsted
Friday         8/31/2001   Tours                              Gene Olmsted
Saturday        9/1/2001   Tours                              Gene Olmsted
Sunday          9/2/2001   Tours                              Gene Olmsted
Monday          9/3/2001   Tours                              Gene Olmsted
Tuesday         9/4/2001   Tours                              Gene Olmsted

         Day        Date   Department             Location    Contact                  Equipment Open time      Close Time    # of Set-Ups   Amount $
Tuesday        8/28/2001   Raffle                             Lynne?
Wednesday      8/29/2001   Raffle
Thursday       8/30/2001   Raffle
Friday         8/31/2001   Raffle
Saturday        9/1/2001   Raffle
Sunday          9/2/2001   Raffle
Monday          9/3/2001   Raffle
Tuesday         9/4/2001   Raffle

         Day        Date   Department             Location    Contact                  Equipment Open time      Close Time    # of Set-Ups   Amount $
Tuesday        8/28/2001   Office Petty Cash                  Patty Wells?
Wednesday      8/29/2001   Office Petty Cash
Thursday       8/30/2001   Office Petty Cash
Friday         8/31/2001   Office Petty Cash
Saturday        9/1/2001   Office Petty Cash
Sunday          9/2/2001   Office Petty Cash
Monday          9/3/2001   Office Petty Cash
Tuesday         9/4/2001   Office Petty Cash

         Day        Date   Department              Location   Contact                  Equipment Open time      Close Time    # of Set-Ups   Amount $
Tuesday        8/28/2001   Out Side Food Functions            NO Banquet Sales
Wednesday      8/29/2001   Out Side Food Functions            NO Banquet Sales
Thursday       8/30/2001   Out Side Food Functions            NO Banquet Sales
Friday         8/31/2001   Out Side Food Functions            NO Banquet Sales
Saturday        9/1/2001   Out Side Food Functions            NO Banquet Sales
Sunday          9/2/2001   Out Side Food Functions            NO Banquet Sales
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                       Cash At Con                                                   Page 96
Monday          9/3/2001 Out Side Food Functions                NO Banquet Sales
Tuesday         9/4/2001 Out Side Food Functions                NO Banquet Sales

         Day        Date   Department                Location   Contact             Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   GOH Per Diems                        Todd Dashoff
Wednesday      8/29/2001   GOH Per Diems                        Todd Dashoff
Thursday       8/30/2001   GOH Per Diems                        Todd Dashoff
Friday         8/31/2001   GOH Per Diems                        Todd Dashoff
Saturday        9/1/2001   GOH Per Diems                        Todd Dashoff
Sunday          9/2/2001   GOH Per Diems                        Todd Dashoff
Monday          9/3/2001   GOH Per Diems                        Todd Dashoff
Tuesday         9/4/2001   GOH Per Diems                        Todd Dashoff


         Day        Date   Department                Location   Contact             Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Tips & Hotel Liason                  Dina Krause
Wednesday      8/29/2001   Tips & Hotel Liason                  Dina Krause
Thursday       8/30/2001   Tips & Hotel Liason                  Dina Krause
Friday         8/31/2001   Tips & Hotel Liason                  Dina Krause
Saturday        9/1/2001   Tips & Hotel Liason                  Dina Krause
Sunday          9/2/2001   Tips & Hotel Liason                  Dina Krause
Monday          9/3/2001   Tips & Hotel Liason                  Dina Krause
Tuesday         9/4/2001   Tips & Hotel Liason                  Dina Krause

         Day        Date   Department                Location   Contact             Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Newsletter/Publications              Mike Nelson
Wednesday      8/29/2001   Newsletter/Publications              Mike Nelson
Thursday       8/30/2001   Newsletter/Publications              Mike Nelson
Friday         8/31/2001   Newsletter/Publications              Mike Nelson
Saturday        9/1/2001   Newsletter/Publications              Mike Nelson
Sunday          9/2/2001   Newsletter/Publications              Mike Nelson
Monday          9/3/2001   Newsletter/Publications              Mike Nelson
Tuesday         9/4/2001   Newsletter/Publications              Mike Nelson

         Day        Date   Department                Location   Contact             Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Consuite/Den                         Sue Kahn
Wednesday      8/29/2001   Consuite/Den                         Sue Kahn
Thursday       8/30/2001   Consuite/Den                         Sue Kahn
Friday         8/31/2001   Consuite/Den                         Sue Kahn
Saturday        9/1/2001   Consuite/Den                         Sue Kahn
Sunday          9/2/2001   Consuite/Den                         Sue Kahn
Monday          9/3/2001   Consuite/Den                         Sue Kahn
Tuesday         9/4/2001   Consuite/Den                         Sue Kahn

         Day        Date   Department                Location   Contact             Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Move In/Move Out                     Karen Angolo?
Wednesday      8/29/2001   Move In/Move Out
Thursday       8/30/2001   Move In/Move Out
Friday         8/31/2001   Move In/Move Out
Saturday        9/1/2001   Move In/Move Out
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                         Cash At Con                                                      Page 97
Sunday          9/2/2001 Move In/Move Out
Monday          9/3/2001 Move In/Move Out
Tuesday         9/4/2001 Move In/Move Out


         Day        Date   Department               Location   Contact                Equipment Open time      Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Chairman                            Todd Dashoff
Wednesday      8/29/2001   Chairman                            Todd Dashoff
Thursday       8/30/2001   Chairman                            Todd Dashoff
Friday         8/31/2001   Chairman                            Todd Dashoff
Saturday        9/1/2001   Chairman                            Todd Dashoff
Sunday          9/2/2001   Chairman                            Todd Dashoff
Monday          9/3/2001   Chairman                            Todd Dashoff
Tuesday         9/4/2001   Chairman                            Todd Dashoff

         Day        Date   Department               Location   Contact                Equipment Open time      Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Vice Chair                          Laura Paskman Syms
Wednesday      8/29/2001   Vice Chair                          Laura Paskman Syms
Thursday       8/30/2001   Vice Chair                          Laura Paskman Syms
Friday         8/31/2001   Vice Chair                          Laura Paskman Syms
Saturday        9/1/2001   Vice Chair                          Laura Paskman Syms
Sunday          9/2/2001   Vice Chair                          Laura Paskman Syms
Monday          9/3/2001   Vice Chair                          Laura Paskman Syms
Tuesday         9/4/2001   Vice Chair                          Laura Paskman Syms

         Day        Date   Department               Location   Contact                Equipment Open time      Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Vice Chair                          Gary Keith Feldbaum
Wednesday      8/29/2001   Vice Chair                          Gary Keith Feldbaum
Thursday       8/30/2001   Vice Chair                          Gary Keith Feldbaum
Friday         8/31/2001   Vice Chair                          Gary Keith Feldbaum
Saturday        9/1/2001   Vice Chair                          Gary Keith Feldbaum
Sunday          9/2/2001   Vice Chair                          Gary Keith Feldbaum
Monday          9/3/2001   Vice Chair                          Gary Keith Feldbaum
Tuesday         9/4/2001   Vice Chair                          Gary Keith Feldbaum

         Day        Date   Department               Location   Contact                Equipment Open time      Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Communication                       Terry Sisk Graybill
Wednesday      8/29/2001   Communication                       Terry Sisk Graybill
Thursday       8/30/2001   Communication                       Terry Sisk Graybill
Friday         8/31/2001   Communication                       Terry Sisk Graybill
Saturday        9/1/2001   Communication                       Terry Sisk Graybill
Sunday          9/2/2001   Communication                       Terry Sisk Graybill
Monday          9/3/2001   Communication                       Terry Sisk Graybill
Tuesday         9/4/2001   Communication                       Terry Sisk Graybill



        Day         Date Department                 Location   Contact                   Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001 Events                                Jill Eastlake/Marc Gordon
Wednesday      8/29/2001 Petty Cash - Jill & Mark              Jill Eastlake/Marc Gordon
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                             Cash At Con                                                      Page 98
Thursday       8/30/2001   Petty Cash - Jill & Mark              Jill Eastlake/Marc Gordon
Friday         8/31/2001   Petty Cash - Jill & Mark              Jill Eastlake/Marc Gordon
Saturday        9/1/2001   Petty Cash - Jill & Mark              Jill Eastlake/Marc Gordon
Sunday          9/2/2001   Petty Cash - Jill & Mark              Jill Eastlake/Marc Gordon
Monday          9/3/2001   Petty Cash - Jill & Mark              Jill Eastlake/Marc Gordon
Tuesday         9/4/2001   Petty Cash - Jill & Mark              Jill Eastlake/Marc Gordon

         Day        Date   Department                 Location   Contact                     Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Exhibits                              John Syms
Wednesday      8/29/2001   Exhibits                              John Syms
Thursday       8/30/2001   Exhibits                              John Syms
Friday         8/31/2001   Exhibits                              John Syms
Saturday        9/1/2001   Exhibits                              John Syms
Sunday          9/2/2001   Exhibits                              John Syms
Monday          9/3/2001   Exhibits                              John Syms
Tuesday         9/4/2001   Exhibits                              John Syms

         Day        Date   Department                 Location   Contact                     Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Fan Activities                        Danny Lieberman
Wednesday      8/29/2001   Fan Activities                        Danny Lieberman
Thursday       8/30/2001   Fan Activities                        Danny Lieberman
Friday         8/31/2001   Fan Activities                        Danny Lieberman
Saturday        9/1/2001   Fan Activities                        Danny Lieberman
Sunday          9/2/2001   Fan Activities                        Danny Lieberman
Monday          9/3/2001   Fan Activities                        Danny Lieberman
Tuesday         9/4/2001   Fan Activities                        Danny Lieberman

         Day        Date   Department                 Location   Contact                     Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Member Services                       Sara Paul
Wednesday      8/29/2001   Member Services                       Sara Paul
Thursday       8/30/2001   Member Services                       Sara Paul
Friday         8/31/2001   Member Services                       Sara Paul
Saturday        9/1/2001   Member Services                       Sara Paul
Sunday          9/2/2001   Member Services                       Sara Paul
Monday          9/3/2001   Member Services                       Sara Paul
Tuesday         9/4/2001   Member Services                       Sara Paul

         Day        Date   Department                 Location   Contact                     Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Support Services                      Larry Gelfand
Wednesday      8/29/2001   Support Services                      Larry Gelfand
Thursday       8/30/2001   Support Services                      Larry Gelfand
Friday         8/31/2001   Support Services                      Larry Gelfand
Saturday        9/1/2001   Support Services                      Larry Gelfand
Sunday          9/2/2001   Support Services                      Larry Gelfand
Monday          9/3/2001   Support Services                      Larry Gelfand
Tuesday         9/4/2001   Support Services                      Larry Gelfand

        Day         Date Department                   Location   Contact                     Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001 Programing                              Jim & Laurie Mann
Wednesday      8/29/2001 Programing                              Jim & Laurie Mann
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                  Cash At Con                                                   Page 99
Thursday       8/30/2001   Programing                     Jim & Laurie Mann
Friday         8/31/2001   Programing                     Jim & Laurie Mann
Saturday        9/1/2001   Programing                     Jim & Laurie Mann
Sunday          9/2/2001   Programing                     Jim & Laurie Mann
Monday          9/3/2001   Programing                     Jim & Laurie Mann
Tuesday         9/4/2001   Programing                     Jim & Laurie Mann

         Day        Date   Department          Location   Contact              Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   Publications                   Mark Trebing
Wednesday      8/29/2001   Publications                   Mark Trebing
Thursday       8/30/2001   Publications                   Mark Trebing
Friday         8/31/2001   Publications                   Mark Trebing
Saturday        9/1/2001   Publications                   Mark Trebing
Sunday          9/2/2001   Publications                   Mark Trebing
Monday          9/3/2001   Publications                   Mark Trebing
Tuesday         9/4/2001   Publications                   Mark Trebing

         Day        Date   Department          Location   Contact              Equipment Open time   Close Time   # of Set-Ups   Amount $
Tuesday        8/28/2001   WFSF                           Rick Katze
Wednesday      8/29/2001   WFSF                           Rick Katze
Thursday       8/30/2001   WFSF                           Rick Katze
Friday         8/31/2001   WFSF                           Rick Katze
Saturday        9/1/2001   WFSF                           Rick Katze
Sunday          9/2/2001   WFSF                           Rick Katze
Monday          9/3/2001   WFSF                           Rick Katze
Tuesday         9/4/2001   WFSF                           Rick Katze

                    Date   Department          Location   Contact              Equipment Open time   Close Time   # of Set-Ups   Amount $
               8/28/2001   Kaffee Klatches                Kathei Logue
               8/29/2001   Kaffee Klatches                Kathei Logue
               8/30/2001   Kaffee Klatches                Kathei Logue
               8/31/2001   Kaffee Klatches                Kathei Logue
                9/1/2001   Kaffee Klatches                Kathei Logue
                9/2/2001   Kaffee Klatches                Kathei Logue
                9/3/2001   Kaffee Klatches                Kathei Logue
                9/4/2001   Kaffee Klatches                Kathei Logue
77ee683d-8592-46aa-87a7-0f7a6893957a.xls             Forms                                         Page 100


Internal Treasury Forms
Cash set-up
Misc. Pick-up                 Separate form for TC vs PC, vs Credit card
Cash pick-up                  Are we re-printing this to add coins back in, don't forget $1 roll

At Con Money Station set-up form
Count out forms
Deposit log
Equipment Log
Fund Balancing form
Income Form
Intermediate Pick-Up Card
Main Fund Log
Pick-Up Check List
Refund form
Registration Form
Signs
Swipe box balancing form
Task Card
Transfer form



Fund cards       Index card

Cashier instructions

Petty Cash
Receipt book
Sales Order book


External Forms

Need Handicap services form
Art Show Tally slips
Sales to Members
Print Shop Tally slips
Handicap Acess
Tours
Child Care
Ice
DENVENTION 3 ~ DENVER, COLORADO                        AUGUST 6 - 10/ 2008
(multiple names at same address permitted)             Badge Name:         Badge #:        Type/Amt per:
1 st Name:
2 nd Name:
3 rd Name:
4 th Name:
Mailing Address:                                                                           Station #
                                                                                           Cash Station
City:                                                  Stat/Prov:            Paid By:
                                                       Post Code:          Auth#
Country:                                                                                       Visa = $________.00
  E-mail:                                                                                      MC = $________.00
                                                                                               Debit=$________.00
                                                                                               Cash =$________.00
                                                                           Total PD =
Card holder Name:
        Membership rates: Wednesday-through Sunday:    $ xxx.00              Wed. Only:    $ xx.00
                           Thursday through Sunday:    $ xxx.00              Thur Only:    $ xx.00
                              Friday through Sunday:   $ xxx.00               Fri. Only:   $ xx.00
                            Saturday through Sunday:   $ xx.00                Sat Only:    $ xx.00
                                                                              Sun Only:    $ xx.00
WorldCon Treasury - At Con Money Station Set Up Information

Area:                   Art Show Sales                Contact:              Joe Phan           Location:           Hall D
Circle: Tue Wed Thu Fri Sat Sun Mon Every             Date:                  Aug 8th           Hours:           2 PM - 6 PM
Contact E-Mail:

                            Money Station #1           Money Station #2          Money Station #3          Money Station #4
Cash box size                    Large Deep                  Large Flat               Large Flat
Swipe Box                                                                                  Yes
Calculator (Y/N)                     Yes                          Yes                      Yes
Electric/Battery:                 Electric                     Electric                 Electric
Sales Form                      Will provide                 Will provide            Will provide
Other
Money Type: Cash, Ck, Chg            Cash                        Check                       Charge

Denominations
             Bills             QTY          Total $        QTY       Total $           QTY       Total $      QTY        Total $
           $       1           25            $25
           $       5            5            $25
           $      10            5            $50
           $      20            5           $100
  Coin       Roll
$   1.00 $ 25.00
$   0.25 $ 10.00                1          $10
$   0.10 $      5.00            1           $5
$   0.05 $      2.00            1           $2
$   0.01 $      0.50            1         $0.50

            Total                        $217.50


                                      SAMPLE FORM
WorldCon Treasury - At Con Money Station Set Up Information

Area:                                                 Contact:                             Location:
Circle: Tue Wed Thu Fri Sat Sun Mon Every             Date:                                Hours:

                             Money Station #1          Money Station #2         Money Station #3        Money Station #4
Cash box size
Swipe Box
Calculator (Y/N)
Electric/Battery:
Sales Form
Other
Money Type: Cash, Ck, Chg

Denominations
             Bills              QTY         Total $           QTY     Total $      QTY        Total $      QTY        Total $
             $           1                        -                         -                       -                       -
             $           5                        -                         -                       -                       -
             $          10                        -                         -                       -                       -
             $          20                        -                         -                       -                       -
    Coin         Roll
$     1.00   $      25.00                         -                         -                       -                       -
$     0.25   $      10.00                         -                         -                       -                       -
$     0.10   $       5.00                         -                         -                       -                       -
$     0.05   $       2.00                         -                         -                       -                       -
$     0.01   $       0.50                         -                         -                       -                       -


             Total                                -                         -                       -                       -
WorldCon Treasury - At Con Money Station Set Up Information

Area:                                                 Contact:                             Location:
Circle: Tue Wed Thu Fri Sat Sun Mon Every             Date:                                Hours:

                             Money Station #1          Money Station #2         Money Station #3        Money Station #4
Cash box size
Swipe Box
Calculator (Y/N)
Electric/Battery:
Sales Form
Other
Money Type: Cash, Ck, Chg

Denominations
             Bills              QTY         Total $           QTY     Total $      QTY        Total $      QTY        Total $
             $           1                        -                         -                       -                       -
             $           5                        -                         -                       -                       -
             $          10                        -                         -                       -                       -
             $          20                        -                         -                       -                       -
    Coin         Roll
$     1.00   $      25.00                         -                         -                       -                       -
$     0.25   $      10.00                         -                         -                       -                       -
$     0.10   $       5.00                         -                         -                       -                       -
$     0.05   $       2.00                         -                         -                       -                       -
$     0.01   $       0.50                         -                         -                       -                       -


             Total                                -                         -                       -                       -
WorldCon Treasury - At Con Money Station Set Up Information

Area:                                                 Contact:                             Location:
Circle: Tue Wed Thu Fri Sat Sun Mon Every             Date:                                Hours:

                             Money Station #1          Money Station #2         Money Station #3        Money Station #4
Cash box size
Swipe Box
Calculator (Y/N)
Electric/Battery:
Sales Form
Other
Money Type: Cash, Ck, Chg

Denominations
             Bills              QTY         Total $           QTY     Total $      QTY        Total $      QTY        Total $
             $           1                        -                         -                       -                       -
             $           5                        -                         -                       -                       -
             $          10                        -                         -                       -                       -
             $          20                        -                         -                       -                       -
    Coin         Roll
$     1.00   $      25.00                         -                         -                       -                       -
$     0.25   $      10.00                         -                         -                       -                       -
$     0.10   $       5.00                         -                         -                       -                       -
$     0.05   $       2.00                         -                         -                       -                       -
$     0.01   $       0.50                         -                         -                       -                       -


             Total                                -                         -                       -                       -
WorldCon Treasury - At Con Money Station Set Up Information

Area:                                                 Contact:                             Location:
Circle: Tue Wed Thu Fri Sat Sun Mon Every             Date:                                Hours:

                             Money Station #1          Money Station #2         Money Station #3        Money Station #4
Cash box size
Swipe Box
Calculator (Y/N)
Electric/Battery:
Sales Form
Other
Money Type: Cash, Ck, Chg

Denominations
             Bills              QTY         Total $           QTY     Total $      QTY        Total $      QTY        Total $
             $           1                        -                         -                       -                       -
             $           5                        -                         -                       -                       -
             $          10                        -                         -                       -                       -
             $          20                        -                         -                       -                       -
    Coin         Roll
$     1.00   $      25.00                         -                         -                       -                       -
$     0.25   $      10.00                         -                         -                       -                       -
$     0.10   $       5.00                         -                         -                       -                       -
$     0.05   $       2.00                         -                         -                       -                       -
$     0.01   $       0.50                         -                         -                       -                       -


             Total                                -                         -                       -                       -
WorldCon Treasury - At Con Money Station Set Up Information

Area:                                                 Contact:                             Location:
Circle: Tue Wed Thu Fri Sat Sun Mon Every             Date:                                Hours:

                             Money Station #1          Money Station #2         Money Station #3        Money Station #4
Cash box size
Swipe Box
Calculator (Y/N)
Electric/Battery:
Sales Form
Other
Money Type: Cash, Ck, Chg

Denominations
             Bills              QTY         Total $           QTY     Total $      QTY        Total $      QTY        Total $
             $           1                        -                         -                       -                       -
             $           5                        -                         -                       -                       -
             $          10                        -                         -                       -                       -
             $          20                        -                         -                       -                       -
    Coin         Roll
$     1.00   $      25.00                         -                         -                       -                       -
$     0.25   $      10.00                         -                         -                       -                       -
$     0.10   $       5.00                         -                         -                       -                       -
$     0.05   $       2.00                         -                         -                       -                       -
$     0.01   $       0.50                         -                         -                       -                       -


             Total                                -                         -                       -                       -
WorldCon Treasury - At Con Money Station Set Up Information

Area:                                                 Contact:                             Location:
Circle: Tue Wed Thu Fri Sat Sun Mon Every             Date:                                Hours:

                             Money Station #1          Money Station #2         Money Station #3        Money Station #4
Cash box size
Swipe Box
Calculator (Y/N)
Electric/Battery:
Sales Form
Other
Money Type: Cash, Ck, Chg

Denominations
             Bills              QTY         Total $           QTY     Total $      QTY        Total $      QTY        Total $
             $           1                        -                         -                       -                       -
             $           5                        -                         -                       -                       -
             $          10                        -                         -                       -                       -
             $          20                        -                         -                       -                       -
    Coin         Roll
$     1.00   $      25.00                         -                         -                       -                       -
$     0.25   $      10.00                         -                         -                       -                       -
$     0.10   $       5.00                         -                         -                       -                       -
$     0.05   $       2.00                         -                         -                       -                       -
$     0.01   $       0.50                         -                         -                       -                       -


             Total                                -                         -                       -                       -
WorldCon Treasury - At Con Money Station Set Up Information

Area:                                                 Contact:                             Location:
Circle: Tue Wed Thu Fri Sat Sun Mon Every             Date:                                Hours:

                             Money Station #1          Money Station #2         Money Station #3        Money Station #4
Cash box size
Swipe Box
Calculator (Y/N)
Electric/Battery:
Sales Form
Other
Money Type: Cash, Ck, Chg

Denominations
             Bills              QTY         Total $           QTY     Total $      QTY        Total $      QTY        Total $
             $           1                        -                         -                       -                       -
             $           5                        -                         -                       -                       -
             $          10                        -                         -                       -                       -
             $          20                        -                         -                       -                       -
    Coin         Roll
$     1.00   $      25.00                         -                         -                       -                       -
$     0.25   $      10.00                         -                         -                       -                       -
$     0.10   $       5.00                         -                         -                       -                       -
$     0.05   $       2.00                         -                         -                       -                       -
$     0.01   $       0.50                         -                         -                       -                       -


             Total                                -                         -                       -                       -
WorldCon Treasury - At Con Money Station Set Up Information

Area:                                                 Contact:                             Location:
Circle: Tue Wed Thu Fri Sat Sun Mon Every             Date:                                Hours:

                             Money Station #1          Money Station #2         Money Station #3        Money Station #4
Cash box size
Swipe Box
Calculator (Y/N)
Electric/Battery:
Sales Form
Other
Money Type: Cash, Ck, Chg

Denominations
             Bills              QTY         Total $           QTY     Total $      QTY        Total $      QTY        Total $
             $           1                        -                         -                       -                       -
             $           5                        -                         -                       -                       -
             $          10                        -                         -                       -                       -
             $          20                        -                         -                       -                       -
    Coin         Roll
$     1.00   $      25.00                         -                         -                       -                       -
$     0.25   $      10.00                         -                         -                       -                       -
$     0.10   $       5.00                         -                         -                       -                       -
$     0.05   $       2.00                         -                         -                       -                       -
$     0.01   $       0.50                         -                         -                       -                       -


             Total                                -                         -                       -                       -
       Main Fund Log
                                                  $ Return from
Line Fund #   Date     Form No.   $ Into Fund (-) Fund (+)        Balance   Corr Bal
   1
   2
   3
   4
   5
   6
   7
   8
   9
  10
  11
  12
  13
  14
  15
  16
  17
  18
  19
  20
  21
  22
  23
  24
  25
  26
  27
  28
  29
  30
  31
  32
  33
  34
       Main Fund Log
                                                  $ Return from
Line Fund #   Date     Form No.   $ Into Fund (-) Fund (+)        Balance   Corr Bal
  35
  36
  37
  38
  39
  40
  41
  42
  43
  44
  45
  46
  47
  48
  49
  50
  51
  52
  53
  54
  55
  56
  57
  58
  59
  60
  61
  62
  63
  64
  65
  66
  67
  68
       Main Fund Log
                                                  $ Return from
Line Fund #   Date     Form No.   $ Into Fund (-) Fund (+)        Balance   Corr Bal
  69
  70
  71
  72
  73
  74
  75
  76
  77
  78
  79
  80
  81
  82
  83
  84
  85
  86
  87
  88
  89
  90
  91
  92
  93
  94
  95
  96
  97
  98
  99
 100
 101
 102
       Main Fund Log
                                                  $ Return from
Line Fund #   Date     Form No.   $ Into Fund (-) Fund (+)        Balance   Corr Bal
 103
 104
 105
 106
 107
 108
 109
 110
 111
 112
 113
 114
 115
 116
 117
 118
 119
 120
 121
 122
 123
 124
 125
 126
 127
 128
 129
 130
 131
 132
 133
 134
 135
 136
       Main Fund Log
                                                  $ Return from
Line Fund #   Date     Form No.   $ Into Fund (-) Fund (+)        Balance   Corr Bal
 137
 138
 139
 140
 141
 142
 143
 144
 145
 146
 147
 148
 149
 150
 151
 152
 153
 154
 155
 156
 157
 158
 159
 160
 161
 162
 163
 164
 165
 166
 167
 168
 169
 170
       Main Fund Log
                                                  $ Return from
Line Fund #   Date     Form No.   $ Into Fund (-) Fund (+)        Balance   Corr Bal
 171
 172
 173
 174
 175
 176
 177
 178
 179
 180
 181
 182
 183
 184
 185
 186
 187
 188
 189
 190
 191
 192
 193
 194
 195
 196
 197
 198
 199
 200
 201
 202
 203
 204
       Main Fund Log
                                                  $ Return from
Line Fund #   Date     Form No.   $ Into Fund (-) Fund (+)        Balance   Corr Bal
 205
 206
 207
 208
 209
 210
 211
 212
 213
 214
 215
 216
 217
 218
 219
 220
 221
 222
 223
 224
 225
 226
 227
 228
 229
 230
 231
 232
 233
 234
 235
 236
 237
 238
       Main Fund Log
                                                  $ Return from
Line Fund #   Date     Form No.   $ Into Fund (-) Fund (+)        Balance   Corr Bal
 239
 240
 241
 242
 243
 244
 245
 246
 247
 248
 249
 250
 251
 252
 253
 254
 255
 256
 257
 258
 259
 260
 261
 262
 263
 264
 265
 266
 267
 268
 269
 270
 271
 272
       Main Fund Log
                                                  $ Return from
Line Fund #   Date     Form No.   $ Into Fund (-) Fund (+)        Balance   Corr Bal
 273
 274
 275
 276
 277
 278
 279
 280
 281
 282
 283
 284
 285
 286
 287
 288
 289
 290
 291
 292
 293
 294
 295
 296
 297
 298
 299
 300
 301
 302
 303
 304
 305
 306
       Main Fund Log
                                                  $ Return from
Line Fund #   Date     Form No.   $ Into Fund (-) Fund (+)        Balance   Corr Bal
 307
 308
 309
 310
 311
 312
 313
 314
 315
 316
 317
 318
 319
 320
 321
 322
 323
 324
 325
 326
 327
 328
 329
 330
 331
 332
 333
 334
 335
 336
 337
 338
 339
 340
       Main Fund Log
                                                  $ Return from
Line Fund #   Date     Form No.   $ Into Fund (-) Fund (+)        Balance   Corr Bal
 341
 342
 343
 344
 345
 346
 347
 348
 349
 350
 351
 352
 353
 354
 355
 356
 357
 358
 359
 360
 361
 362
 363
 364
 365
 366
 367
 368
 369
 370
 371
 372
 373
 374
       Main Fund Log
                                                  $ Return from
Line Fund #   Date     Form No.   $ Into Fund (-) Fund (+)        Balance   Corr Bal
 375
 376
 377
 378
 379
 380
 381
 382
 383
 384
 385
 386
 387
 388
 389
 390
 391
 392
 393
 394
 395
 396
 397
 398
 399
 400
Main Fund Count Form                      Date:                       Time:

Cashier #1                                        Cashier #2


                               Amount $                                          Amount $


Banded                  $100                      Loose                   $100

Bills                                             Bills

                        $50                                               $50



                        $10                                               $10



                         $5                                                $5



                         $2                                                $2



                         $1                                                $1



             Other $_____                                      Other $_____


             Subtotal                                          Subtotal




Rolled                   $1                       Loose                    $1

Coins                                             Coins

                    $0.50                                             $0.50



                    $0.25                                             $0.25



                    $0.10                                             $0.10



                    $0.05                                             $0.05



                    $0.01                                             $0.01



             Other $_____                                      Other $_____


             Subtotal                                          Subtotal



                                                               Grand Total
WorldCon Treasury                  Transfer Form                  WorldCon Treasury                  Transfer Form


FROM Fund: ________________        TO Fund: ___________________   FROM Fund: ________________        TO Fund: ___________________


Date:____________ Time:_________           Initials:__________    Date:____________ Time:_________             Initials:__________

Items                   QTY                Amount                 Items                   QTY                  Amount

Cash                                       __________             Cash                                         __________

Check                   ________           __________             Check                   ________             __________

Charge                  ________           __________             Charge                  ________             __________

Trav. Check             ________           __________             Trav. Check             ________             __________

Other                   ________           __________             Other                   ________             __________

Total                   ________           __________             Total                   ________             __________



Special Note: ___________________________________________         Special Note: ___________________________________________

White         Yellow               Pink              Blue         White         Yellow               Pink                Blue

Replaces      Stay with            File in FROM      File in TO   Replaces      Stay with            File in FROM        File in TO
Item(s)       Item(s)              Fund File         Fund File    Item(s)       Item(s)              Fund File           Fund File
Transferred   Transferred                                         Transferred   Transferred




WorldCon Treasury                  Transfer Form                  WorldCon Treasury                  Transfer Form


FROM Fund: ________________        TO Fund: ___________________   FROM Fund: ________________        TO Fund: ___________________


Date:____________ Time:_________           Initials:__________    Date:____________ Time:_________             Initials:__________

Items                   QTY                Amount                 Items                   QTY                  Amount

Cash                                       __________             Cash                                         __________

Check                   ________           __________             Check                   ________             __________

Charge                  ________           __________             Charge                  ________             __________

Trav. Check             ________           __________             Trav. Check             ________             __________

Other                   ________           __________             Other                   ________             __________

Total                   ________           __________             Total                   ________             __________



Special Note: ___________________________________________         Special Note: ___________________________________________

White         Yellow               Pink              Blue         White         Yellow               Pink                Blue

Replaces      Stay with            File in FROM      File in TO   Replaces      Stay with            File in FROM        File in TO
Item(s)       Item(s)              Fund File         Fund File    Item(s)       Item(s)              Fund File           Fund File
Transferred   Transferred                                         Transferred   Transferred
White   Yellow         Pink           Blue

ReplacesStay with      File in FROM   File in TO
Item(s) Item(s)        Fund File      Fund File
         Transferred
Transferred
WorldCon Treasury Count Out Form                               Date:___________________


Fund number:___________________                                Time:___________________

Rate: Circle                               Count                 Total Qty           Value
Day Wed Reg @ $55                                                                            Full Membership 225

Day Thur Reg @ $75                                                                           Child Membership 50

Day Fri OR Sat Reg @ $85                                                                     Kid-in-tow Free

Day Sun Reg @ $35                                                                            Wednesday          55

Full Wed Reg @ $225                                                                          Thursday           75

Full Thur Reg @ $                                                                            Friday             85

Full Fri Reg @ $                                                                             Saturday           85

Full Sat Reg @ $                                                                             Sunday             35

Full Child Wed Reg @ $50

Full Child Reg @ $                                                                           You may buy memberships at these rates on the Registration page after July 10, and at the door at Denvention Registration.

Day Child Thur Reg @ $

Day Child Fri Reg @ $                                                                        Supporting memberships remain at $50.

Day Child Sat OR Sun Reg @ $

Day Child Mon Reg @ $25

Kid-in-tow Reg @ $0                                                                                            185

Convert Reg ($225-40) @ $185                                                                                   175

Convert Reg ($225-50) @ $175

Convert Reg @ $

Convert Reg @ $

Supporting Reg @ $50

Comp Reg @ $0

Lost Badge Reg @ $

Lost Badge Reg @ $

Reg___________@ $

Reg___________@ $

Art Show Sales

Print Shop

Tax

Baseball tickets @ $

Other:




Initials:________________      Initials:____________________
WorldCon Treasury                                   Fund Balancing Form

             Location: __________________      Area: ___________________           Initials ___________

                   Date: ____________          Fund: ___________                   Initials ___________

Money Collected                                                                 Form #    Amount $
                                                    Cash Set-up #1              _______   _________
                         Form #    Amount $         Cash Set-up #2              _______   _________
Cash Pick-Up #1          _______   _________        Cash Set-up #3              _______   _________
Cash Pick-Up #2          _______   _________        Cash Set-up #4              _______   _________
Cash Pick-Up #3          _______   _________
Cash Pick-Up #4          _______   _________        Total Cash Set-Ups             F      _________

Total Cash Pick-Ups         A      _________
                                                                                Form #    Amount $
                                                    Sale Form Pick-Up #1        _______   _________
                         Form #    Amount $         Sale Form Pick-Up #2        _______   _________
Check Pick-Up #1         _______   _________        Sale Form Pick-Up #3        _______   _________
Check Pick-Up #2         _______   _________        Sale Form Pick-Up #4        _______   _________
Check Pick-Up #3         _______   _________
Check Pick-Up #4         _______   _________        Total Sales Form Pick-Ups      G      _________

Total Check Pick-Up         B      _________
                                                                                Form #    Amount $
                                                    Other Items #1              _______   _________
                         Form #    Amount $         Other Items #2              _______   _________
Charge Pick-Up #1        _______   _________        Other Items #3              _______   _________
Charge Pick-Up #2        _______   _________        Other Items #4              _______   _________
Charge Pick-Up #3        _______   _________
Charge Pick-Up #4        _______   _________        Total Other Items              H      _________

Total Charge Pick-up        C      _________
                                                    Does it Balance?

                         Form #    Amount $         Total Cash Pick-Ups            A      _________
Trav Chk Pick-Up #1      _______   _________        Total Check Pick-Ups           B      _________
Trav Chk Pick-Up #2      _______   _________        Total Charge Pick-Ups          C      _________
Trav Chk Pick-Up #3      _______   _________        Total Trav Chk Pick-Ups        D      _________
Trav Chk Pick-Up #4      _______   _________        Total Other Pick-Up            E      _________

Total Trav Chk Pick-Up      D      _________        Total Pick-Ups                  I     _________


                         Form #    Amount $         Total Cash Set-Ups             F      _________
Other Pick-Up #1         _______   _________        Total Sales Form Pick-Ups      G      _________
Other Pick-Up #2         _______   _________        Total Other Items              H      _________
Other Pick-Up #3         _______   _________
Other Pick-Up #4         _______   _________        Total Sales & Setup            J      _________

Total Other Pick-Up         E      _________
                                                    Difference                     I-J    _________

NOTES:

_________________________________________________________________________                 _________

_________________________________________________________________________                 _________

_________________________________________________________________________                 _________
       Deposit Log
Line Fund #    Date   Form No.   Amount $   Type(Cash,Chk)   Bank Used   Balance   Corr Balance
 600
 601
 602
 603
 604
 605
 606
 607
 608
 609
 610
 611
 612
 613
 614
 615
 616
 617
 618
 619
 620
 621
 622
 623
 624
 625
 626
 627
 628
 629
 630
 631
 632
 633
 634
 635
 636
 637
 638
 639
 640
 641
 642
 643
 644
 645
 646
 647
       Deposit Log
Line Fund #    Date   Form No.   Amount $   Type(Cash,Chk)   Bank Used   Balance   Corr Balance
 648
 649
 650
 651
 652
 653
 654
 655
 656
 657
 658
 659
 660
 661
 662
 663
 664
 665
 666
 667
 668
 669
 670
 671
 672
 673
 674
 675
 676
 677
 678
 679
 680
 681
 682
 683
 684
 685
 686
 687
 688
 689
 690
 691
 692
 693
 694
 695
       Deposit Log
Line Fund #    Date   Form No.   Amount $   Type(Cash,Chk)   Bank Used   Balance   Corr Balance
 696
 697
 698
 699
 700
Swipe Box Balancing form

Swipe Box #____________                Date:______________

Fund #        Batch No.     Amount $   Balance




Initials:________________              Initials:____________________
Treasury Equipment Log                Log Out                    Log In
  Lock Bag
  Calculator
  Swipe Box
   Key No.
  Cash Box         Area/Fund   Date     Time    Initial   Date    Time    Initial
Intermediate Pick-Ups   Intermediate Pick-Ups

                Area:                   Area:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:


Intermediate Pick-Ups   Intermediate Pick-Ups

                Area:                   Area:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:



Area:                   Area:

        Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:



Area:                   Area:

        Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:

Last Pick-Up:           Last Pick-Up:
Pick Up Check List (Initals)   Pick Up Check List (Initals)
           Fund #:                        Fund #:
       Lock Bag #:                    Lock Bag #:

             Cash:                          Cash:

            Check:                         Check:

           Charge:                        Charge:

          T. Check:                      T. Check:

           Refund:                        Refund:

      Sales forms:                   Sales forms:

          Deposit:                       Deposit:


Pick Up Check List (Initals)   Pick Up Check List (Initals)
           Fund #:                        Fund #:
       Lock Bag #:                    Lock Bag #:

             Cash:                          Cash:

            Check:                         Check:

           Charge:                        Charge:

          T. Check:                      T. Check:

           Refund:                        Refund:

      Sales forms:                   Sales forms:

          Deposit:                       Deposit:
WorldCon Treasury Refund/Paid Out Form

               Membership Number: _________________                     Date: _________________


                              Name: _____________________________________________

                           Address: _____________________________________________

                           Address: _____________________________________________

                                City: _____________________________________________

                              State: _____________________________________________

                                 Zip: _____________________________________________

                            Country: _____________________________________________

                             E-Mail: _____________________________________________



 Item Refunded or Paid Out                    Qty                   Cost                    Total




                                                                  Sub Total

Refunded: Cash, Charge, Other_______________               7.72% Tax if applicable

Initials of Clerk:____________________________                   Total Refund


Received by Signature:_________________________________________________________________



Reason for Refund:___________________________________________________________________

___________________________________________________________________________________


Approval for Refund:__________________________________________________________________

Original of this form is for Treasury. Name and membership number are required, address is optional.
TASK:   Funds to be created by (time)

TASK:   Funds to be delivered by (time)

TASK:   Funds to be closed by (Time)

TASK:   Funds to be Balanced

TASK:   Funds to be data entered

TASK:   Intermediate pick-ups to be done

TASK:   To be evaluated
TASK:   Evaluated

TASK:   Checks/T. checks to be deposited

TASK:   Paid out/Refund's to be balanced

TASK:   swipe boxes to be balanced

TASK:   Open fund file

TASK:   Closed fund file
Area:         Area:

Fund #:       Fund #:

Opens:        Opens:

Closes:       Closes:

Cash Box:     Cash Box:

Calculator:   Calculator:

Swipe Box:    Swipe Box:



Area:         Area:

Fund #:       Fund #:

Opens:        Opens:

Closes:       Closes:

Cash Box:     Cash Box:

Calculator:   Calculator:

Swipe Box:    Swipe Box:
Area:         Area:

Fund #:       Fund #:

Opens:        Opens:

Closes:       Closes:

Cash Box:     Cash Box:

Calculator:   Calculator:

Swipe Box:    Swipe Box:
                           WorldCon Treasury                                                    Income-Sales Forms

        Location: __________________                    Area: ___________________                     Date: ____________             Fund: ___________

                           Total Pick-Ups         Pick-Up #1             Pick-Up #2             Pick-Up #3             Pick-Up #4            Pick-Up #5              Pick-Up #6
                           QTY      Total Amt     QTY        Total Amt   QTY        Total Amt   QTY        Total Amt   QTY       Total Amt   QTY         Total Amt   QTY
Art Show Sales               ___ ________           ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Art Show Auction             ___ ________           ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Print Shop Sales             ___ ________           ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Tax                          ___ ________           ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___


Baby Sitting                 ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Baseball Tickets             ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Charity auction              ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Fanzine Lounge               ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Tours                        ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Filk Books                   ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Hugo Insert                  ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Room Comp                    ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Site Selection               ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Con Suite - Ice              ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___


Petty Cash-Cash Out          ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Petty Cash-Cash In           ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___


Advance Account              ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___


Misc________________         ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Misc________________         ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Misc________________         ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___


Precon-Dealers               ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Precon-Art Show              ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Precon-Reg                   ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
                                                                                                           ________        ___   ________       ___      ________      ___
Huckster Space               ___       ________     ___      ________       ___     ________      ___
AS Space                     ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
AS Mail-in                   ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
PS Space                     ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___


Total Income                 ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___


Reg Full @           $85     ___       ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
                        WorldCon Treasury                                                     Income-Sales Forms

      Location: __________________                    Area: ___________________                     Date: ____________             Fund: ___________

                        Total Pick-Ups          Pick-Up #1             Pick-Up #2             Pick-Up #3             Pick-Up #4            Pick-Up #5              Pick-Up #6
                        QTY      Total Amt      QTY        Total Amt   QTY        Total Amt   QTY        Total Amt   QTY       Total Amt   QTY         Total Amt   QTY
Reg Full @        $140    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Full @        $185    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Full @        $195    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Full @        $150    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Convert @      $85    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Convert @     $110    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Convert @     $115    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Convert @     $145    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Convert @     $155    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Support @      $40    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Thur. @ $50 $50       ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Fri. @$60      $60    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Fri @          $50    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Sat. @ $80     $80    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Sun. @ $80     $80    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Mon. @ $35 $35        ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Child @$50     $50    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg KIT @ $0          1   ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Child @ care comp 1   ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Child @1day $15       ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Comp @ $0         1   ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg _______ @ $_______    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg _______ @ $_______    ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reverse comps             ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Balance due           ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Lost Badge @ 25       ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Lost Badge @ 10       ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
Reg Over chg              ___ ________            ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___

Total Income              ___        ________     ___      ________       ___     ________      ___      ________        ___   ________       ___      ________      ___
        Location: __________________

                 Pick-Up #6          Pick-Up #7          Pick-Up #8
                         Total Amt   QTY     Total Amt   QTY     Total Amt
Art Show Sales           ________      ___   ________      ___   ________
Art Show Auction         ________      ___   ________      ___   ________
Print Shop Sales         ________      ___   ________      ___   ________
Tax                      ________      ___   ________      ___   ________


Baby Sitting             ________      ___   ________      ___   ________
Baseball Tickets         ________      ___   ________      ___   ________
Charity auction          ________      ___   ________      ___   ________
Fanzine Lounge           ________      ___   ________      ___   ________
Tours                    ________      ___   ________      ___   ________
Filk Books               ________      ___   ________      ___   ________
Hugo Insert              ________      ___   ________      ___   ________
Room Comp                ________      ___   ________      ___   ________
Site Selection           ________      ___   ________      ___   ________
Con Suite - Ice          ________      ___   ________      ___   ________


Petty Cash-Cash Out      ________      ___   ________      ___   ________
Petty Cash-Cash In       ________      ___   ________      ___   ________


Advance Account          ________      ___   ________      ___   ________


Misc________________ ________          ___   ________      ___   ________
Misc________________ ________          ___   ________      ___   ________
Misc________________ ________          ___   ________      ___   ________


Precon-Dealers           ________      ___   ________      ___   ________
Precon-Art Show          ________      ___   ________      ___   ________
Precon-Reg               ________      ___   ________      ___   ________
                         ________      ___   ________      ___   ________
Huckster Space
AS Space                 ________      ___   ________      ___   ________
AS Mail-in               ________      ___   ________      ___   ________
PS Space                 ________      ___   ________      ___   ________


Total Income             ________      ___   ________      ___   ________


Reg Full @           $85 ________      ___   ________      ___   ________
       Location: __________________

               Pick-Up #6          Pick-Up #7           Pick-Up #8
                       Total Amt   QTY      Total Amt   QTY     Total Amt
Reg Full @        $140 ________       ___   ________      ___   ________
Reg Full @        $185 ________       ___   ________      ___   ________
Reg Full @        $195 ________       ___   ________      ___   ________
Reg Full @        $150 ________       ___   ________      ___   ________
Reg Convert @      $85 ________       ___   ________      ___   ________
Reg Convert @     $110 ________       ___   ________      ___   ________
Reg Convert @     $115 ________       ___   ________      ___   ________
Reg Convert @     $145 ________       ___   ________      ___   ________
Reg Convert @     $155 ________       ___   ________      ___   ________
Reg Support @      $40 ________       ___   ________      ___   ________
Reg Thur. @ $50    $50 ________       ___   ________      ___   ________
Reg Fri. @$60      $60 ________       ___   ________      ___   ________
Reg Fri @          $50 ________       ___   ________      ___   ________
Reg Sat. @ $80     $80 ________       ___   ________      ___   ________
Reg Sun. @ $80     $80 ________       ___   ________      ___   ________
Reg Mon. @ $35     $35 ________       ___   ________      ___   ________
Reg Child @$50     $50 ________       ___   ________      ___   ________
Reg KIT @ $0         1 ________       ___   ________      ___   ________
                     1
Reg Child @ care comp ________        ___   ________      ___   ________    ___   ________   ___   ________   ___   ________
Reg Child @1day $15 ________          ___   ________      ___   ________    ___   ________   ___   ________   ___   ________
Reg Comp @ $0        1 ________       ___   ________      ___   ________
                     ________
Reg _______ @ $_______                ___   ________      ___   ________
                     ________
Reg _______ @ $_______                ___   ________      ___   ________
Reverse comps          ________       ___   ________      ___   ________
Reg Balance due        ________       ___   ________      ___   ________
Reg Lost Badge @    25 ________       ___   ________      ___   ________
Reg Lost Badge @    10 ________       ___   ________      ___   ________
Reg Over chg           ________       ___   ________      ___   ________

Total Income           ________       ___   ________      ___   ________
        Location: __________________




Art Show Sales
Art Show Auction
Print Shop Sales
Tax


Baby Sitting
Baseball Tickets
Charity auction
Fanzine Lounge
Tours
Filk Books
Hugo Insert
Room Comp
Site Selection
Con Suite - Ice


Petty Cash-Cash Out
Petty Cash-Cash In


Advance Account


Misc________________
Misc________________
Misc________________


Precon-Dealers
Precon-Art Show
Precon-Reg

Huckster Space
AS Space
AS Mail-in
PS Space


Total Income

Reg Full @           $85
       Location: __________________




Reg Full @        $140
Reg Full @        $185
Reg Full @        $195
Reg Full @        $150
Reg Convert @      $85
Reg Convert @     $110
Reg Convert @     $115
Reg Convert @     $145
Reg Convert @     $155
Reg Support @      $40
Reg Thur. @ $50    $50
Reg Fri. @$60      $60
Reg Fri @          $50
Reg Sat. @ $80     $80
Reg Sun. @ $80     $80
Reg Mon. @ $35     $35
Reg Child @$50     $50
Reg KIT @ $0         1
Reg Child @ care comp1            ___   ________   ___   ________
Reg Child @1day $15               ___   ________   ___   ________
Reg Comp @ $0        1
Reg _______ @ $_______
Reg _______ @ $_______
Reverse comps
Reg Balance due
Reg Lost Badge @    25
Reg Lost Badge @    10
Reg Over chg

Total Income
After $30.82 in repairs and waiting, I finally picked up the
repaired time stamper from the locksmith today.

When I unboxed it weeks ago, I found that the power lock key was bent
(but turned) and the mechanical lock for opening the machine and
(presumably) setting the time didn't have a working key.

I went from locksmith to locksmith until I found one willing to take
the challenge. He duplicated the bent key easily and easily fitted a
key to the other lock, but the unit was mechanically stuck. Probably
rust, he said.

He got it open yesterday, and I picked it up today.

The ink ribbon was at its end, and was nearly perforated all the way
through due to being stamped without any more ribbon to advance.
It's doubtful that there are any similar ribbons available. I
rewound it, and it will be good for at least two passes.

Well, it's working.

But it's not a time stamp. It's a consecutive numbering stamp.

Okay, we can still use it.

Let's stamp everything as it gets to the Main Fund (and for those
things that don't go to the Main Fund, we can stamp them when they
are laid to rest by some other method).

Main Fund Cashier: Stamp everything that comes in and goes out.
Once an hour (on the hour, preferably), stamp a blank 3x5 card (or
similar size blank document) and write the time onto it. Also do the
same for Assumption of Control of the Main Fund. Record the time
manually on any document that appears to Need It.

We won't have times directly, but with regular time checks, we should
be able to interpolate roughly, should the need arise.

We should be able to establish an exact order of how the documents
were processed.

We can set the stamp every morning. Six digits. I suggest that
we use the high-order 2 digits to be the 2-digit day of the month.
We start with 270000 on Monday, Tuesday will start with 280000, etc.
We won't have ten thousand reasons to stamp things in a day. We may
have more than one thousand, though.

At the end of the day, stamp the Main Fund count sheet. That should
be the last stamp of the day. At the start of the day, set the
stamp to the beginning number for that day and stamp the previous
night's Main Fund count sheet again, as verification.
The stamp has two lines: The first line is a constant
800X02 and the second line is a variable 6-digit number.
We might be able to remove the 800X02 piece.

Even though a real time-stamp would have been better, I believe this
unit will be useable and useful.
                                                                                      Comparison

Chicon 2000 Treasury                                        Millenium PhilCon At-Con Sales

Location:                __________________
Chicon 2000                                                 MilPhil 2001                                                     ConJose 2002
                                    Total Pick-Ups          Incomplete                              Total Pick-Ups                                         Total Pick-Ups
                         Rate       QTY     Total Amt                                    Rate         QTY       Total Amt                              Rate QTY      Total Amt
Art Show Sales                      ___     111,938.00      Art Show Sales*                          ___          2,283.50   Art Show Sales                       $ 133,393.85
Art Show Auction                    ___          757.73     Art Show Auction                         ___               -     Art Show Auction                     $         -
Print Shop Sales                    ___        6,730.00     Print Shop Sales                         ___          3,110.00   Print Shop Sales                     $         -
Tax                                 ___        9,495.09     Tax                                      ___            377.55   Tax                                  $ 1,737.57
AS Space                            ___          384.50     AS Space                                 ___            225.00   AS Space                             $ 1,053.00
AS Mail-in                          ___             -       AS Mail-in                               ___               -     AS Mail-in                           $         -
PS Space                            ___          455.00     PS Space                                 ___            114.00   PS Space                             $         -
Precon-Art Show                                5,230.00     Precon-Art Show                                            -     Art show cash over                   $      21.62
Art Show Subtotal                              134,990.32   Art Show Subtotal                                     6,110.05   Art Show Subtotal                      $ 136,206.04
                                                            *Doesn't include main AS Sales

Baby Sitting                  $5                            Baby Sitting                      $5          78       390.00
Baby Sitting                  $8 ___                  -     Baby Sitting                      $8           2        16.00
Badgeholder sales                                           Badgeholder sales                                                Badgeholder sales          $2    562 $     1,124.00
Baseball Tickets                    ___           208.00    Baseball Tickets                                                 Tour                      $18    112 $     2,016.00
Con Suite - Ice               $5                            Con Suite - Ice                   $5          69       345.00    Con Suite - Ice                      $       440.00
Con Suite - Ice                     ___          1,110.00   Con Suite - Ice
Corp Sponsorship                                 1,000.00   Corp Sponsorship                                           -     Corp Sponsorship                       $        -
Fanzine Lounge                      ___               -     Fanzine Lounge                          ___                -     Fanzine Lounge                         $        -
Filk Books                     $5         0           -     Filk Books                         $5          0           -     Filk Books                             $        -
Handicap Equip                $10                           Handicap Equip                    $10          5         50.00   Handicap Equip           $175     16   $   2,800.00
Handicap Equip                $50                           Handicap Equip                    $50          2        100.00   Handicap Equip           $210      3   $     630.00
Handicap Equip               $100                           Handicap Equip                   $100         11      1,100.00   Handicap Equip            $95      1   $      95.00
Handicap Equip               $110          1       110.00   Handicap Equip                   $110                            Handicap Equip           $109      1   $     109.00
Handicap Equip               $125         13     1,625.00   Handicap Equip                   $125                            Handicap Equip           $110      1   $     110.00
Handicap Equip               $150                           Handicap Equip                   $150          3        450.00   Handicap Equip            $40      1   $      40.00
Hugo Prog Insert                    ___            75.00    Hugo Prog Insert                        ___                -     Hugo Prog Insert                       $        -
Masq. Tapes                  $25                            Masq. Tapes                      $25          69      1,725.00   Masq. Tapes                            $        -
Masq. Tapes                  $35                            Masq. Tapes                      $35          10        350.00
Site selection                                              Site selection                                                   Site selection             $40   382 $ 15,280.00
Sales to Members (charges)                                  Sales to Members (charges)                                       Sales to Members (charges)           $ 20,763.05
Program Books                 $5                            Program Books                     $5           2         10.00   Program Books              $10    24 $    240.00
Room Comp                           ___               -     Room Comp                               ___                -     Other over/under                     $     37.00
Subtotal Other                                   4,128.00   Subtotal Other                                        4,536.00   Subtotal Other                       $ 43,684.05

                                                                                                                             Tables                   $225      1 $       225.00
Precon-Dealers                                   5,355.00   Precon-Dealers                                             -     Tables                    $25      4 $       100.00
Huckster Space                      ___               -     Huckster Space                           ___               -     Electricity               $96     35 $     3,342.50
Huckster Income                                  5,355.00   Huckster Income                                            -     Huckster Income                      $     3,667.50
                                                                                      Comparison
Chicon 2000                                                MilPhil 2001                                                   ConJose 2002
                                   Total Pick-Ups          Incomplete                           Total Pick-Ups                                         Total Pick-Ups
                           Rate    QTY     Total Amt                                   Rate       QTY       Total Amt                              Rate QTY      Total Amt

Petty Cash-Cash Out                ___        (1,590.00)   Petty Cash-Cash Out                     ___       (7,452.00)   Petty Cash-Cash Out                 $        -
Petty Cash-Cash In                 ___           169.31    Petty Cash-Cash In                      ___             -      Petty Cash-Cash In                  $        -
Net Petty Cash                                (1,420.69)   Net Petty Cash                                    (7,452.00)   Net Petty Cash                               -


Reg Full Wed@ $200         $200                            Reg Full Wed@ $200            $200        38       7,600.00    Reg Full@ $200           $200   270 $ 54,000.00
Reg Full Thur@ $200        $200                            Reg Full Thur@ $200           $200       151      30,200.00    Reg Full Thur@ $200                 $       -
Reg Full Fri @             $195      225      43,875.00    Reg Full Fri @                $200        85      17,000.00    Reg Full Fri @                      $       -
Reg Full Sat@180           $180                            Reg Full Sat@180              $180        51       9,180.00    Reg Full@180             $180    29 $ 5,220.00
Reg Full @ $150            $150          17    2,550.00    Reg Full @ $150               $150                             Reg Full @ $150          $150     1 $    150.00
Reg Full Sun @$100         $100                            Reg Full Sun @$100            $100        13       1,300.00    Reg Full Sun @$100                  $       -
Reg Full Staff @$145       $145                            Reg Full Staff @$145          $145         1         145.00    Reg Full Staff @$145                $       -
Reg Full Educ @ $50         $50                            Reg Full Educ @ $50            $50         2         100.00    Reg Full Educ @ $50                 $       -
Reg Full @                 $185        1         185.00    Reg Full @                    $185                             Reg Full @                          $       -
Reg Full @                 $140       -1        (140.00)   Reg Full @                    $140                      -      Reg Full @                          $       -
Reg Full @                  $85        2         170.00    Reg Full @                     $85       -              -      Reg Full @                          $       -
Full At the Door Members             244      46,640.00    Full At the Door Members                 341      65,525.00    Full At the Door Members        300   59,370.00


Reg Convert Sun-Day@$80     $40                            Reg Convert Sun-Day@$80        $40            2      80.00     Reg Convert Sun-Day@$80             $        -
Reg Convert Sat-Day@$85     $45                            Reg Convert Sat-Day@$85        $45            2      90.00     Reg Convert Sat-Day@$85             $        -
Reg Convert @ @10            $0                            Reg Convert @ @10               $0                   10.00     Reg Convert @ @10                   $        -
Reg Convert @ $15           $15                            Reg Convert @ $15              $15            2      30.00     Reg Convert @ $15                   $        -
Reg Convert                 $40          3      120.00     Reg Convert                    $40                             Reg Convert                         $        -
Reg Convert @ $45           $45                            Reg Convert @ $45              $45            1      45.00     Reg Convert @ $45                   $        -
Reg Convert @ $50           $50                            Reg Convert @ $50              $50            2     100.00     Reg Convert @ $50        $50      1 $      50.00
Reg Convert @ $60           $60                            Reg Convert @ $60              $60            1      60.00     Reg Convert @ $55        $55      1 $      55.00
Reg Convert                 $85          1       85.00     Reg Convert                    $85                             Reg Convert                         $        -
Reg Convert @              $110          1      110.00     Reg Convert @                 $110                             Reg Convert @                       $        -
Reg Convert @ $115         $115          1      115.00     Reg Convert @ $115            $115            1     115.00     Reg Convert @ $115                  $        -
Reg Convert @ $125         $125                            Reg Convert @ $125            $125            3     375.00     Reg Convert @ $125                  $        -
Reg Convert @ $135         $135                            Reg Convert @ $135            $135            0        -       Reg Convert @ $135                  $        -
Reg Convert @ $140         $140                            Reg Convert @ $140            $140            5     700.00     Reg Convert @ $140                  $        -
Reg Convert @ $145         $145           1      145.00    Reg Convert @ $145            $145            2     290.00     Reg Convert @ $145                  $        -
Reg Convert @ $155         $155          23    3,565.00    Reg Convert @ $155            $155                             Reg Convert @ $155                  $        -
Reg Convert @ $160         $160                            Reg Convert @ $160            $160        36       5,760.00    Reg Convert @ $165      $165      7 $   1,155.00
Reg Convert @ $170         $170                            Reg Convert @ $170            $170        11       1,870.00    Reg Convert @ $170                  $        -
Reg Convert @ $180         $180      -              -      Reg Convert @ $180            $180         1         180.00    Reg Convert @ $180                  $        -
Converting Members                       30    4,140.00    Converting Members                        69       9,705.00    Converting Members                9     1,260.00


Reg Support $ 40             $40         1        40.00    Reg Support $ 40               $40        11        440.00     Reg Support $ 40         $35      6 $     210.00


Reg Thur. @ $50              $50         30    1,500.00    Reg Thur. @ $50                $50        30       1,500.00    Reg Thur. @ $50          $50     47 $   2,350.00
                                                                                  Comparison
Chicon 2000                                             MilPhil 2001                                                  ConJose 2002
                                  Total Pick-Ups        Incomplete                          Total Pick-Ups                                          Total Pick-Ups
                          Rate    QTY     Total Amt                                Rate       QTY       Total Amt                               Rate QTY      Total Amt
Reg Fri. @$60               $60      63      3,780.00   Reg Fri. @$65                $65    175.38       11,400.00    Reg Fri. @$65                        $         -
Reg Fri @                   $50        1        50.00   Reg Fri @                     $1          0            -      Reg Fri @ 70              $70   127 $ 8,890.00
Reg Sat. @ $80              $80     157    12,560.00    Reg Sat. @ $85               $85       285       24,225.00    Reg Sat. @ $85            $85   348 $ 29,580.00
Reg Sun. @ $80              $80      90      7,200.00   Reg Sun. @ $80               $80       123        9,840.00    Reg Sun. @ $85            $85   249 $ 21,165.00
Reg Mon. @ $30              $30      38      1,140.00   Reg Mon. @ $35               $35          3         105.00    Reg Mon. @ $40            $40   114 $ 4,560.00
One Day Members                     379    26,230.00    One Day Members                     616.38       47,510.00    One Day Members                 885     66,755.00


Child Care @               $20         1       20.00    Child Care @                   $1        0             -      Child Care @                            $        -
Reg Convert @ Child       $150                          Reg Convert @ Child          $150        2          300.00    Reg child other                     1   $      20.00
Reg Child @$50             $50       14       700.00    Reg Child @$50                $50       31        1,550.00    Reg Child @$65            $65      14   $     910.00
Reg Child Day @$15         $15                          Reg Child Day @$15            $15       37          555.00    Reg Child Day @$15        $15      53   $     795.00
Reg Child -1day            $10       17       170.00    Reg Child -1day                $1        0             -      Reg Child -1day            $5       4   $      20.00
Children Members                     32       890.00                                            70        2,405.00                                       72       1,745.00


Reg Lost Badge             $25        7       175.00    Reg Lost Badge                $25        0             -      Reg Lost Badge                          $        -
Reg Lost Badge             $20        1        20.00    Reg Lost Badge                $20        0             -      Reg Lost Badge                          $        -
Reg Lost Badge              $5        1         5.00    Reg Lost Badge                 $5        0             -      Reg Lost Badge                          $        -
Reg Lost Badge @           $10        1        10.00    Reg Lost Badge @              $10        0             -      Reg Lost Badge @                        $        -
Lost Badges                          10       210.00    Lost Badges                              0             -      Lost Badges                         0            -

Reg discount                                            Reg discount                                                  Reg discount              ($20)   112 $ (2,240.00)
Presupport discount                                     Presupport discount                                           Presupport discount                28 $   (590.00)
Reg Over chg                                   20.00    Reg Over chg                             0             -      Reg Over chg                          $     70.06
Reg Balance due                               220.00    Reg Balance due                                        -      Reg Balance due                       $       -
Reg other                                               Reg other                                                     Reg other                           8 $    805.00
Reg weird                                               Reg weird                                                     Reg weird                             $   (314.00)
Reg Under Chg               $1                   -      Reg Under Chg                  $1      -45          (45.00)   Reg Under Chg                         $   (140.00)
Registration Under/Over                       240.00    Registration Under/Over                             (45.00)   Registration Under/Over           148   (2,408.94)


Precon-Reg                                  3,494.00
Pre-Reg Paid At-Con         $1                          Pre-Reg Paid At-Con            $1        0            -       Pre-Reg Paid At-Con                     $        -
Pre-Reg Paid At-Con        $50                          Pre-Reg Paid At-Con           $50        4         200.00     Pre-Reg Paid At-Con                     $        -
Pre-Reg Paid At-Con        $60                          Pre-Reg Paid At-Con           $60        1          60.00     Pre-Reg Paid At-Con                     $        -
Pre-Reg Paid At-Con       $100                          Pre-Reg Paid At-Con          $100        1         100.00     Pre-Reg Paid At-Con                     $        -
Pre-Reg Paid At-Con       $125                          Pre-Reg Paid At-Con          $125        1         125.00     Pre-Reg Paid At-Con                     $        -
Pre-Reg Paid At-Con       $130                          Pre-Reg Paid At-Con          $130        1         130.00     Pre-Reg Paid At-Con                     $        -
Pre-Reg Paid At-Con       $135                          Pre-Reg Paid At-Con          $135        2         270.00     Pre-Reg Paid At-Con                     $        -
Pre-Reg Paid At-Con       $140                          Pre-Reg Paid At-Con          $140        1         140.00     Pre-Reg Paid At-Con                     $        -
Pre-Reg Paid At-Con       $145                          Pre-Reg Paid At-Con          $145        4         580.00     Pre-Reg Paid At-Con                     $        -
Reg Full Mail             $150         1      150.00    Reg Full Mail                $150                             Reg Full Mail                           $        -
Pre-Reg Paid At-Con       $160                          Pre-Reg Paid At-Con          $160        1          160.00    Pre-Reg Paid At-Con                     $        -
Pre-Reg Paid At-Con       $180         0         -      Pre-Reg Paid At-Con          $180        4          720.00    Pre-Reg Paid At-Con                     $        -
Pre-Reg Paid At-Con                    1    3,644.00    Pre-Reg Paid At-Con                     20        2,485.00    Pre-Reg Paid At-Con                 0            -
                                                                                    Comparison
Chicon 2000                                             MilPhil 2001                                                   ConJose 2002
                                  Total Pick-Ups        Incomplete                            Total Pick-Ups                                              Total Pick-Ups
                           Rate   QTY     Total Amt                                  Rate       QTY       Total Amt                                   Rate QTY      Total Amt
Note Mostly undeposit pre-con                           Note: Mostly problem desk


Reg Comp @ $0                $1      52        52.00
Reverse comps                $1               (95.00)   Reverse comps                                        (31.00)   Reverse comps                               $          -
Reg KIT @ $0                 $1      35        35.00    Reg KIT @ $0                     $1        0            -      Reg KIT @ $0                                $          -
Reg Child @ care comp        $1       1         1.00    Reg Child @ care comp            $1        0            -      Reg Child @ care comp                       $          -
Reg Lost Badge               $1       4         4.00    Reg Lost Badge                   $0        0            -      Reg Lost Badge                              $          -
Reg Convert Mon              $1       3         3.00    Reg Convert Mon                  $0        0            -      Reg Convert Mon                             $          -
Reg Comp Press@ $0           $1                         Reg Comp Press@ $0               $1        0            -      Reg Comp Press@ $0                          $          -

Reg Comp Entertainers@ $0    $1                         Reg Comp Entertainers@ $0        $1       16          16.00    Reg Comp Entertainers@ $0                   $          -
Reg Comp Artist@ $0          $1                         Reg Comp Artist@ $0              $1        3           3.00    Reg Comp Artist@ $0                         $          -
Reg Comp Award@ $0           $1                         Reg Comp Award@ $0               $1        1           1.00    Reg Comp Award@ $0                          $          -
Reg Comp @ $0                $1                         Reg Comp @ $0                    $1       11          11.00    Reg Comp @ $0                               $          -
Reg Comp @ $0                $1       0          -      Reg Comp @ $0                    $1        0            -      Reg Comp @ $0                               $          -
Comp Members                         95          -      Comp Members                              31            -      Comp Members                            0              -

Reg Subtotal                        792    82,034.00    Reg Subtotal                          1158.4     128,025.00    Reg Subtotal                                    126,931.06


Total Income                              225,086.63    Total Income                                     131,219.05    Total Income                                    310,488.65


Cash                                       20,041.27    Cash                                              21,822.47    Cash                                        $ 31,705.92
Check                                      54,026.27    Check                                             23,480.10    Check                                       $ 66,049.62
Charge                                    136,476.23    Charge                                            83,826.76    Charge                                      $ 156,971.58
Paid Out                                       25.00    Paid Out                                             140.00    Paid Out                                    $ 6,844.13
Traveler's check                            2,350.00    Traveler's check                                   3,280.00    Traveler's check                            $ 3,760.00
Total Money                               212,918.77    Total Money                                      132,549.33    Total Money                                 $ 265,331.25

Difference                                (12,167.86)   Difference-Over(Under)                             1,770.28    Difference-Over(Under)                      $ 45,157.40

                                                                                                                       Break out of total money is off.
                                                           Comparison
Chicon 2000                              MilPhil 2001                                       ConJose 2002
                     Total Pick-Ups      Incomplete                 Total Pick-Ups                             Total Pick-Ups
              Rate   QTY     Total Amt                      Rate      QTY       Total Amt                  Rate QTY      Total Amt




                                                            Notes




                                         Charity auction                ___         0.00
                                         Fanzine Lounge                             0.00
                                         Site Selection                 ___         0.00
                                         Filk Books                     ___         0.00

                                         Precon-Dealers                             0.00
                                         Precon-Art Show                            0.00
                                         Precon-Reg                                 0.00

                                         Total                                          0

                                         Cash                                       0.00
                                         Checks                                     0.00
                                         Charges                                    0.00
                                         T. Checks                                  0.00
                                         Other                                      0.00

                                         Total                                      0.00

                                         Difference                                     0
                                                       Comparison




TorCon 3
                                 Total Pick-Ups
                             Rate QTY      Total Amt
Art Show Sales
Art Show Auction
Print Shop Sales
Tax
AS Space
AS Mail-in
PS Space
Art show cash over
Art Show Subtotal                       $        -




Badgeholder sales             $2        $        -
Tour                         $18        $        -
Con Suite - Ice                         $        -

Corp Sponsorship                        $        -
Fanzine Lounge                          $        -
Filk Books                              $        -
Handicap Equip               $175       $        -
Handicap Equip               $210       $        -
Handicap Equip                $95       $        -
Handicap Equip               $109       $        -
Handicap Equip               $110       $        -
Handicap Equip                $40       $        -
Hugo Prog Insert                        $        -
Masq. Tapes                             $        -

Site selection               $40        $        -
Sales to Members (charges)              $        -
Program Books                $10        $        -
Other over/under                        $        -
Subtotal Other                          $        -

Tables                       $225       $        -
Tables                        $25       $        -
Electricity                   $96       $        -
Huckster Income                         $        -
                                                     Comparison
TorCon 3
                               Total Pick-Ups
                           Rate QTY      Total Amt

Petty Cash-Cash Out                    $       -
Petty Cash-Cash In                     $       -
Net Petty Cash                                 -


Reg Full@ $200             $200        $       -
Reg Full Thur@ $200                    $       -
Reg Full Fri @                         $       -
Reg Full@180               $180        $       -
Reg Full @ $150            $150        $       -
Reg Full Sun @$100                     $       -
Reg Full Staff @$145                   $       -
Reg Full Educ @ $50                    $       -
Reg Full @                             $       -
Reg Full @                             $       -
Reg Full @                             $       -
Full At the Door Members           0           -


Reg Convert Sun-Day@$80                $       -
Reg Convert Sat-Day@$85                $       -
Reg Convert @ @10                      $       -
Reg Convert @ $15                      $       -
Reg Convert                            $       -
Reg Convert @ $45                      $       -
Reg Convert @ $50          $50         $       -
Reg Convert @ $55          $55         $       -
Reg Convert                            $       -
Reg Convert @                          $       -
Reg Convert @ $115                     $       -
Reg Convert @ $125                     $       -
Reg Convert @ $135                     $       -
Reg Convert @ $140                     $       -
Reg Convert @ $145                     $       -
Reg Convert @ $155                     $       -
Reg Convert @ $165         $165        $       -
Reg Convert @ $170                     $       -
Reg Convert @ $180                     $       -
Converting Members                 0           -


Reg Support $ 40           $35         $       -


Reg Thur. @ $50            $50         $       -
                                                    Comparison
TorCon 3
                              Total Pick-Ups
                          Rate QTY      Total Amt
Reg Fri. @$65                        $         -
Reg Fri @ 70              $70        $         -
Reg Sat. @ $85            $85        $         -
Reg Sun. @ $85            $85        $         -
Reg Mon. @ $40            $40        $         -
One Day Members                   0            -


Child Care @                          $       -
Reg child other                       $       -
Reg Child @$65            $65         $       -
Reg Child Day @$15        $15         $       -
Reg Child -1day            $5         $       -
                                  0           -


Reg Lost Badge                        $       -
Reg Lost Badge                        $       -
Reg Lost Badge                        $       -
Reg Lost Badge @                      $       -
Lost Badges                       0           -

Reg discount              ($20)       $       -
Presupport discount                   $       -
Reg Over chg                          $       -
Reg Balance due                       $       -
Reg other                             $       -
Reg weird                             $       -
Reg Under Chg                         $       -
Registration Under/Over           0           -



Pre-Reg Paid At-Con                   $       -
Pre-Reg Paid At-Con                   $       -
Pre-Reg Paid At-Con                   $       -
Pre-Reg Paid At-Con                   $       -
Pre-Reg Paid At-Con                   $       -
Pre-Reg Paid At-Con                   $       -
Pre-Reg Paid At-Con                   $       -
Pre-Reg Paid At-Con                   $       -
Pre-Reg Paid At-Con                   $       -
Reg Full Mail                         $       -
Pre-Reg Paid At-Con                   $       -
Pre-Reg Paid At-Con                   $       -
Pre-Reg Paid At-Con               0           -
                                                          Comparison
TorCon 3
                                    Total Pick-Ups
                                Rate QTY      Total Amt




Reverse comps                                   $   -
Reg KIT @ $0                                    $   -
Reg Child @ care comp                           $   -
Reg Lost Badge                                  $   -
Reg Convert Mon                                 $   -
Reg Comp Press@ $0                              $   -

Reg Comp Entertainers@ $0                       $   -
Reg Comp Artist@ $0                             $   -
Reg Comp Award@ $0                              $   -
Reg Comp @ $0                                   $   -
Reg Comp @ $0                                   $   -
Comp Members                                0       -

Reg Subtotal                                        -


Total Income                                        -


Cash
Check
Charge
Paid Out
Traveler's check
Total Money                                     $   -

Difference-Over(Under)                          $   -


Note: TorCon recorded converting
memberships by recording them as new
full memberships less the cost of the
pre-support. They also offered a discount
for people willing to purchase 2 or 3 one
day memberships.

Full Fri-Mon                 295.00
Less Supporting              (60.00)
                             235.00

Sat One day                  125.00
                                               Comparison
TorCon 3
                         Total Pick-Ups
                   Rate QTY        Total Amt
Sun One day      125.00
2 day discount   (30.00)
                 220.00
Work Flow Task List - Pg 1

        Funds to be Created by:                                       A card is created for each
        9AM         10AM           12N           4PM                  fund needed during the day.

                                                                      It lists the area, blank line
                                                                      for the Fund number, the
      Registration                                    Art Show        opening and closing times.
      Fund:_______                                    Fund:________
      Open 10AM                                       Open 5PM
                                                                      It's put in a column for the
      Close 9PM                                       Close 9PM
                                                                      time it needs to be prepared
                                                                      which is before its needed.

       Funds to be Delivered by:                                      Once the Fund is created
       9:30AM     10:30AM          12:30PM           4:30 PM          the card is moved to the
                                                                      ready to be delivered task.

                                                                      A Fund number is assigned
     Registration                                     Art Show        and added to the card.
     Fund: 21-RG                                      Fund: 29-AS
     Open 10AM                                        Open 5PM        The prepared fund is kept
     Close 9PM                                        Close 10 PM     by the Main Fund Cashier
                                                                      until it is delivered.
      Funds to be Closed by:
      9 PM                                   10 PM
                                                                      When the Fund is delivered
                                                                      the card is move to the
                                                                      to be Closed Task under
     Registration                                                     the column for the time the
                                                     Art Show
     Fund: 21-RG
                                                     Fund: 29-AS      area closes.
     Open 10AM
     Close 9PM                                       Open 5PM
                                                     Close 10 PM


      Funds to be Balanced:
                                                                      When the final Pick-up is
                                                                      made the card is moved
                                                                      to the needs to be balanced
      Registration                                                    task.
      Fund: 21-RG
      Open 10AM
      Close 9PM



       Fund to be Data Entered:
                                                                      Once the Fund is balanced
                                                                      the card is move to the
                                                                      data entry task section.
      Registration
      Fund: 21-RG                                                     The card can be thrown
      Open 10AM                                                       away after this task is
      Close 9PM                                                       completed.



                                                                      When the last step, data
                                                                      entry, is completed the
                                                                      Fund File is moved from the
                                                                      open box to the closed
                                                                      box.
      Work Flow Task List - Pg 2

                Intermediate Pick-Ups done for:                                                            For each area with open
                                                                                                           Funds a sheet is created
                                                                                                           to track when intermediate
                                                                                                           pick-ups have been made.
               Registration:                             Art Show:
               Last Pick-Up: 1PM                         Last Pick-Up: 7 PM
               Last Pick-Up: 5 PM                        Last Pick-Up:__________
               Last Pick-Up:_________                    Last Pick-Up:__________


                                                                                                           When a pick up is made
                                                                                                           the lockbag and forms are
                                                                                                           place in a box of items to
                                                                                                           be evaluated.

                                                                                                           When the Pick-up is evaluated
                                                                                                           it is moved to the appropriate
                                                                                                           box.
                Pick-Up processing area.
                                                                                                           Evaluation consists of
                                                                                                           creating a card for the Fund (s)
                                                                                                           that were picked up. The
                                                                                                           card lists all the tasks that
                                                                                                           need to be done to process
                                                                                                           the pick-up.
                 Fund: 21-RG
                 Cash:____________                                                                         As each task is completed
                 Check: initials                                                                           your initials goes besides
                 Charge:___________                                                                        the item.
                 T.Check:__________
                 Refund:___________
                 Sales:____________

                 Deposit:__________


               Cash Pick-Up: Pink                  White copy goes to Fund File                            Cash Pick Up is completed
                 Cash Pick-Up: Yellow              Yellow copy goes to Main Fund                           and the cash given to Main
                    Cash Pick-Up: White            Pink copy goes to is returned to the Cash box on site   Fund Cashier
                                                   and replaces the Green copy.
                                                   Green copy stays in the Cash Box as a marker for
                                                   money removed.

                                                   Cash to Main Fund Cashier


Misc Pick-Up: Pink           White copy goes to Fund File                                                  A different Misc. Pick-Up is
  Misc Pick-Up: Yellow       Yellow copy goes to Main Fund                                                 done for each of the following:
     Misc Pick-Up: White     Pink copy goes with the "Money"                                               Checks, charges, travelers
                                                                                                           checks and refunds.
                             Checks go to: Main Fund Cashier
                             Charges go to: Swipe box balancing fund
                             Traveler's checks go to: Main Fund Cashier
                             Refunds go to: Paid out items to be reconciled funds



  Checks to be deposited:                                                  Swipe Box Balancing fund:       Actual checks, charges,
                                      Paid Out Items to be
                                      reconciled:                                                          and refunds need additional
 21-RG                                                                                                     work. A card with the fund
                                                                          21-RG                            number is placed in the
                                      21-RG
                                                                                                           appropriate task area.
        Work Flow Task List - Pg 3

                                                                                           Sales of individual items,
            Sales Forms                         Count out/Income                           quantity and price are listed
                                                                                           on the count out form and
                                                                                           totaled.

                                                                                           Count out form and sales
                                                                                           forms are stapled together
                                                                                           and filed in the Fund folder.


        Cash Pick-Up: Yellow                                                               The fund now needs to be
                                                                     Cash Set-Up: Yellow   balanced.
        Misc Pick-Up: Yellow
                                                                                           The Pick-Up slips and Refund
        Checks
                                                                                           Forms should equal the
                                       Fund Balancing
                                       Form                          Count out/Income      total of the Set-ups, income
        Misc Pick-Up: Yellow
                                                                                           and other forms.
        Charges
                                                                                           They are recorded on a
        Misc Pick-Up: Yellow                                         Other
        Travelers Checks                                                                   fund balancing form.


        Refund Form/Other




                                                                                           Last step is to data entry
                    Count out/Income                                                       the information.
                                                                   Data
                                                                                           It is also given to the
                                                                                           Comptroller to prepare a
                     Fund Balancing                                                        report for the Committee
                     Form                                                                  daily.




Checks to be deposited:                Checks                                    Deposit   The checks are stamped
                                                                                 Slip      with a deposit stamp. A
                                                                                           deposit slip is filled out.
21-RG                                                                                      The checks are copied.
                                                                                           A log of each deposit is
                                                                                           kept to keep track of where
                                                                                           the checks from each fund
                                                                                           went.

   Paid Out Items to be
   reconciled:                               Refund                    Count out/Income    The Refund forms need to
                                             Forms                                         be reconciled and properly
                                                                                           reported as refunds or an
  21-RG
                                                                                           expense.




   Swipe Box Balancing Fund:               Misc.                                           The charges from each
                                                               Swipe Box                   swipe box need to be
                                           Pick-up             Balancing
                                           Slip                                            balanced to make sure all
                                                               Form
                                                                                           the income was recorded.
  21-RG
Agenda for the July 14th Readercon meeting.

In no particular order, this is going to be a long meeting unless we
decide to have 2.

Charges:
    How to process a charge sales
    How to close the swipe box
    How to balance the swipe box

How do we get out by 10PM each night!!!! I promised to help on the bid parties
   How do we divvy up the coverage so Dave & I are not there
   at the same time always

Who produces reports for committee? Rich
   Do we give just the raw data?
   In what format?
   At what time? 10-10:30 AM for 12 Noon meeting

Staff:
      I'd still like to have 2 more people
      How many people do we need each hour so I can design a
      sign up sheet.

Cash req at con. What quantity & denominations are we bringing?

Food at con - what can we have, where are we getting it?
    Drinks - cooler
    Snacks
    Lunch

Go over internal processing procedures.

Decide what color form goes where (white, yellow, pink)
    Multipart forms         White       Yellow          Pink           Quantity
          Transfer forms
           Cash Set-up
          Cash Pick-up
           Misc Pick-up
               Refund

Decide what color the other forms are       Quantity
    Blue      Count out                        150
    Cream
    Green     Deposit log                         10
    Lilac     Pick-Up check list                 100
    Orange Intermediate pick up                  100
    Pink      Fund balancing                     150
    White
    Yellow    Task card                          100

Should I pre-print these or only do enough to get through a day at a time incase
we change the design at con.
Bring to con from home (excludes stuff packed for trucks):
    Joni
          Swipe box & hard copy forms
          Bring book of set ups
          PC

    Debbie
        Manual online
        Hard copy of manual

    Judy
           PC's & Printers

    Dave
        Time stamp




What needs to be done:

    E-mail staff asking what days at con they will be available
        What hotel they are at
        Other contact info such as cell phone numbers

    Create Task stations
        Create 100 task cards
        Create 100 intermediate pick-up cards
        Create 100 pick-up status cards

    Staff sign up sheet for at con

    Signs for walls:
         Work flow
         How to do each task/procedure

    Finish manual for at-con instructions

    Joni: inventory of what you are bringing.

    Are we going to have a hand out for money handling areas at con?
         If so what will it include?
         Refund form-how many?
   77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                       MP-Supplies                                                                                 163

      From From From               From WorldC Item-BOLD are items we might                           From  FromJ From           From World Item-BOLD are items we
Total NESFA Judy Deb Buy           Joni on     need to buy                                      Total NESFA udy   Deb Buy        Joni Con might need to buy
    2     2                                    Coop Crates
    6     6                                    Boxes                                               0                                              Charge instructions
                                                                                                   0              In case you lose phone line     Charge Slips-3 part
   1           1                                Cash drawers                                       0                                              Charge Slips-4 part
                                                                                                   2          2                                   Decals-MC/V
   2           2                                Cash Tray                                          1          1                                   Decals-Visa
                                                                                                   0                                              Imprinter Plates
   5           5                                Large Deep Cash Boxes ( plus 1 Sales)              0                                            2 Imprinters
                                                                                                   0                                              Merchant ID card
   4           4                                Large Flat Cash Boxes                              0                                              Printer paper
                                                                                                   0                                              Printer-Charge
   2           2                                Medium Deep Cash Boxes                             0                                              Swipe box
   1           1                                Medium Deep Box - slit top
   6           6                                Medium Flat Cash Boxes                             0                                              Check Books
                                                                                                   0                                              Deposit envelopes
   1           1                                Small Cash Boxes                                   0                                              Deposit only Stamps -
                                                                                                   0                                              Deposit Slips
   2           2                                Half Dollar Coin Trays           Tan
   4           4                                Quarters Coin Tray               Gold
   4           4                                Dimes Coin Tray                  Green          Many   Many                                       2" Box bottom Pendaflex
   2           2                                Nickel Coin Tray                 Blue           Many   Many                                       Colored Labels - Red, Blue, Green, Yellow
   0                                            Penny Coin Tray                                    3          1           2                       File Boxes
   3           3                                Coin Sorting Trays               2 tan, 1 blk   Many   Many       Some                            Index tabs - 7 Clear
                                                                                                Many   Many       Some                            Index tabs - 7 colored
                                                Measured in inches                               100                     100                      Jacket File Folders
    1        1                                  Whole Coin rolls Halves $20      Buff              0                                              Manila Folders
    3        3                                  Whole Coin rolls- Quarters $10   Orange         Many   Many       Some                            Pendaflex folders
    2        2                                  Whole Coin rolls- Dimes $5       Green          Many   Many                                       Pendaflex Tabs - Blanks
    4        4                                  Whole Coin rolls- Nickels $2     Blue           Many   Many                                       Pendaflex Tabs - Rd, 2 Blue, Yel, Pk, Org, Grn
    3        3                                  Whole Coin rolls- Pennies $.50   Red            Many   Many                                       Plastic tabs
    1        1                                  Half Coin rolls- Quarters $5     Orange            1          1                                   Table Top File Box - 24 Pendaflex
    2        2                                  Half Coin rolls- Dimes $2.5      Green
 0.25     0.25                                  Half Coin rolls- Nickels $1      Blue           Some Some                                         Extra Ink - Red, Black, Blue
    1        1                                  Half Coin rolls- Pennies $.25    Red               1               1                              Highlighters-blue
                                                                                                   1               1                              Highlighters-green
   2           2                              1 Wrapper storage box                                2               2                              Highlighters-orange
                                                                                                   3               3                              Highlighters-pink
Many Many                                       Bill bands                                         3               3                              Highlighters-yellow
    3     3                                     Kraft Money Bands- $25 for $1 Black             Many              Many                            Ink Bottles - Red, Black, Blue
    3     3                                     ABA Money Bands- $2000 for $20Violet               4     2         2                              Magic Markers (Black)
    2     2                                     ABA Money Bands- $1000 for $10Yellow               1     1                                        Magic Markers (Blue)
    3     3                                     ABA Money Bands- $500 for $5 Red                   2     2                                        Magic Markers (Green)
    3     3                                     ABA Money Bands- $100 for $1 Blue                  0                                              Magic Markers (Red)
    1     1                                     ABA Money Bands- $5000 for $50Brown                1                1                             Marker- blue flair
 0.25  0.25                                     ABA Money Bands- $200 for $2 Green                 4                4                             Marker- red flair
    2     2                                     Kraft Money Bands- Any        Black                0                                              Misc. Pens
                                                                                                   2                2                             Pencil caddy
        Keys                                    Lock Bags - 15 (From B25)                          5                5                             Pencil Holders
   2           2                                Lock Bag No. 075                         4020      2     2                                        Pencil sharpener
   2           2                                Lock Bag No. 102                         4001      2                2                             Pencil sharpener-battery
   77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                         MP-Supplies                                                                                     164

      From From From               From WorldC Item-BOLD are items we might                             From   FromJ From               From World Item-BOLD are items we
Total NESFA Judy Deb Buy           Joni on     need to buy                                        Total NESFA udy    Deb Buy            Joni Con might need to buy
    1     1                                    Lock Bag No. 169                          4010         0                                            Pencils
    1     1                                    Lock Bag No. 189                          4016        10                10                          Pencils-mechanical
    2     2                                    Lock Bag No. 273                          4014        34                34                          Pens
    2     2                                    Lock Bag No. 425                          4007         9                   9                        Pens-Counterfeit
    2     2                                    Lock Bag No. 435                          4015         3      2         1                           Stamp Pads - Black
    2     2                                    Lock Bag No. 444                          4004         1                1                           Stamp Pads - Blue
    1     1                                    Lock Bag No. 504                          4022         2      2                                     Stamp Pads - Red
    2     2                                    Lock Bag No. 512                          4024         3                3                           Stamp-Day of the week
    1     1                                    Lock Bag No. 527                          4008         1                1                           Stamp-Duplicate
    1     1                                    Lock Bag No. 592                          4011         1                1                           Stamp-entered
    2     2                                    Lock Bag No. 620                          4021         0 ?                                          Stamp-Money bag
    2     2                                    Lock Bag No. 711                          4018         2      2                                   1 Stamp-Paid
    1     1                                    Lock Bag No. 802                          4019         3                3                           Stamp-Rush
    0                                          Lock Bag No. 137                                       0 ?                                          Stamps-Check Approval
    0                                          Lock Bag No. 178                                       2                2                           White Board Eraser
    0                                          Lock Bag No. 215                                       2                2                           White Board eraser fluid
    0                                          Lock Bag No. 281                                       4      1         3                           White Board Markers (Red, Grn, Blue, Blk)
    0                                          Lock Bag No. 291
    0                                          Lock Bag No. 436                                        0                                               1 Hole Punch
    0                                          Lock Bag No. 501                                        2                    2                          3 Hole Punch
    0                                          Lock Bag No. 556                                        2                    2                          Binders #2 (12/box)
    0                                          Lock Bag No. 584                                        1                    1                          Binders #5 (12/box)
    0                                          Lock Bag No. 893                                        0                                               Blue tack
    0                                          Lock Bag No. 984                                        0                                               Carumpher
                                                                                                       0                                               Electrostatic paper
   0                            Who has them?        Master Keys - 9                                   2                            2                  Gel Tabs @ 35
                                                                                                       1                    1                          Glue stick
                                                                                                       1                        1                      Handi wipes/Wet Ones
   2      2                                      2   3 way plug                                        1       1                                       Key Organizer
   0                                                 4 AA Batteries                                Many Many                                           Key tags
   0                                      Many       Batteries                                         2                    2                          Letter Moisturizing bottle
   4      4                                      4   Calculator adapters                               2                    2                          Letter opener
   0                                             3   Calculator ink rolls                              1       1                                       Misc. Elastics
   0                                      Many       Calculator paper rolls                            5                    5                          Paper Clip dispensers
   0                                             6   Calculator-large                                  4                    4                          Paper Clips - 1"
   0                                                 Calculator-non printing                           3                    3                          Paper Clips - 3"
   0                                             5   Calculator-small                              Many Many                                           Push Pins
   4      4                                      2   Extension Cords-2 bro, 2 whi various lengths      4                    4                          Ruler
   0                                                 Power strip for multiple outlets                  3                    3                      2   Scissors
                                                                                                       0                                               Smoke upright files
   1            1                                                                                      1
                                                     IBM Thinkpad Notebook Computer 2625 (3.5) with power cord 1                                       Spindles
   1            1                                                                                      4
                                                     IBM Thinkpad Notebook Computer 2621 with power cord (CD-Rom and 3.5)   4                          Stacking Tray
   2            2                                    2 mouse(s)                                        4                    4                      1   Staple remover
   1            1                                    BJC-50 portable printer                           4                    4                      3   Staplers
   1            1                                    Sheet feeder for BJC-50                           4                    4                      3   Staples
   1            1                                    1 ream white paper                                0                                               String
   1            1                                    replacement ink cartridges for BJC-50             3       3                                       Tacky Finger- 1 oz.
   0                                                 Data                                              0                                               Tacky Finger- 4 oz
   0                                                 Disks                                             3                    3                          Tacky Finger -blue
                                                     Monitors                                          1       1                                       Tape-Clear 2"
   77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                            MP-Supplies                                                                             165

      From From From               From WorldC Item-BOLD are items we might                                From   FromJ From         From World Item-BOLD are items we
Total NESFA Judy Deb Buy           Joni on      need to buy                                          Total NESFA udy    Deb Buy      Joni Con might need to buy
                                                Powerstrips
                                        Buy/Bring                                                        1      1                               Tape-Duct
   0                                                                                                     1      1                               Tape-Masking
   0                                                                                                     6                6                   1 Tape-Scotch
   0                                               Software                                              2                2                     Tape-Scotch Dispensers
   0                                               Cooler                                            Some Some                                  Thumb tacks (Package)
   0                                               Copier                                                2                   2                  Tissues
   0                                      RENT     Cork Board                                            8                8                     White Out
   0                               Joni            Electric Screwdriver                                  1      1                             1 Wire basket
   0                                               Safe
   0                                      RENT     White board (to track funds)                          4               4                         3 Ring note book-white 1"
                                                                                                         0                                         Carbon Paper
   1          1                                    Carry/Transport Bags                              Some    Some                                  Cash Pick-up Forms
   3          3                                  3 Clip Boards                                       Some    Some                                  Cash Set-up Forms
   0                                               Packing slips envelopes                               1                1                        Hole reinforcements
   0                                               Zip Lock Bags- 20 each                                6                1    5               2   Index Cards 3" X 5" (100/PKG)
   4          4                                    Plain white cash bag                              Many    Many       Many                       Labels-Blank white
                                                   (not suitable for carrying                        Many    Many                                  Labels-Orange Round
                                                                                                         0                                         Ledger book- 4 Col
                                                                                                         0                                         Ledger book- 6 Col
   1                          1                    Date & Time Stamp                                     0                                         Ledger book- 8 Col
   0                                      BUY      Counterfeit bill pens                                 6          6                              Lined Note Pads - 8.5 X 11"
   0                                      BUY      Plastic trays for Treasury copy of sales form     Some    Some                                  Misc. Pick-up Forms
                                                                                                         2               2                         NCR Message pad (200)
                                                                                                         3               3                         Note Pads
                                                                                                     Many    Many                                  Packing slips
                                          NOTE Dale wants to know                                        6          6                              Paper-Color:pnk, yel, grn, org, blu, cream, purp
                                               cubic space of treasury                                   0                                         Petty Cash Slips pads- 50 each
                                               supplies coming to MP                                   500                     500                 Plain white envelopes
        L           W       H                                                                           10               10                        Post it Pads - 1 X 1
       21.5         15    12.5                     Box 1-Filing                                          5               5                         Post it Pads - 3 X 3
        13          12    10.5                     Box 2-DBC Supplies                                    3               3                         Post it Pads - 3 X 5
       17.5        11.5    9.5                     Box 3-DBC Supplies                                    4               4                         Post-it - sign here
       21.5        13.2    10                      Box 4-DBC Supplies                                    2          2                          3   Receipt book-NCR
        30          18     15                      Box 5-Coop-Cash Boxes                                 2          2                              Receipt book-Stubb
        30          18     15                      Box 6-Coop- Cash Boxes                                2          2                          2   Sales Order book
       21.5         15    12.5                     Box 7-NESFA Supplies                                  0                                    10   Small envelopes
       21.5         15    12.5                     Box 8-NESFA Supplies                                  0                                         Small Note Pads
                    12     12                      Box 9-Supplies                                        2               2                         Spiral notebook 8.5x11
                                                   Box 10                                                3               3                         Steno Pads
                                                                                                         0                                     2   Used receipts
                                                                                                         0                                     1   Used SO book
                 77ee683d-8592-46aa-87a7-0f7a6893957a.xls   MP-Supplies   166




d, Blue, Green, Yellow




d, 2 Blue, Yel, Pk, Org, Grn

- 24 Pendaflex
               77ee683d-8592-46aa-87a7-0f7a6893957a.xls   MP-Supplies   167



                      Erasers

                      Chalk


                      Ink Pad




s (Red, Grn, Blue, Blk)
                77ee683d-8592-46aa-87a7-0f7a6893957a.xls   MP-Supplies   168




 (100/PKG)




l, grn, org, blu, cream, purple
ds- 50 each
                                                                                    Wed    Thur    Fri
Name                    Signed Sheet                                         Total  ###### ####### #######
Ted Atwood              Ted                                                       9              3       3
Bridget Boyle                        Worked one shift?                            0
Nancy Cobb              NLC          Probably work more hrs than on list          4                      4
James Daugherty         James D      Probably work more hrs than on list          4                      4
George Flynn                         Helped a least a few hours to set up         0
Larry Hancock           Larry        Probably work more hrs than on list          9              3       3
Saul Jaffe                           Didn't work?                                 0
Joanne L.               JL           Probably work more hrs than on list          4              2
Alexis Layton                        Worked LOTS but didn't sign up               0
Jeff Linder                          Don't remember seeing him.                   0
Chris Marble            Chris Marble Probably work more hrs than on list         14              4       4
Kathleen Morrison                    Didn't sign up, worked evenings              0
Bruce/Flo Newrock       BFN                                                       5                      2
Cindy Scott             Cindy        Probably work more hrs than on list          4                      4
Nicholas Shectman       Phi                                                      16      2      10       4
Tim Szczesuil                        Don't remember seeing him.                   0
Leslie Turek                         I think she worked a little, not sure        0
Ramona Winkelbauer      Ramona       Probably work more hrs than on list         12                      6
????                    Cris                                                      6                      3
                                                                                  0
                                                                                  0
Total Hours                                                                      87      2      22      37


These are the hours people signed the staff sign up list for.
Obviously everyone didn't sign for the hours they worked
Sat    Sun   Mon    Tue
###### ##### ###### #####
     3




           3

    2


    4             2

    2      1




    6
    3


    20     4      2     0
    77ee683d-8592-46aa-87a7-0f7a6893957a.xls                     MP-Questions

                                                    (Reminder to Debbie some of this needs to be added to Guidelines)
                                                    Also add note on special at con cash needs, get advance precon or
Checks:                                             fill out set up
Check cashing Policy:
Who are checks payable to?                                         Millennium Philcon
Checks should be in US currency only?                              Yes
Are third party checks accepted?                                   No
Is check cashing allowed?                                          Only for MilPhil checks
     If so who can cash them, for what amounts
What ID's are required to accept checks at con                               Government Issued Photo ID            Write down
     This needs to be decided far enough in advance for form design          State Driver's license                Type of ID
     Can any of this information be recorded if so what, if not reason why   Student ID                            ID Number
     so people designing procedures know what they can and can't do          Passport                              State/Country Issuing ID


     What if they have no valid ID                               Find some one we know and trust

Charges
What to do if Credit card is declined                            Ask for alternate form of payment, another Cr Card,
                                                                 cash, Check, Traveler's check

                                                                             What can be written down on sales form?
Exceptions to Policy:
Once policy is set who can make exceptions?                      Treasurer Only
Any other limitations on what type of or what $ amount


Tax Exemption:                                                   They must have document with them, we must make a copy of it.
If someone is trying to make a purchase and claims they          Only possibility is for resale - should have tax exempt
are tax exempt what information do they need to provide          certificate (any state?). Note personal us in not tax
for it to be acceptable to the State of Penn.                    exempt. PS. MilPhil is educational 501© therefore
                                                                 no sales tax exemption by PA tax code (churches
                                                                 do get it, Boy Scouts, service orgs)

Petty Cash:
Who can have it?                                                 Division Heads & some depts.
What amounts?                                                    UP to $300
Who is responsible, if person a got advance and gives
     person b some of the cash, is person A responsible          Yes
Where do people get petty cash                                   From division head
How do they report the use of it                                 Receipt book of division head
How do they repay unused portion                                 Give $ to division head, get receipt for return
Who can authorize someone getting PC, list of signatures         Division head for dept.


Check request pre-con when need to be in                         ASAP
large at con cash needs, not related to cash stations
     Tips, hotel/CC payments, GOH                                Per Diems

Memberships:
Comps: who can authorize                                      Triumvirate possibly Division
Conversions from supporting to a "one day" attending memberships
Can it be done? If so what do they pay.                       The difference between $40 support & that day's rate

                                                                 Under discussion for student contest, attendee of
                                                                 Philcon 1 &2, reduced memberships for staff, program
                                                                 participants fixed @ $14? (bird ate paper) to date
                                                                 just extended to family of GOH



When does the committee need financial reports?                  12 Noon

Reg problem if people claim they paid pre-con but there          Make them pay again, refund if prior membership found.
is no record/badge for them?

What rate do they pay at?
This is a debriefing of the MilPhil Treasury. Some of it I wrote right away some was written
months later. This should be used to help future Worldcon Treasuries with their planning. Sorry I
didn’t get it out sooner to people. On the Manual spreadsheet is the debriefing I did for Magicon.

Debbie King

Set-up: There was a delay in getting access to our space. We should have had it Tuesday
morning; we had plans to unpack equipment beginning at 3:00PM that day. The delay was the
decorator trying to get the other areas set up, including Art Show & Dealer’s room, and got behind
in preparing our area. We didn’t get into the space until Wednesday morning and by the time we
got all the equipment we were almost 24 hrs late setting up. This was a problem as areas wanting
money were open or waiting for us so they could open.

Equipment: The next problem was the delivery of our equipment. We were getting equipment
from 3 locations, Boston, Philly and Baltimore and it was not all delivered at the same time and
every thing depended on the teamsters moving supplies. Due to the delay in getting our space
some equipment was stored overnight. Some of our coop crates with the cash boxes from
NESFA had gotten mixed with the Art Show coop crates. So we had to wait for the teamsters to
move them and they went on lunch break at noon and we didn’t get them for a couple of hours.
This was a problem as Registration wanted to open at noon. Most of the other boxes were found
in another office, however, two boxes were missing, and one was found several days later after a
few additional supplies had been purchased. One seems to have never made it.

Recommendations: when packing supplies try not to make a single box critical with all of one type
of equipment in it like the calculators.

Recommendations: When the equipment arrives back in San Jose do an immediate inventory as
the convention gets closer you will have less time to do this. It will help in your budget planning
also as you will have an earlier idea of what you need. Also we ran short of one type of NCR form
due to a miscalculation of what types of forms were left, so examine them closely. We had to
reprint a supply of one form at con that was costly.

Note: Last year Chicon purchased permanent supplies to be passed on from Worldcon to
Worldcon. This was added to at MilPhil by some purchases and a donation of office supplies. On
the spreadsheet the ones that came from Deb were the permanently donated supplies.

Purchases: There is still some equipment that will need to either be borrowed or purchased in the
future. Some more calculators, there are 8 but we were running short during Art Show Sales,
another 2-4 would be good. All the cash boxes were borrowed. There are some things that get
used up such as folders for filing, envelopes, printed NCR forms, index card etc. that need to be
replaced each year depending on what accounting system is being used. A fan to cool the room
especially during set-up and teardown when the A/C may not be on or at full force would be
helpful.

Note: You need to make sure you have an accurate list of where all equipment came from and
where it should be returned. Especially when packing it to return, a check off list to make sure
you got every thing would be helpful. One of the Balticon cashboxes was missed when they went
down to the loading dock.

Room Layout: We had two rooms side by side with out a connecting door. Room 300 where the
staff worked was a good size (about 25’ x 21’) with enough room for the worktables and supplies.
Room 301 was used for the Treasurer and Comptroller, and a public area where people could
come for checks etc. It was also so supposed to be an area that the staff could go to, to have a
break, eat something. This never really happened most of the food and drinks were consumed in
300.
break, eat something. This never really happened most of the food and drinks were consumed in
300.

Note: If something like this is planned again, a hand out to the staff telling them what to expect
would be a good idea.

Manual: While a copy of the manual, as it was being designed, was sent to all staff during the
year there were several problems. With all the different programs for running computers there
was no standard platform for everyone to use. Some people could not access either Excel or
Lotus. The manual was designed to help the people running the area so many people found it
included to many details and didn’t look at it because of that, though part of the reason for
sending the whole thing out was to solicit feedback.

Most of the changes came from the pre-con meetings starting at SMOFcon and also at Arisia,
Boskone, one MilPhil meeting in April, Balticon and Readercon. It might be better to ask if any
people are interested in helping develop the manual/procedures for at-con Treasury and create a
mailing list for them. Send a shorter version closer to the start of the con for general staff to read
and become familiar with.

There is a list of questions on the spreadsheet that should be addressed for each convention.

Note: There are still sections of the manual that need fleshing out. Main Fund Cashier, room
management, staff instructions in particular.

Staff: We were trying a new system to provide staff a method of determining what tasks needed
to be done so they wouldn’t go away thinking there was nothing to do. This didn’t work to well,
partially because we were late getting set up, partially because it was new and some people
hadn’t read the manual. I’m sure there were other contributing factors. I’m not sure precisely
what would have made things work more smoothly maybe other people can comment on this as I
was probably to close to see it.

Better training at con for staff especially those who have never worked with whatever system
being used is definitely needed. There were times when we had too many people working or at
least too many who didn’t know what to do. We seemed to get less accomplished this year than
last year. At Chicon Joni, Judy and Dave were helping run the room while spent most of my time
doing data entry. Having more people who know the whole system and can take a turn at room
management would probably have helped. Having a separate person to do data entry would
have been better; I was trying to divide my time between room management and data entry,
which contributed to the data entry getting behind.

Recommendation: A small hand out of each task that needed to be done and how to do it that
people could refer to would have helped. I wanted to blow up each task/job description and post
them on the wall but I didn’t get a chance to finish the instructions.

Recommendation: A daily meeting between the various Treasury management staff, which will
vary each convention but should include Treasurer, Comptroller, At-Con Room Manager(s)
maybe Main Fund Cashier, to go over what is working, what’s not, problems and solutions would
be helpful. In the morning when people are fresh would be best.

A lot of people did not sign-up on the schedule so I don’t know how many hours were worked. A
break down of what I had is in the Manual. It’s been a few months but I think we had enough
hands to do the work they just needed more training.

Recommendation: A bigger sign up sheet for staffing needed would be helpful that clearly shows
how many people are needed each hour. A big sign above it telling staff this is where to sign up
for hours. I used a sheet of legal paper but the writing was too small.

Communications: With other convention departments is a critical area. I would almost suggest
Communications: With other convention departments is a critical area. I would almost suggest
that the treasurer needs a pre-con staff person to be the interface with other convention
departments especially those handling money. Someone who will keep in contact with all areas
that Treasury interacts with and who has the time and knowledge (of Treasury’s needs) to
develop a one on one relationship with the head’s of other areas. This should not be limited to a
Division Head level such as Sara Paul but a direct relationship with the Area Head/Linda
Mansfield’s of the world. Using the Guidelines to go over how every thing will work during the
convention and helping them fill out the Set-up form so they know and understand how their
changes may affect Treasury and keep us informed of them as they occur.

There are decisions that should be made in advance as to how Treasury will run that need to be
communicated with other departments. A lot of this information was in the Guidelines to handling
money though each convention will have different ways of doing things.

Registration: Needs a list of all bad membership payments for the problem desk.

Logistics: Needs to know what Treasury equipment is coming, from what locations, times,
quantity, where it is needed and when.

All Areas: Need to provide Treasury with a list of what equipment that is being rented (copiers,
PCs, refrigerators). Purchased (pocket programs, program books, hotel and facility
deposits/payments). What sort of payment (cash, check, cashiers check), the amount and when it
is needed.

Den: Did a very nice job of sending sandwiches for the staff. If this can be done a supply of
fixings, bread, cold cuts, etc so people can make there own might be better than pre-made
sandwiches. A cooler for drinks and cold cuts would be good.

Forms: Most of the single page forms seemed to work okay and were printed on the copier as
needed. The NCR forms need to be recounted. We had decided prior to the convention that we
were going to use one Misc. Pick-Up form for each individual type of pick up (check, charges etc).
So if there was a fund being picked up that had checks and charges, each would be filled out on a
separate form rather than both on one form. This was to make it easier to track the money from
one location to another because it had a piece of numbered paper following it around.

There are always problems with the ways forms are filled out. For the cash set-up form under the
hours the area would be open we got answers like “when X area is open” which doesn’t help you
if X area hasn’t filled out a form. Another answer was we will need it “when we are open”. This
area in the form was a place for them to tell us when they would be open. Unless they were a
published area (like Registration) you have no way of knowing what those hours will be if they
don’t fill it in. Having a Treasury staff person who can sit down with them and help them fill in the
information and explain why it is needed would be a big help.

I did a comparison for At-Con Reg numbers for Chicon and MilPhil. MilPhil had significantly
higher numbers than Chicon, probably due to the good publicity they had pre-con. One problem
was the way some memberships were worded. Not sure if they were pre-con payments that
bounced and were being paid at con or conversions. Some sort of standard should be created if
people want to continue this comparison.

Recommendation: Even the registration form had problems when it was filled out. I would
suggest keeping a file of copies of problem forms so they can be address when designing the
following year’s forms.

Recommendation: A sample of each form filled out for staff to reference would be useful also.

Credit Cards: You need a credit card guru, some one that knows the ins and outs of how they
Credit Cards: You need a credit card guru, some one that knows the ins and outs of how they
work, are programmed, and equipment like splitters need to run them. Or a really good set of
instructions on how to run it and connect it, and a list of needed equipment.

I think more work needs to be done on balancing the swipe box totals to the paper work.
 got behind

as wanting




were found



of one type




f NCR form




n they went



d supplies.
ks needed
and when it




arges etc).
ed out on a
                Millennium Philcon Membership Form
                    The 59th World Science Fiction Convention                  August 30th - September 3rd, 2001 - Philadelphia, PA
                  P.O. Box 310, Huntingdon Valley, PA 19006-0310
                        info@milphil.org - www.milphil.org                     8/30      8/31      9/1      9/2      9/3                          Conversion
                                                                               Thur       Fri      Sat      Sun      Mon     Child       Other*   Deduct $40
         Shaded sections for Staff Only.                                Full   $200     $200      $180     $100       ---     $50        $        from Full
Member                                                                  Day     $50      $65       $85      $80      $35      $15        $        Attending Price
Number   Save this receipt. This is your proof of membership.                                                                K-I-T




         Member 1 Name (required)           Badge name (if different)


         Member 2 Name (required)           Badge name (if different)


         Member 3 Name (required)           Badge name (if different)


         Member 4 Name (required)           Badge name (if different)


         Member 5 Name (required)           Badge name (if different)


         Member 6 Name (required)           Badge name (if different)


                                                                                      Payment Information (Staff Use Only)                                  Total
                                                                                      White-Registration, Yellow-Treasury, Pink-Member
         Address Line 1
                                                                                  Method          Card#__________________________________

         Address Line 2                                                                 MC/Visa/Amex/Discover       CC Auth #______________

                                                                                        Cash                        Date_______________
         City                               State/Province
                                                                                        Check #____________         ID___________________
                                                                                                                    (Type and number)
         Zip/Postal Code                    Country                                     Traveler's Check            Total Paid______________

                                                                                        Other_______________        Cashier Initials_____________
         E-mail Address and/or Telephone Number
*Other Type:   Authorized by (Name, Title, Signature):
Save this receipt.
This is your proof
 of membership.
77ee683d-8592-46aa-87a7-0f7a6893957a.xls                               MP-Budget (2)


Here is what I gave Alexia for first pass for Chicon; could you add the pass
along payments (out to chicon, and in from anyone who has promised)

There should probably be a page in the manual for budget; what have I
forgotten?

Judy

$   500.00   Pre-con copying             $500.00                                 Total      Price      QTY        Item         Staples
$   200.00   Pre-con postage             $200.00                                      51.92      12.98       4    25 file jackets expand to 2"
$   600.00   at-con forms printing        $600.00                                      2.93       2.93       1    500 blank 3x5 index cards white
$   200.00   Office supplies pre-con      $200.00                                      9.72       9.72       1    2 Hanging file box with lid, corragated
$   300.00   Office supplies at-con       $300.00                                      38.9       7.78       5    3 Pens for detecting conterfeit bills
             At-con security (1person*24 hrs*7 days*off duty cop rate)                    0
             2 safes (1 in treasury, 1 at Reg) (rent1?)
             2 at-con house phones (1 w putside access)                                103.47                     Staples
             beepers/cell phones? (maybe 1 for Dave or his deputy)
             pass along for calculators, safe, lock bags                                                          Zip Lock bags
             copier (rental) (for bank deposits, etc.)
$   150.00   rental for cash boxes, etc. from NESFA            $150.00?
$   500.00   pre-con phone                   $500.00                             Total      Price      QTY        Item         Office Max
$   300.00   pre-con postage                 $300.00                                  45.98      22.99        2   50 file jackets expand to 2"
$   300.00   pre-con misc.                   $300.00                                   2.99       2.99        1   500 blank 3x5 index cards white
             computer and printer (rent)(for spreadsheeting cash boxes)                7.99       7.99        1   2 Hanging file box with lid, corragated
$ 2,000.00   airfare/hotel for managers meetings $2000.00                             38.85       2.59       15   Pens for detecting conterfeit bills
$ 200.00     refreshments for at-con         $200.00                                      0

             non-budget items                                                           95.81                     Staples
             coin wrappers and bill bands from bank
             deposit slips, etc (should be 3 part NCR)                                                            Zip Lock bags
             chart of accounts


$ 5,250.00
              77ee683d-8592-46aa-87a7-0f7a6893957a.xls   MP-Budget (2)




 h lid, corragated
conterfeit bills




h lid, corragated
          2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2    4   6   8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6    8   10   12    2    4    6

          1   1   1   1    1    1   2   2   2   2    2    2   3   3   3   3    3    3   4   4   4   4    4    4   5   5   5   5    5    5   6   6   6   6    6    6   7   7   7   7    7    7   8   8   8   8    8    8   9    9   9   9    9    9   10   10   10   10   10   10   11   11   11   11   11   11   12   12   12   12   12   12   13   13   13   13   13   13   14   14   14   14   14   14   15   15   15   15   15   15   16   16   16   16   16   16   17   17   17   17   17   17   18   18   18   18   18   18   19   19   19   19   19   19   20   20   20   20   20   20   21   21   21   21   21   21   22   22   22   22   22   22   23   23   23   23   23   23   24   24   24   24   24   24   25   25   25   25   25   25   26   26   26

 2    1

 4

 6
      1

      1
                                                                                                                                                                                                                                                                                                                           Table 18 x 72                                                                                                                                                                                 Table 18 x 72
 8

10
      1

      1
                                                                                                        Table 30 x 72
12    1
                                                                                                                                                                                                                              DEBBIE
 2

 4
      2

      2                                                                                                                                                                                                                                                                                                                    File boxes, White and Cork Boards
 6

 8
      2

      2
                                                                                                        Data Entry
10    2

12    2

 2    3

 4    3

 6    3

 8    3

10    3

12    3

 2    4

 4    4

 6    4

 8    4

10    4

12    4

 2    5

 4

 6
      5

      5
              Table 30 x 72
 8    5

10    5

12    5

 2

 4
      6

      6
              Supplies
 6    6

 8    6

10    6

12    6

 2    7

 4    7

 6    7

 8    7

10    7

12    7

 2    8

 4    8




                                                                                                                                                                                                                                                                                                                                                                             Table 30 x 72
 6    8

 8

10
      8

      8
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      Table 30 x 72
12    8

 2    9

 4

 6

 8
      9

      9

      9                                                                                                                                                                                                                                3 Ft Square                                                                                                                           Counting Area
10    9

12    9

 2   10

 4   10

 6   10

 8   10

10   10

12   10

 2

 4
     11

     11
                                                                                                                                                                                                                                                                                                                                                                             Table 30 x 72                                                                                                                                                                            Table 30 x 72
 6   11

 8   11

10   11

12   11

 2   12

 4

 6
     12

     12   Table 30 x 72
 8   12

10   12

12   12

 2   13

 4   13

 6   13

 8   13

10   13

12   13

 2   14

 4   14

 6   14

 8   14

10   14

12   14

 2   15

 4   15

 6   15

 8   15

10   15




                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    20
12   15

 2   16

 4   16

 6   16

 8

10

12
     16

     16

     16
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    Ft
 2

 4

 6
     17

     17

     17
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    10
 8   17

10   17

12   17

 2   18

 4   18

 6   18

 8   18

10   18

12   18

 2   19

 4

 6
     19

     19
                                                                                                                                                                                      Table 30 x 72                                                                                                                                                                          Table 30 x 72                                                                                                                                                                                           SAFE
 8   19

10   19

12   19

 2

 4

 6
     20

     20

     20
                                                                                                                                                                                      Main Fund
 8   20

10   20

12   20

 2   21

 4   21

 6   21

 8   21

10   21

12   21

 2   22

 4   22
 6   22




 8   22




10   22
                                                                                                                                                                                                                                                                                                                                                                                                                          25 Feet 6 Inches                                                                                                                                                                                   9 Tables (30"x6')                                                                                                       12 Chairs
12   22                                                                                                                                                                                                      Room 300                                                                                                                                                                                                                                                                                                                                                                                                        2 Tables (18" x 6')                                                                                                     2 Cork Boards
 2   23                                                                                                                                                                                                     Counting Room & Equipment                                                                                                                                                                                               Where are power outlets?                                                                                                                                                                  1 Table (3'x'3)                                                                                                        1 White Board
 4   23                                                                                                                                                                                                     Safe & Main Fund                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                         What size boards?
 6   23




 8   23


10   23

12   23

 2   24

 4   24

 6   24

 8   24

10   24

12   24

 2   25

 4   25

 6   25

 8   25

10   25

12   25
2   26

4   26

6   26
          2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2   4   6   8   10   12   2    4    6    8    10   12   2    4     6   8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4     6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4    6    8    10   12   2    4

          1   1   1   1   1    1    2   2   2   2   2    2    3   3   3   3   3    3    4   4   4   4   4    4    5   5   5   5   5    5    6   6   6   6   6    6    7   7   7   7   7    7    8   8   8   8   8    8    9   9   9   9   9    9    10   10   10   10   10   10   11   11   11   11   11   11   12   12   12   12   12   12   13   13   13   13   13   13   14   14   14   14   14   14   15   15   15   15   15   15   16   16    16   16   16   16   17   17   17   17   17   17   18   18   18   18   18   18   19   19   19   19   19   19   20   20   20   20   20   20   21   21   21   21   21   21   22   22   22   22   22   22   23   23   23   23   23   23   24   24   24   24   24   24   25   25   25   25   25   25   26   26   26   26   26   26   27   27   27   27   27   27   28   28   28   28   28   28   29   29   29   29   29   29   30   30

2    1

4    1

6    1

8    1

10

12
     1

     1
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Table 30 x 72
2    2

4    2

6    2

8    2

10   2




          D
12   2

2    3

4    3

6

8
     3

     3
          O
10

12
     3

     3    O
                                                                          4 Foot Round
2    4

4

6
     4

     4
          R
8

10
     4

     4
          TO                                                                                                                                                                                                                                                                                                         Table 30 x 72                                                                                                                                                                                                                                                                                                                                                                                                          Table 30 x 72
          30
12   4

2    5

4    5

6

8
     5

     5
          2                                                                                                                                                                                                                                                                                                                                                                                                                                       JONI
10   5

12

2
     5

     6
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                               JUDY
4    6

6    6

8    6

10   6

12   6

2    7

4    7

6    7

8    7

10   7

12   7

2    8

4    8

6    8

8    8

10   8

12   8

2    9

4

6

8
     9

     9

     9
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              Table 24 x 72
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            6 Foot Round
10   9

12   9

2    10

4    10

6    10

8    10

10   10

12   10

2    11

4    11

6    11

8

10
     11

     11                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     Table 30 x 72
12   11

2    12

4    12

6    12

8    12

10   12

12

2
     12

     13
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    RICH
4    13

6    13

8    13

10

12
     13

     13
          Table 30 x 72
2    14

4    14

6    14

8    14

10   14

12   14

2    15

4    15

6    15

8    15

10   15




                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       22
12   15

2    16

4    16

6    16

8

10

12
     16

     16

     16
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       Ft
2

4

6
     17

     17

     17
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       10
8    17

10   17

12   17

2    18

4    18

6    18

8    18

10   18

12   18

2    19

4    19

6

8
     19

     19                                                                                                                                                                                                                       4 Foot Round
10

12

2
     19

     19

     20
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  4 Foot Round
4    20

6    20

8    20

10   20

12   20

2    21

4    21

6    21

8    21

10   21

12   21

2    22

4    22

6    22
8    22

10

12
     22

     22                                                                                                                                                                                                                                                                                      Room 301
                                                                                                                                                                                                                                                                                            Computer Room & Petty Cash
2

4

6
     23

     23

     23
                                                                                                                                                                                                                                                                                            Food
8    23


10   23

12   23

2    24

4    24

6    24

8    24

10

12
     24

     24
                                                                                                                                                                                                                                                                                                                                                                   29 Feet 4 Inches
2    25                                             Has window over hall                                                                                                                                                                                                                                                                                                                                                                                                                                                                                         Room 301                                                                                                                                                                                                                                                       3 Tables (4' round)
4    25                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                         5 Tables (30" x 6')
6    25                 Where are power outlets?                                                                                                                                                                                                                                                                                                                                                                                                                                                               Computer Room, Petty Cash                                                                                                                                                                                                                                                                                        15 Chairs
8    25       Does electrician need to turn power on to outlets?
10


12
     25


     25
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            Food
2    26

4    26

6    26
ot Round
Chicon 2000 Treasury                                               Income-Sales Forms

         Location: __________________                         Area: ___________________


                                                      Baseball     PCashTrea   Reg              Reg
                             Total Pick-Ups           Fund #       Fund #      Fund #           Fund #
                             QTY Total Amt            BS-01        PC-02       RG-03            RG-04
Art Show Sales                ___      111,938.00
Art Show Auction              ___          757.73
Print Shop Sales              ___        6,730.00
Tax                           ___        9,495.09


Baby Sitting               ___                 -
Baseball Tickets           ___             208.00          64.00
Fanzine Lounge             ___                 -
Filk Books               5  0                  -
Handicap Equip         110  1              110.00
Handicap Equip         125 13            1,625.00
Hugo Prog Insert           ___              75.00                                       75.00
Corp Sponsorship                         1,000.00
Room Comp                     ___              -
Con Suite - Ice               ___        1,110.00


Petty Cash-Cash Out           ___        (1,590.00)
Petty Cash-Cash In            ___          169.31


Advance Account               ___              -


Misc________________          ___              -
Misc________________          ___              -
Misc________________          ___              -


Precon-Dealers                           5,355.00
Precon-Art Show                          5,230.00
Precon-Reg                               3,494.00


Huckster Space                ___              -
AS Space                      ___          384.50
AS Mail-in                    ___              -
PS Space                      ___          455.00


Reg Full @ $195        195  225         43,875.00                                    9,750.00     8,580.00
Reg Full @ $150         150 17           2,550.00                                      600.00
Reg Full @            $185   1             185.00                                      185.00
Reg Full @            $140   -1           (140.00)
Reg Full @           $85        2       170.00                                        170.00
Reg Full Mail        $150       1       150.00
Reg Convert @ $155    155      23      3,565.00                                      2,015.00       155.00
Reg Convert @         110       1       110.00
Reg Convert @         115       1       115.00
Reg Convert            85       1         85.00
Reg Convert            40       3       120.00
Reg Convert @         145       1       145.00
Reg Convert Mon            0               3.00
Reg Support $ 40       40        1        40.00
Reg Thur. @ $50        50       30     1,500.00                                       100.00        450.00
Reg Fri. @$60          60       63     3,780.00                                        60.00         60.00
Reg Fri @              50        1        50.00
Reg Sat. @ $80         80      157    12,560.00                                        80.00        160.00
Reg Sun. @ $80         80       90     7,200.00
Reg Mon. @ $30         30       38     1,140.00                                        30.00
Reg Child @$50         50       14      700.00                                        100.00         50.00
Reg KIT @ $0               1    35        35.00                                          4.00          1.00
Reg Child @ care comp 1          1         1.00
Child Care @           20        1        20.00
Reg Child -1day        10       17      170.00                                                       20.00
Reg Comp @ $0              1    52        52.00                                          2.00
Reg _______ @ $_______         ___          -
Reg _______ @ $_______         ___         -
Reverse comps                           (95.00)             -             -            (6.00)         (1.00)
Reg Balance due                         220.00                                         20.00
Reg Lost Badge      25                  175.00
Reg Lost Badge      20                   20.00
Reg Lost Badge       5                    5.00
Reg Lost Badge @    10                   10.00                                                       10.00
Reg Lost Badge       0                    4.00
Reg Over chg                             20.00                                                       20.00

  Total Income                 ___   225,086.63           64.00           -         13,185.00      9,505.00

Cash                                  20,041.27                     (1,440.00)       1,870.00      1,035.00
Check                                 54,026.27           64.00                      2,940.00        975.00
Charge                               136,476.23                                      8,546.00      7,527.00
Paid Out                                  25.00                                         25.00
Traveler's check                       2,350.00
Total                                212,918.77           64.00     (1,440.00)      13,381.00      9,537.00

Difference                           (12,167.86)            -       (1,440.00)        196.00         32.00

                   Notes                           Done           OPEN           Chg $195       See BS-18
                                                                                 Twice
                                                                                 Test $1
Charity auction   ___       0.00
Fanzine Lounge              0.00
Site Selection    ___       0.00
Filk Books        ___       5.00

Precon-Dealers              0.00
Precon-Art Show             0.00
Precon-Reg                  0.00

Total                          5       0      0      0      0

Cash                     3280.00
Checks                   5150.00
Charges                  7070.00
T. Checks                 670.00
Other                       0.00

Total                   16170.00    0.00   0.00   0.00   0.00

Difference                 -16165      0      0      0      0
                             Date: ____________                              Fund: ___________


                                                PCash-Serv Pre-con       Site Select Pre-con AS   Baby Sit
Fund #           Fund #   Fund #   Fund #       Fund #     Fund #        Fund #    Fund #         Fund #
RG-05            RG-06    RG-07    RG-08        PC-09      RG-10         SS-11     AS-12          BA-13




                                                                                                     (109.97)




                                                                                       5,230.00
                                                              3,494.00




   8,580.00                          1,170.00
        750.00
       310.00                             310.00




       600.00                              50.00
       540.00                              60.00


       240.00                              80.00
        80.00


       300.00
         4.00                               2.00



        10.00
                                            4.00



        (4.00)        -       -            (6.00)          -             -     -           -            -
                                           40.00
                                           50.00




  11,410.00           -       -      1,760.00              -        3,494.00   -      5,230.00      (109.97)

     815.00                               865.00      (450.00)                                      (109.97)
     930.00                               895.00                    3,494.00          5,030.00
   9,415.00

     250.00                                                                             200.00
  11,410.00           -       -      1,760.00         (450.00)      3,494.00   -      5,230.00      (109.97)

          -           -       -              -        (450.00)           -     -           -            -

Done             See RG-03See RG-22Done             OPEN         No detail         No details    Done
                                                                 on income         on income     Original Exp
                                                                                                 Report given
                                                                                                 to Alexia
   0      0      0      0      0      0      0      0      0




0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00

   0      0      0      0      0      0      0      0      0
PC Treas      Filk     Filk     Veal     Baseball    Fanzine   Art Show     Art Show        Reg
Fund #        Fund #   Fund #   Fund #   Fund #      Fund #    Fund #       Fund #          Fund #
PC-14         FK-15    FK-16    PC-17    BS-18       FZ-19     AS-20        AS-21           RG-22



                                                                               3,285.00
                                                                                285.14



                                            144.00




 (1,023.28)                                                       (56.75)
   169.31




                                                                 384.50


                                                                 321.00             69.50


                                                                                              1,560.00
                                                                                                  150.00
                                                                                                       155.00
                                                                                                       110.00




                                                                                                       150.00
                                                                                                        60.00




                                                                                                        50.00
                                                                                                         6.00




                                                                                                         7.00



       -           -           -            -           -         -          -             -           (13.00)
                                                                                                        40.00




   (853.97)        -           -            -       144.00        -      648.75     3,639.64      2,275.00

   (947.72)    105.00      195.00      (500.00)       80.00              332.25       649.37      1,175.00
     91.75    (105.00)    (195.00)                                       316.50     1,384.40      1,100.00
      2.00                                                                          1,157.12

                                                                                      140.00
   (853.97)        -           -       (500.00)       80.00       -      648.75     3,330.89      2,275.00

       -           -           -       (500.00)      (64.00)      -          -       (308.75)             -

Done         Check to    Check to    OPEN         $32 in RG-04Done     Need to   work in        Done
See file for Interfilk   Interfilk                $32 pre-conSee below record PC prog
details      for cash    for cash                 on-line              Expense
                                                  don't know if
                                                  chg was done
                 5




   0      0          5       0      0        0      0      0      0

                                           625
                     5




0.00   0.00       5.00    0.00   0.00   625.00   0.00   0.00   0.00

   0      0          0       0      0     -625      0      0      0

              Cash in
              Main Fund
Reg          Ice                     Dealers       Site Select Dealers    Reg          Reg            Reg
Fund #       Fund #         Fund #   Fund #        Fund #     Fund #      Fund #       Fund #         Fund #
RG-23        IC-24          RG-25    DL-26         SS-27      DL-28       RG-29        RG-30          RG-31




                   600.00




                                        4,575.00                 780.00




  1,170.00                                                                  1,170.00     1,950.00       585.00
                                                                                             150.00
                                                                          155.00                    155.00




                                                                           40.00
       150.00
                                                                           60.00       420.00
                                                                                        50.00
                                                                           80.00                    160.00




         1.00                                                                                            1.00




         1.00                                                                             1.00



        (2.00)          -        -            -     -         -              -           (1.00)      (1.00)




  1,320.00         600.00        -       4,575.00   -     780.00     1,505.00         2,570.00      900.00

       930.00      600.00        -                        195.00          875.00        815.00      550.00
       390.00                            4,575.00         585.00          430.00        255.00      350.00
                                                                                      1,695.00

                                                                       200.00
  1,320.00         600.00        -       4,575.00   -     780.00     1,505.00         2,765.00      900.00

          -             -        -            -     -         -              -         195.00             -

Done             Done       Not used No details         No details Done            Dupe $195      Done
                                     on income                                     Chg
   0      0      0      0      0      0      0      0      0




0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00

   0      0      0      0      0      0      0      0      0
Fac PC   Lachbach Reg                                       Art Show        Site Select Filk
Fund #   Fund #   Fund #         Fund #        Fund #       Fund #          Fund #      Fund #   Fund #
FC-32    LF-33    RG-34          RG-35         RG-36        AS-37           SS-38       FK-39    RG-40



                                                               1,465.00




                                                                    64.50


                    2,925.00       1,365.00      3,120.00                                            585.00
                        300.00                     300.00                                            150.00


                                    (140.00)
                                                  155.00


                                 115.00



                                 145.00




                                 960.00           660.00           720.00                                              120.00


                                 240.00           320.00           640.00                                              240.00
                                                                                                                        80.00
                                                                    30.00
                                  50.00
                                   5.00                              5.00
                                   1.00
                                                                    20.00
                                  10.00                             10.00
                                   7.00             1.00



        -           -            (13.00)           (1.00)           (5.00)            -        -         -                -
                                                                    20.00
                                                                    50.00




        -           -       4,745.00         2,360.00         4,910.00          1,529.50       -         -        1,175.00

  (4,120.00)     615.25       605.00           540.00         1,050.00            701.00               70.00           140.00
                (615.25)      460.00           670.00           510.00            491.50              (70.00)          390.00
                            3,680.00         1,150.00         3,350.00                                                 645.00


  (4,120.00)        -       4,745.00         2,360.00         4,910.00          1,192.50       -         -        1,175.00

  (4,120.00)        -               -                -                -           (337.00)     -         -                -

OPEN           Pass AlongDone              Done             Done             Cash under            Check to     Done
               Chk Req:                                                      Possibly              Interfilk
               Literary Raffle                                               charges               for cash
                                                                             for which we
                                                                             got no slips or
                                   report




   0      0      0      0      0              0       0       0      0

                                                   2655
                                                   5145
                                                   7070
                                                    670



0.00   0.00   0.00   0.00   0.00            0.00 ######    0.00   0.00

   0      0      0      0      0              0   -15540      0      0
                                                           09/02/00
                                            Handicap      Reg       Reg            Ice            Site Sel
Fund #   Fund #       Fund #   Fund #       Fund #        Fund #   Fund #          Fund #         Fund #
CN-41    RG-42        RG-43    RG-44        HA-45         RG-46    RG-47           ICE-48         SS-49




                                                110.00
                                               1,625.00




                                                                                         510.00


                                                                                     (400.00)




             975.00                390.00
                                                                          150.00
                    150.00
                    155.00



                     85.00
                                                   80.00


                                                                              1.00



                     60.00


                    160.00      2,640.00        3,520.00                                4,000.00
                                1,120.00          800.00                                  800.00
                                     120.00       180.00                 630.00            90.00
                    150.00
                                                                                            1.00



                                                   70.00                                   30.00
                     10.00                          2.00                      1.00          9.00



       -            (10.00)             -          (2.00)        -        (6.00)          (10.00)       -      -
                                                  100.00
                     25.00                         25.00



                                                                              4.00


       -       1,760.00         3,880.00        5,165.00    1,735.00     630.00         5,070.00     110.00    -

  (300.00)       360.00           560.00        1,090.00                 480.00         1,045.00     126.00
                 150.00           970.00          925.00                  30.00           350.00
               1,250.00         2,350.00        3,110.00    1,735.00     120.00         3,435.00

                                                                                           50.00
  (300.00)     1,760.00         3,880.00        5,125.00    1,735.00     630.00         4,880.00     126.00    -

  (300.00)             -                -         (40.00)        -             -         (190.00)     16.00    -

OPEN         Done             Done            Under chg    Done        Done          Cash Low      $400 was
                                              $40 MISCALCULATION                                   used
                                                                                     See Memb #7258 by
                                              on (3) 1 day                           Chg needed Facilities
                                                                                     voice approvalfor tips
                                                                                     may not be in Cash high
                                          Chg terminal total




   0      0      0      0      0      0               0           0      0




0.00   0.00   0.00   0.00   0.00   0.00          0.00          0.00   0.00

   0      0
Site Sel   Corp Spon     Reg      Reg      AS Panel Art Show      Void     Void     Void
Fund #     Fund #        Fund #   Fund #   Fund #   Fund #        Fund #   Fund #   Fund #
SS-50      CS-51         RG-52    RG-53    AS-54    AS-55         ??-56    ??-57    ??-58



                                                       1,494.00
                                                         130.68




              1,000.00
                                        40.00


                                         2.00




                    320.00         4,000.00
                                        60.00


                         3.00            2.00



                        10.00           10.00
                         3.00            4.00



-          -            (6.00)          (8.00)        -            -          -          -          -

                                        25.00
                                        20.00
                                         5.00




-     1,000.00      330.00         4,160.00           -       1,624.68        -          -          -

                        10.00      1,105.00                    189.37
      1,000.00                       680.00                    468.72
                    320.00         2,375.00                    877.61

                                                                 90.00
-     1,000.00      330.00         4,160.00           -       1,625.70        -          -          -

-          -              -               -           -           1.02        -          -          -

    Done         Done            Done                                  Void
                                                 No setup over chg #113350        Void       Void
                                                          7 cents
                                                          Cash over
                                                          95 cents
   0      0      0      0      0      0      0      0      0




0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00
Void
Fund #   Fund #   Fund #   Fund #   Fund #     Fund #       Fund #       Fund #
??-59    CA-60    AR-61    PC-62    AS-63      AS-64        AS-65        AS-66
                                                 2,595.00     1,883.00      15,823.00


                                      486.00
                                       42.54       226.41       164.79       1,384.55
       -   -           -             -           -               -             -                -




       -   -           -             -        528.54       2,821.41       2,047.79      17,207.55

                               (1,200.00)     230.55         356.65       1,680.78           260.00
                  1,000.00                                 1,745.46
                                              297.98                                    16,947.55

                                                             720.00         350.00
       -   -      1,000.00     (1,200.00)     528.53       2,822.11       2,030.78      17,207.55

       -   -      1,000.00     (1,200.00)       (0.01)          0.70        (17.01)             -

Void           Check from    OPEN           Cash low     Cash          Cash Short     Done
               ASFA for                                  over
               Art show
               reception
   0      0      0      0




0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00
Fund #         Fund #       Fund #   Fund #       Fund #             Fund #       Fund #         Fund #
AS-67          AS-68        RG-69    AS-70        AS-71              AS-72        AS-73          AS-74
   15,053.00     5,638.00              6,455.00           5,143.00     8,659.00      31,035.00      19,654.00
                                                                         757.73


    1,317.17       493.35                564.88            450.15                     2,715.63       1,719.80
        -            -            -               -               -            -              -             -




  16,370.17     6,131.35          -        7,019.88          5,593.15     9,416.73      33,750.63     21,373.80

                             (200.00)      1,751.75          5,255.99
                6,131.35                   5,817.11                       9,416.73
  16,370.17                                                                             33,750.63     16,370.17

                                                               350.00
  16,370.17     6,131.35     (200.00)      7,568.86          5,605.99     9,416.73      33,750.63     16,370.17

        -            -       (200.00)       548.98             12.84           -              -       (5,003.63)

Done          Done         OPEN         work in       Cash              Done         Done         work in prog
                                        progess       over                           Amer Cancer
                                                                                     Soc Donation
                                                                                     was taxed
0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00
Fund #   Fund #   Fund #   Fund #   Fund #   Fund #   Fund #   Fund #   Fund #   Fund #
ZC-75
      -    -   -   -   0      0      0      0      0      0




      -

      -




      -    -   -   -   0      0      0      0      0      0

      -    -   -   -   0.00   0.00   0.00   0.00   0.00   0.00

Done
Fund for
making
change
0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00
Fund #
0      0      0      0      0      0      0      0      0      0




0      0      0      0      0      0      0      0      0      0

0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00
0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00   0.00
0      0      0




0      0      0

0.00   0.00   0.00
0.00   0.00   0.00
Standard Terms and Rules: (This is designed to go be distributed in 2 methods
1) all to Area Head 2) only cashier sections)

1) Money refers to cash, checks, traveler's checks, or charges.

2) Forms refers to any form where a sale/money transaction has been recorded including but not limited to:
registration, art, sales to members, tours, baby-sitting, etc. Invalid forms should not be destroyed. They
should be marked void and returned to Treasury.

3) Fund refers to the money assigned to a given cash box or Cashier set up. There should only be one fund in
a cash box at a time and money should not be mixed from fund to fund. Inactive funds can be stored in a lock
bag until needed. Only Treasury can create a fund. You can not take money from one fund to create a second
one. If you need additional funds call Treasury.

4) Transactions are the purchase of membership(s), physical item(s), ticket(s) or services from the convention,
recorded on a sales form of some type. Different areas will have different forms.

5) Petty Cash - not all cash funds are Petty Cash stations. If your station is to handle Petty Cash you will be
given specific instructions and forms for this.

6) At no time should money or sales forms be moved from one cash box to another. If you are short one
denomination of cash you may make an even exchange from one box to another, such as a $5.00 bill for five
$1.00 bills.

7) There will be security guards near the cash stations, however, if there is any violent attempt to rob the
convention of its money you should not endanger yourself. ((This needs rewording))

8) Check Cashing: Chicon will not cash checks for either members or convention staff. Chicon will not accept
3rd party checks. ((Is this correct? Is there any policy for this?))

9) Exceptions to policy: (Who can make exceptions?)
 Only the following people can make exceptions to policy:
Tom Veal, Chairman; and Marcy Lyn-Waitsman Treasurer.
(Other people to be added?? Should there be a statement that says Directors can not make
exceptions?)

GETTING STARTED:

To the Area Head:
Money and/or equipment will be delivered to your area approximately 1/2 hour before you open to the public.
The first thing you should do is to count each cash fund separately and confirm it is the amount you need and
is the amount recorded on the receipt. Then sign the receipt and take your copy. If there are any
discrepancies have the Treasury courier confirm your count and record it on the receipt. You should both sign
the receipt. If it is not the correct amount call Treasury and tell them what you need. Each fund will have cards
with the fund number recorded on them. The Treasury Courier will place the cash fund and cards in a cash
box. Do not mix money, cards or forms from one cash fund with another. We recommend that you provide
your staff with samples of sales forms that have been filled out.

Next you should check to see that all the equipment you were assigned is there. This will include cash boxes,
swipe boxes, printer & paper, and if necessary a calculator. This equipment may have been left in your area
from the previous day. You should provide an envelope or bin to collect sales forms for each money station.
Forms for different funds/cashiers should not be mixed.

To the Cashier:
Treasury will have delivered to your Area Head a cash box, a cash fund, swipe boxes, printer & paper, and a
calculator as necessary. Inside the cash box will be numbered cards, do not remove these. These will be
used by Treasury only. You may also find a supply of paper clips, rubber bands and money bands for your
use. Do not mix money, cards or forms from one cash fund with another.
TRANSACTIONS:

To the Cashier:
Your job is to collect the money and process the paperwork to record the sale. The money should be stored in
the cash box and the forms should be collected in the envelope or bin provided for that cash box. Do not mix
money or forms from one cash box/cashier to another.

Sales Forms:
Sales forms will vary in appearance with each area. They will generally be a 3 part NCR, that need the
following information filled in on the form: Name, membership number, address, item(s) purchased, quantity,
cost, total, the method of payment and I.D.s. In some cases they may be filled out before they reach you in
other cases you will have to fill out the form. Invalid forms should not be destroyed. They should be marked
void and returned to Treasury. After you have received payment you will give the fan their copy of the form,
the remain two copies will be separated one copy placed in a bin/envelope marked for Treasury and one in a
bin/envelope marked for your Area. Some areas may have additional processing instructions such as
stamping the fan's copy with a paid stamp.

Cash:
One of the most common errors occurs when making change because the cashier forgets how much money
the fan tendered. In order to avoid this pitfall, always keep the money you were given aside (i.e., NOT in the
cash box) until you have given change AND the fan accepts that change as correct. Then, and only then,
place the money into the cash box. (e.g., fan buys a membership for $135, and gives you two $100 bills. You
place the two bills to the side, and pick up the correct change from the cash box, thinking to yourself, "140,
160, 180, 200" (assuming you picked up a $5 bill and then three twenties). You would then count this back to
the fan, "$135, 140, 160, 180, $200." Once the fan acknowledges that it is correct, usually by grunting, then,
and only then, place the two hundreds into the cash box.)

If the fan challenges the amount of change while you still have the money tendered set aside, you can correct
the mistake, however, if the fan challenges the amount of change AFTER you have placed the money into the
cash box, DO NOT, repeat, DO NOT, give out any more money. At this point, you must call the Area Head, or
whoever is currently in charge, to assist. DO NOT fall for the common trap where the fan will identify the
markings on some large bill you might have in your cash box.

To the Area Head:
There are two different scenarios here:

1. The fan merely is claiming that the wrong change was given.
There are two possibilities:
  a. The cashier made a mistake.
  b. The fan is in error (forgotten how much was tendered, etc.)

2. The fan has attempted to identify a large bill in the cash box, in addition to claiming that the wrong change
was given.
Once again, there are two possibilities:
  a. The cashier made a mistake (and the fan really did give the cashier a marked bill).
  b. The fan is trying to pull a fast one, with the help of an accomplice who gave the cashier that marked bill a
couple of transactions back.

Fortunately, the recovery for both of these is the same: the cash box must be balanced in order to determine if
it is "over". Also fortunately, the cashier is following directions and has called you over. Here is where your
demeanor and your tact may reflect directly upon how people will remember the convention. You must explain
to the fan (and remember that others may hear this conversation), that in order to really determine what has
happened, the cash box must be balanced to see if there is an overage of approximately the amount that has
been claimed as being shortchanged. Take the fan's name and address (hotel, if possible), and assure them
that we will balance the cash box and get back to them. If, when the cash box is balanced, we find an overage
roughly equal to the contested amount. We will, of course, give that money to the fan. You should write a
short note to the Treasury department describing what happened with as much detail as possible, and then call
the Treasury office to let us know right away.

If the fan insists on getting it resolved immediately, Treasury "can" do it, but, of course, it would be easier to do
it at the end of the day. Doing it in real time requires replacing the cash fund currently in the cash box.
If the fan insists on getting it resolved immediately, Treasury "can" do it, but, of course, it would be easier to do
it at the end of the day. Doing it in real time requires replacing the cash fund currently in the cash box.
However, if the fan insists, it's the right thing to do, call the Treasury office and tell us. Treasury will send down
someone to assist. You should explain to the fan that they will have to wait while the Treasury department
balances the fund, and it will take a while. When asking Treasury to assist in this matter, tell us the fund
number (from the index cards in the cash box) so we will bring the correct paperwork down.

Checks:
Checks should be made payable to Chicon 2000 or the 58th World Science Fiction Convention (Is this
correct?). Checks must be made out for the exact amount of the sale. Chicon will not cash checks or accept
3rd party checks. Checks should have the name, address and phone number of the purchaser printed on it. If
it is not pre-printed on the check it must written in by hand or on the check or sales form. You should also
make sure the date and signature are on the check and that the amount is legible. For identification you
should get the following: valid driver's license number or a major credit card number. ((Is this OK or
something else))

Traveler's Checks:
Traveler's checks are treated as cash when making change. Traveler's checks should be made payable to
Chicon 2000 or the 58th World Science Fiction Convention. You should make sure the fans signs the
traveler's check and that the signature matches the one already on the check. If there is no signature on the
check ((What to do?)) ask the fan for a picture ID. If the signature and picture match, have the fan sign both
lines on the check. If the fan can not provide ID or the ID doesn't match...((What to do?))

Charges:
Chicon is using credit card swipe readers for charge authorization. Run the credit card through the swipe
reader, punch in the amount of the sale. (Have directions on exactly what needs to be done been written
up for charge stations?). Have the card holder sign the slip. Give the purchaser his/her credit card, their
copy of the form, and place the remaining copies in the cash box. ((Is this correct))

If authorization is denied.... ((we need information on what to do))

PICK-UPS:

To the Cashier:
Throughout the day we will make pick-ups from you. More pick-ups will be made during your peak times and
fewer during slow times. For reasons known only to the Treasury gnomes, pickups from your cash box are
separated into cash pickups and miscellaneous pickups (i.e., everything but cash). Usually, when pickups are
made, both cash and miscellanea will be picked up at the same time. It is impractical to count the cash at your
station, and it is ridiculous to even think about adding up the checks, charge slips, chits, coupons, etc. To
simplify this, the courier will take your cash and miscellanea, and leave you a numbered receipt that does not
have the amount on it. The money will be placed into a lock bag, which will be locked in your presence.
Accumulated sales forms are generally picked up at the same time. One of the fund identification cards will be
taken to positively identify which fund the money and forms came from.

To the Area Head:
In the Treasury office, the money will be counted, and the remaining copies of the receipt will be annotated
with the correct amount. A copy will be sent back down to you to replace the temporary receipt.

If you have an unexpected peak time and feel you need a pick-up, you can call and request one.

CLOSE-DOWN:

To the Cashier:
Closing down is done by making a pickup of all remaining cash, miscellanea and forms.

To the Area Head:
If this department will be open again the next day, some of the equipment may be left in the area, and should
be secured for the night. Whatever Treasury supplies are not secured should be sent back to the Treasury
office.
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Theory behind disbursement of Petty Cash and Expense Reports:

1. Cash is disbursed ONLY on an APPROVED Petty Cash Voucher.

2. Petty Cash is considered to be $100.00 or less. Anything over that amount will have to be handled by Treasury.

3. Approval of Expense Report is NECESSARY, but it is NOT authorization to pay out of petty cash. It IS authorization for
bookkeeping to charge some expense accounts and a credit to an advance account. A Petty Cash voucher must be
separately approved.

4. Expense Reports and Petty Cash Vouchers will be resolved after the convention. Checks will be issued to people who
are owed money, and BILLS will be sent to people who appear to owe us money. Proper expense reporting will insure that
we don't send bills to people who have legitimately spent advanced money on authorized MagiCon business.

5. Each Petty Cash station will have two envelopes/folders or bins: one for approved Expense Reports, and one for not
yet-approved ones. Division heads and other budget-authorized people should occasionally stop by the Petty Cash station
in their area (if they have one) and go through the Expense Reports which they haven't yet approved. If they don't have an
office Expense Reports can be sent to the mail boxes in Services. Expense Reports will be processed and resolved in the
Treasury office; Petty Cash stations only COLLECT them.


Petty Cash Supplies:

Cash Blank Petty Cash Vouchers Blank Expense Reports
Cash Box Blank Received By Petty Cash Slips Petty Cash Procedures Handout
 Authorized Signature List

Routine transactions

1. Money going out-

In order to receive Petty Cash, the person requesting the advance must have the written approval of someone authorized
to commit the convention's funds. These budget-authorized people have all been given Petty Cash Vouchers. They
authorize someone to get this kind of an advance by completely filling out the Petty Cash Voucher and signing it. They will
keep one copy of the form. You should have a sheet of facsimile reproductions of their signatures, you should check the
signature for authenticity. ((What if it doesn't match or isn't on the list)) Advances of this nature are to be charged again
the individual fan's advance account, which Treasury will create when they collect your paperwork. You will have the fan
sign the Petty Cash Voucher, then you sign the voucher as the person disbursing the cash. Then give out the cash. You
will give the fan a copy of the Petty Cash Procedures and an expense report form, and remind him/her that the expenses
must be reported. They will also get one copy of the Voucher. The last copy goes in the Petty Cash box for Treasury. ((Is
there a limit on the total amount someone can get during the con? what is it? how is it enforced?)) Invalid forms should no
be destroyed. They should be marked as void and returned to Treasury.

2. Money coming in - ((Include samples of filled out forms))

This refers to change being returned from previously advanced money. When a fan returns with cash that they had been
advanced and did not need to spend, you will need to fill in a "Received By" Petty Cash Slip. This will include the date, th
person's name, membership number and the amount being returned. The cashier will sign it, give the fan one copy and
place the other in the Petty Cash box for Treasury.

3. Expense Reports -

Petty Cash is a collection station for expense reports. At no time will anyone be reimbursed directly from an expense
report; even an approved one. The only way anyone can get money from Petty Cash is with an approved voucher.
Expense Reports will be separated into two piles:

a) Completely filled out forms including approval and authorization.

 b) Incomplete forms requiring approval and authorization.
 b) Incomplete forms requiring approval and authorization.

Treasury will collect the completed forms. Division heads should routinely come by to collect incomplete forms and sign
them after which they can be placed in the envelope/folder for Treasury to collect.


Problems:
Scenario - A fan comes to Petty Cash with a completed Expense Report for $30 with written approval. The fan needs the
money to eat dinner. You can substitute an other circumstances for this, such as the fan has receipts only and no approval
etc., but the method for handling it is the same.

Strictly as a courtesy, and to avoid people dying of starvation, you can make an exception to the usual policy of having an
approved Petty Cash Voucher for reimbursement if you feel it is warranted.

The fan can be advanced up to $20 (see below chart) from Petty Cash for which they must sign a Petty Cash Voucher.
They will be given the yellow and pink copy and must return the yellow copy with an approval, the division head will keep
the pink copy. The expense report and receipts will be kept by the cashier. In order to be reimbursed the remainder the
fan must submit another Petty Cash Voucher for the difference. If the fan has receipts and no expense report an expense
report must be filled out right then and must be left with the cashier.

Receipt(s) Total Maximum Amount Advanced
$ 0.01 - $10.00 The full amount
$10.01 - $20.00 $10.00
$20.01 - $40.00 Half the full amount
$40.01 and up $20.00

This should be enough for the fan to get a reasonable dinner, or whatever, but protects the convention in that we will not be
giving out more than the fan has spent on our behalf, and not so much that if the voucher is not approved and we can't get
the money back we would go broke.

Note well that this sort of advance is a courtesy on the convention's part to the fan (who has been courteous to us by
advancing us HIS/HER money to get something we needed). However, in no circumstances should we allow a fan to split
up a set of receipts in order to make two or more transactions in order to get more than the $20 limit. The fan MUST have
or fill out an expense report THEN AND THERE, and attach all the receipts, to get this kind of advance. The Petty Cash
cashier must take the Expense Report and hold all the receipts the fan has when requesting the advance. This should
prevent the fan from taking some of the receipts to each of two other Petty Cash stations and thereby bypassing the limit.

If the fan insists that they must be reimbursed for the full amount right then. The division head must be contacted for
approval, beeped if necessary. The cashier must receive first hand either verbal or written approval from the division head
or other authorized person. The fan can not tell you they received verbal approval (but the convention chairman, for
example, can), the cashier must get this first hand .

Petty Cash Procedures:

In order to receive Petty Cash at MagiCon you must have an approved Petty Cash Voucher. Petty Cash will not be
disbursed via expense reports. If you receive Petty Cash you MUST turn in an Expense report to account for the money
you spent on behalf of the convention. Generally only Division Heads can approve Petty Cash Vouchers. They will carry
blank forms, and additional forms can be found at the Petty Cash Stations.

When you receive Petty Cash you have signed for responsibility for MagiCon's money. Treasury will create an Advance
account for you. Until you turn in an Expense Report or return the money you will be accountable for it. You can not turn
the money over to any one else and expect them to account for it. Since you signed for it, Treasury will only have your
name on record. If you do not turn in an Expense Report or return the cash MagiCon will bill you for it.

Petty Cash Voucher:
Fill in the area and description of what the money is for. Fill in your membership number and the amount you are to be
advanced. The Division Head must approve it. The Division head will keep the pink copy.

The form should be then be brought to your division's petty cash station or to Services if they don't have a Petty Cash
station. You may not go to another station unless yours is closed for the night. Then you may go to night Services petty
cash station.
station. You may not go to another station unless yours is closed for the night. Then you may go to night Services petty
cash station.

The cashier will fill in the date and amount they are releasing to you at the top of the form and will sign it. You will the
the form. You will be give the yellow copy for your records. The white copy is for Treasury. At this point you are
responsible for the money and must turn in an Expense Report to account for it.

Expense Report:
If you have spent money on MagiCon's behalf you need to turn in an expense report to account for it. All original receipts
must be attached. Any item $25.00 or over that does not have a receipt may not be reimbursable per IRS law. You can
not receive Petty Cash by turning in an expense report, it can only be paid out with on a Petty Cash Voucher.

Fill the form out completely and have your division head approve it. If it is over $150 it must be authorized by X? If yo
were not advanced money a check will be sent to you after the convention, when bookkeeping has had a chance to
reconcile the books. If you need the money sooner you can get your Division Head to approve a Petty Cash Voucher for
you. If you were advanced money and did not use it all and did not turn the change back into Petty Cash, the convention
will bill you for the difference.

Excess cash:
If you were advance money from Petty cash and did not use it all you should return the remainder to the Petty Cash station.
You will receive a receipt for it.




Dear Division Head,

There is an ages-old conflict between the need to account for funds disbursed to fans who have spent or will spend on
behalf of the convention and the need to charge the correct budgets for the money actually spent. Traditionally, this has
been done not too especially well by paying a fan who turns in an expense report. At MagiCon, we need two separate
documents: one to account for the cash, and one to provide the bookkeeping records necessary to charge the right budget
accounts. You need to approve both. Here's why:

Approval of an Expense Report means:

"Dear Bookkeeper: All these expenses are legitimate MagiCon business and should be charged to my budget (account
numbers as indicated)."

Approval of a Petty Cash Voucher means:

"Dear Cashier: Please give this much money to this person and instruct the bookkeeper to charge this person's advance
account. I know that this person either will or already has spent this much money on legitimate MagiCon business; that the
expenses either already have or will appear on an expense report; and if there is any money left over, that this person will
return it to MagiCon."

We hope that you will help MagiCon remain fiscally responsible by carefully following the guidelines and policies enclosed
and distributing them to your staff with your endorsement. Please don't take short cuts that by pass the paperwork
necessary to keep the convention records as accurate as possible. We thank you in advance for your cooperation.


   Sincerely,
   Judith C. Bemis
   MagiCon Treasurer




   Joe D. Siclari
   MagiCon Chairman

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MagiCon Treasury Debriefing Report

This is a Treasury debriefing, I written as much as I can remember on what happened in as many area's as
I could. I have included a copy of the manual. I am sure that there is more information, and that some of
what I have is probably wrong (either I didn't remember it correctly, or was misinformed, or didn't know all
the details) but I hope this will help people with running Treasury at the WorldCon level in the future. I tried
to make the debriefing follow the table of contents of the manual. The manual itself is not in the exact order
as the table of contents and there are some things I added like part of the fund reconciliation that are not
mentioned and some things that were missing though they may be there in another format like the daily
cash set-ups and job descriptions. Things like copies of the APA, pocket program etc. are not there.
Debbie King

Staffing:
There was insufficient staff during the con. Of the 23 people who agreed to work pre-con 4 were not able to
show up. 6-8 additional people were recruited during the con. However, most people only worked 2-
hours a day, so that meant we were still understaffed. Because we were short of staff several key people
worked 10-14 hours a day. This wears these key people out quickly. There should be several people who
can share the duties of the higher level key positions such as Office Manager, Main Fund Cashier and
Comptroller. A minimum of 2 people for each position, three would be better. We are still working on paper
work (as of Nov. 7th) that might have been done during the con with more and better organized staff at
con.

Mostly the staff worked very well together. There were a few people who had a harder time working with a
few of the staff members than others, but every one worked together despite any irritations or frustrations
they may have felt with other staff members. Since there were no blow up where people walked away and
wouldn't work any more I think it went well.

Office Manager: has to deal with to many problems and should probably have an assistant, who can take
over and see that the solution to a problem is followed through. It was also helpful to have someone to act
as triage person, answering phones, making sure we got food and drink, etc. These could be combined
into one job. The Office Manager generally didn't have access to cash except a few times where the MF
Cashier was not available or busy and did not have access the safe, though she was a signer on the safe
deposit boxes and could sign some checks in the Treasurer's absence.

Comptroller: needs to be familiar with the computer system, accounting application, and the chart of
accounts. The Comptroller should be provided a list of account numbers to use, instructions on how to add
account numbers when necessary, how to do data entry into the main books. (need general duties outlined,
i.e. coding and entering info into the main books, producing reports etc.)

The Comptroller did most of the data entry into the main books. This included check requests, expense
reports, and sales/revenue forms. The information from these helped the board to make last minute budget
changes. Reports were printed for daily Board meetings.

Main Fund Cashier: one of the main problems the MF Cashier encountered was one balancing daily cash
transactions to the main fund. Frequently the NCR forms were not given to the MFC in a timely manner or
never reached him. The forms need to be better organized so the MFC gets his/her copy ASAP. There
should be log/spread sheet of all the forms transferring cash in and out of the Main Fund that can be used
to balance the MF each day or during an interim as necessary. There should maybe, be one person
working with the MF Cashier providing assistance during busy times and break time.

There were also problems with Set-Ups, all needing to happen at the same time, and everyone demanding
theirs NOW! Because there was no good communication with other areas handling money they didn't
realize how their hours of operation affected cash in Treasury. Such as everyone needing Set-Ups at the
same time or wanting to stay open later, forcing Treasury to be open very long hours, since we need time to
process money and paperwork before and after it goes in or out of Treasury. A pre-con meeting with all
cash handling areas (6-12 months pre-con, the week of the con being too late for people to adjust their own
procedures to better work with Treasury) should be held to discuss how cash is going to be handled.
Treasury should have the final say (with the exception of directions given by Operation Board) on how cash
is handled, but should also be willing to compromise where it can, on things that will not put the con at
financial risk, go against Board policy, or cause major or expensive changes in its own procedures. Mailing
financial risk, go against Board policy, or cause major or expensive changes in its own procedures. Mailing
information is not good enough since most people will ignore it or not read it thoroughly enough to grasp the
problems involved.

Treasurer: needs the patience of a Saint (is there a Saint Judy? if not there should be). The number of
problems that comes the Treasurer's way and which only s/he can solve make the Office Manager's look
minuscule. The Treasurer should probably have a an assistant that can take his/her solution to a problem,
pass it on and follow it up as necessary.

Any special instructions on how to record items should be noted in advance by the Treasurer, such as:
There should be a list of bounced checks and how to record the replacement checks. Depending on the
bank there may be certain items (checks, money orders etc.) that require special handling when being
deposited. It might be good for the Treasurer to keep a note book of last minute changes (during the last
month or so pre-con) that may not get in the APA etc. that the staff need to know and print a 1-2 page
hand out for at-con. This would have include things like the Gray Line tickets information was selling and
that Gray Line needed to be paid the next day in cash. Several areas like the comptroller, data entry clerk
and tellers could have used a mini chart of accounts for the most frequently used numbers, and there
should have been a method of adding new account numbers and letting people know what they were.

Data Entry Clerk: Spread sheeting the information had several advantages. Done correctly it would
provide a check to see that all funds balanced, would give balance check figures for the deposits, and
income.

Data entry was almost all done at the convention. However, most of it was not checked for errors and there
were quite a few, from the fund names, to the columns items were placed in, and reversing debits and
credits (often due to error in the form design). Only part of the first few days were checked, mainly the
white copies from Tue-Fri.

Having the funds run multiple days created another problem. Due to the number of forms we were
processing, sometimes over 100 a day, we broke it out and by day to make the file and spread sheet more
manageable. With a fund that would run several days, paperwork for it was entered into several spread
sheets making none of them balance unless you file combined, easy to do in Windows not as easy to in
DOS. Combining files also made for large and unwieldy spread sheets.

Another problem came from the software. MagiCon was using As Easy As on a PC when we went to print
the first batch we found we were having problems with the spread sheets titles and borders and the
program would split the printing of a column between two pages. We also could not compress print, but
this may have been our fault or the printers. The first 3 days of data took 21 pages to print.

We then switched to the MAC which gave us other problems. The rented MAC, was not budgeted and was
paid for personally. It was not configured correctly, had insufficient memory to run an application and print,
and only had a low density drive which was broken (said all disks were locked). The software had to be re
formatted to a low density drive and the drive replaced in order to take the files off the computer. We
borrowed a local person's printer. Using a laser printer allows you to shrink the information to a more
manageable number of pages when printing.

General Staff (Tellers/ Couriers): most of the staff didn't seem to have any trouble picking up the general
routine of taking money down to an area and returning with it, and counting it. There were one or two
problems with some people, some of it due to poor communication within Treasury, too many policy and
procedures not fully developed by the time the con opened, and some just with people not understanding
and not asking questions.

Scheduling: There should be better daily schedule that fills in the needed staff hours first. It may be better
to sign people up for X:00 to Y:00 for a certain position such as data entry clerk or Teller. Some people
would come in and work for an hour or two, feel there was a lull and they weren't need and leave with out
checking if there was anything else they could be doing. A on going list of things to be done might help.

Hours: Very few areas knew in advance what hours they would be handling money. This made it very hard
to schedule Treasury staff and workload. People are not aware that Treasury needs to open and close
before/after everyone else. This is some thing that should be mentioned in mailings. Several areas wanted
to be open very early or late. This can be a real hard ship for Treasury. Several days during the con
to be open very early or late. This can be a real hard ship for Treasury. Several days during the con
Treasury was open from 8AM to Midnight. There is another way to solve this problem. For those areas that
need to be open either very early or very late, they can be given a late evening fund which they will keep
overnight. It would be helpful if other areas were open or only needed Treasury support between the hours
of 10:00 AM - 10:00 PM. This still means that Treasury will be open from at least 9:00 AM - 11:00 PM,
probably longer.

Training: I don't know how helpful the APA's were, if they were read they should have given people a feel
for what they would encounter, though not every thing was covered in them. The manual was mostly taken
from the APA, but would have been to long to read at the con for the new people. Most of them learned
from doing it "on the job". All of the staff had to be walked through the procedures at con.

APA:
See Training. There were 5 APA's generally 30 plus pages each. It went to all the staff and the MOB,
which increased the cost. The copying was done free, many were hand delivered. The cost would have
been much higher otherwise.

Manual:
See Training. Never got finally finished there was too much for one person to do and to many of the policy
and procedure decisions were not made early enough to complete writing the text pre-con. Trying to do
them at-con was a failure there was too much else going on.

The final manual was huge, a lot of the copying was done pre-con, free, but there was to much do it all.
The cost of copying, dividers and binders would have added up to a considerable amount. In the end I only
tried to make 5-6 copies to do 23 would have been unreasonable for 2 reasons. I doubt many people
would have used or read them and the cost for 5-6 was probably close to $100, for 23 who knows how
much it would have run. If you want to do a manual finish it (copy and collated) before you go to the con.
You should have copies for the Treasurer, Comptroller, Main Fund Cashier, Office Manager, and at least
one or two Office copies for the staff to refer to. Copies can also be given to future World Cons.

Location and Room Layout:
Our location was very good we had a nice view of the con floor, there was a lot of walking to get to various
area's but that would have happened almost anywhere, due to the size of the convention center. Access to
the area was limited, not too many people seemed to find us except the ones who needed to. There were a
few people who came up who shouldn't have. The facilities provided a copier (500 free copies 20 cents
each copy over that), small fridge, sink, plenty of phones, lots of chairs, desks (in cubicles) and tables, and
a lockable storage area with a safe.

A few problems: the lights were not bright enough and we needed lamps (they were in the process of
putting in a new lighting systems in the other office, ours was next). The safe was not bolted down and
though it was heavy (and behind a locked door) it would not have been impossible to remove it if someone
had really wanted to rip the con off. This meant we couldn't leave as much money in the safe as we would
have liked to and had to move the money back and forth across the street to one of the safe deposit boxes
we had. Due to the size of the boxes in the Peabody (larger than you normally get) we had to many
reserved for the con's use.

Another problem with the space was the cubicles themselves. They did not provide the best type of area
for Treasury as they cut everyone off from each other and slowed the flow of information between groups.
A better area would have been one large open area, with the main fund in one corner, supplies in another,
a central work table for tellers and the computers against one wall. One or two offices or a curtained area
would have been nice for meetings and the Treasurer.

Supplies and Equipment: Most of the equipment was borrowed from 3 fan groups (FANAC, NESFA and
Lunarians). We seemed to have enough to get by, there may have been a few things we could have used
more of like large cash boxes and swipe readers. There was some problem getting the swipe readers to
work, but it was resolved. Because of the NESFA supplies not much had to be purchased in the way of
scissors, staplers etc. mostly just files, storage boxes, a few pens etc.

We tried to keep track of where the equipment was going when it left Treasury but needed to cut down the
level of information that we were tracking. Instead of tracking every item that went out, like each lockbag,
we should have tried to track only those items that were remaining out like cash boxes and swipe boxes.
we should have tried to track only those items that were remaining out like cash boxes and swipe boxes.
We labeled the equipment from each group to have a master inventory but the labeling was done
incorrectly, creating a mess of the information.

Time Line:    We had a pre and at con time line some of which we did, some we didn't. The things we
didn't accomplish rarely affected how Treasury ran at con, it just meant there was more to do after the con.

Bank Accounts: Several bank accounts were used, we chose to deposit a certain type of money into
separate accounts (i.e. all the charges got deposited into one account, cash to another, check and
traveler's checks etc.) Deposits were prepared, (deposit stamp, filled out deposit slip, and copied) every
day as we went along, though they we not deposited in the bank every day. Some of the cash went to pay
the hotel bills, etc.

The full cash request to the bank is missing, however, they did not have the correct quantity of each
denomination and some last minute changes had to be made.

Policy and Procedures: Too many policies were either not finalized, or finalized to late to write procedures
to handle them. The Board needs to make policy decisions far enough in advance for Treasury to write the
procedures and distribute them to all the division and area heads. The final procedures should be
distributed 6 months before the con or no later than 3 months before the con. Any later and the information
will not reach the people who need to know it. Not only do procedures need to be written but frequently
forms are designed around policy decisions.

Money Handling Procedures: Since were did not distribute these like we plan things could have been
better though several of the things that went wrong were not things we thought of like people accepting
foreign currency check (Canadian and British). Another problem was information being written on the
check in the wrong place, improperly filled out checks, illegal information being written on the checks (state
laws prevented you from writing credit card number etc.).

With charges there were all sorts of bank restrictions on what you could accept, how to process it etc.
There was a lot of documentation which I did not have time to read through and therefore some important
information on how to process charges may not have been included. They also had impossible things in
the procedures they wanted us to use to handle charges.

Petty Cash/Expense Reports/Check Requests/Advances: There were problems with these four things
since they were so intermingled. How to make sure someone who got petty cash for some thing didn't later
get a check for it and get paid twice. Should someone fill out a check request or an expense report. How to
make sure that someone who was advanced money by check or cash turned in the expense report with
receipts to account for it. The system needs a little more work, if it had also been finalized earlier and the
policy distributed to staff earlier in a mailing it might have helped. The petty cash portion seemed to work at
con, though I was not very involved in that part of the office so I may be wrong. Judy who had to balance
every thing at the end may have a better idea.

Forms and Instructions: The Treasurer needs to vet all money handling forms before they are printed, this
should include pre-con forms as well as at-con forms. Certain guidelines on what the forms should have on
them should be decided on in advance. These items could include: member name and number, address,
items being purchased, quantity, cost, total, sales tax, date, method of payment, ID's, form number, number
of copies, and who receives what copy. Many states have different laws on what you can or can not write
down for ID, what is taxable etc. These should be checked on before the guidelines are finalized. Samples
of possible form designs would be helpful. Instructions on how to fill in the forms should also be provided,
including a sample filled out form.

Deciding how many forms to print is one of the hardest things to do, unless you have some idea how many
forms a previous Worldcon used. Even then if you are doing totally different forms there is no comparison.
Treasury printed 5 NCR forms, the rest were one or two sided single sheet forms that were easily copied.
We had trouble with the NCR forms as we did not have the printer number them, we decided to save
money and do it ourselves, this meant that when we did the numbering we discovered that we had been
shorted forms. The printing had been done out of state and the forms were shipped to the con on the
Boston truck. It was several weeks later that we discovered the error and we had no way of getting more
forms printed. After discussions with the printer, who claims he did print everything, that he totally mis
calculated the cost in our favor, why did we wait so long to complain, there must be a box missing etc., we
calculated the cost in our favor, why did we wait so long to complain, there must be a box missing etc., we
decided not to fight the charge as the forms did come in under budget ($289 of $400). The only form we
came close to running out on was the Generic Sales form. Other NCR forms not ordered by Treasury
included, Registration, Sales to Members, and Art Show Talley Slip.
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Most of the Treasury forms were designed using MACDraw and printed on a laser printer. This allowed us to
scale down the smaller forms and fit more on a page. When printing NCR forms you have to decide how
many sets you need printed (i.e. one original with 250 sets of 3 part paper, cut in half gives you 500 (3 part)
forms.) Charges are generally for sets and cutting, you decide where the glue will go depending on how you
want the form cut. You need to leave enough margin so all the form gets copied and enough space between
the forms so they can be cut. Different printers offer different colors in different order. On the bottom of the
form should be printed who gets what color. Most of the single sheet forms were printed on different color
paper to make it easier to tell them apart.

Most area's did not decide on their forms until very late. At least one was not seen by Treasury first and had
several problems because of this. The problems include no form number, insufficient number printed, not
enough NCR pages for Treasury and the area to each have a copy. This meant that Treasury kept the
original (which was needed for IRS purposes) and then we tried to copy all the forms for the area to do their
reconciliation. The trouble with this was that we were short of staff, had a hard time getting to a free working
copier, and didn't keep good track of which forms had been copied and which hadn't. There were a lot of
forms to be copied and it might have been easier, though more expensive to send them out for copying.

Another problem with the forms was the way they were filled out or not filled out. Many came to us incomplete
so that we were not sure how much had been collected. Many were added incorrectly also.

Area Set-Up: Very few areas filled these out, which made it hard to anticipate what our cash and supply
needs would be during the con.

Cash Set-Up & Pick-Up: More than enough were printed. The Set-Up copy for the Main Fund Cashier should
be a different color than the Pick-Up. All of the fund forms should be designed to eliminate unnecessary
coding. Coding should be done after the Main Fund Cashier gets a copy, the Cashier didn't get them all back
and was not able to balance.

Misc. Pick-Up: Enough were printed.

Money/Form Handling Logs: Weren't fully used because we rushed to much, might have helped to resolve
some problems if they had been, balancing funds etc.

Logs for Equipment: We tried to track to much see Supplies and Equipment.

Check Request and Expense Report: Very few were printed in advance because we were expecting to make
changes at the con, but didn't have time to do them. These forms were very similar and may have confused
some people. It was hard to use them and note correctly how they should be processed (i.e. for a check, or
against an advance).

Petty Cash: Seemed to work okay. Enough were printed.

Generic Sales: We almost ran out of these. They seemed to work okay.

Sales/Revenue Worksheet: This was poorly designed and created a lot of data entry problems. It wasn't
marked well enough as to what was debited or credited, and using it to enter into two systems, (the
reconciliation spread sheet and main books) didn't help. In some cases the main books broke information out
differently. Possibly having an area or two that was used to code the data entry information might have
helped, especially with the main books, though it would have meant more work.

Fund Reconciliation: This was not really used either since we were trying to use the computer instead. Many
of the funds were impossible to reconcile because people played games with the open funds, especially in
of the funds were impossible to reconcile because people played games with the open funds, especially in
registration.

Main Fund Count Out: This was not really used. Some more formal method than was done should be used to
count the money each morning and night and the records should be filled together.

Check Approval: This was never really used, I don't think many personal checks were cashed but I am not
sure.

Negotiable Paper Deposit: We printed enough and they seemed to work okay. They were used to track
individual pick-ups of checks, traveler's checks and charges when they were merged into a deposit slip. In
case the deposits were off, you would then have the ability to follow the paper trail for each pick-up.

Communications:
Was one of the worst areas of Treasury. Once Policy and Procedures have been finalized they should go in
any Committee and Staff APA's etc. for all divisions, as soon as possible. While before the con we tried to
distribute our policy and procedures, and did fairly well with this, I don't know how many actually read the stuff.
I can tell you many did not respond to the mailings we sent directly to them, asking for information, which
Treasury needed in order to plan how it would work. This information is stuff which they should have needed
to know also in order to run their area. Many ignored us, a few gave us info after they were chased down,
some came last minute, a rare few actually gave us stuff reasonably fast. Very few had any idea of what they
need or what hours they would need it, it often changed day to day, even more than once during the day.
Some flat out told us they did not want to be told how to handle anything in their area, they had their way and
we could like it or lump it. Despite the fact that a meeting was held to reach a compromise, they ignored the
compromise the next day and created lots of paperwork problems for Treasury.

It would be better if before the con, the Board agreed that Treasury would create procedures and policies for
handling money, which the Board would approve. All areas would be required to adhere to these policies and
procedures. Areas that had other requirements where these policies and procedures might conflict, a
compromise should be agreed upon and adhered to. This means Treasury and the Board would have to
agree to these policy and procedures far enough in advance (at least 6 months), so that the information could
be disseminated to all areas handling money, and they could then incorporate them into their own policy and
procedures.

Each area handling money should submit to Treasury a copy of their money handling plans, including but not
limited to: Their hours of operation, location during the con, forms being used, instructions to cashiers, and
equipment needed. These should be approved by Treasury at least 3 months before the con.

Treasury had planned to hand out during the con several items including Treasury and You #2 which told of
our hours, how to get checks, advances, etc. Money Handling Guideline which told areas handling money how
to do it. Petty Cash Policy and Procedures. These did not go out to all the staff mail boxes and the various
offices which is what was intended. A few incomplete version were published in POOF and the APA and a few
were handed out at-con. In all cases the information for them was not complete enough for a major
distribution. Make your decisions pre-con. These might have helped several area if they had had them and if
they had read them. Several of them were long 4-5 pages which might have discouraged people from reading
them. The Money Handling Guideline in particular should have gone out to areas far enough in advance that
they could include the procedures in how they planned their area to run. Also the cost of copying these
procedures for at con distribution would have been high given the length and number of copies you would
have needed.

Misc. Other:

Funds:
To often there were last minute funds created with out Treasury being aware of it until money was already
coming in, such as the Handicap Services and the Yard Sale. This stuff should have been known in advance
and planned for. Other special items for other world cons, bids, and the NASFic won't always be known in
advance but they should some how be encouraged to contact the convention as soon as they know they need
Treasury's assistance.

Funds should be closed every day! Leaving them open for 1-3 days created data entry problems. For those
areas that need to be open either very early or very late, they can be given a late evening fund which they will
areas that need to be open either very early or very late, they can be given a late evening fund which they will
keep overnight.


State and Federal and IRS Laws/Bank requirements:
Before deciding on Treasury policy and procedures, you should investigate laws or bank requirements that will
affect how Treasury will run and what information it needs to collect. Such as needing original copies of all
paperwork for audit purposes, all numbered receipts much be kept especially voids, bank requirements/laws
regarding what information you can take/record when accepting check or credit cards for payment (in some
states you can ask to see ID such as a major credit card or telephone number but it may be illegal to write this
down), what type of checks could be deposited (foreign currency, incorrect information written on check, no
bank ID/MMR?). No telephone or mail order credit cards orders could be accepted and all charges had to
have an original signature on the order/receipt.

Problems:
We didn't think to plan how to handle problems, which of course created more problems. Some of the things
we encountered were: 1) loose money or paperwork - there should have been a procedure to collect this
paperwork and eventually reconcile it to a fund. 2) some checks/charges with a problem that might have
prevented them from clearing the bank were pulled from the funds with no record of where they came from
some type of journal entry was needed to record the transfer of a problem from one fund to another. 3)
because we weren't fully prepared to hand out money handling procedures to all cashiers there were
problems - there should have been a short list of key reminders inside each cash box (i.e. do this or don't ever
do that). 4) one of the things we did not anticipate were checks in foreign currency, and several were accepted
- there should have been signs and written notices in various publications that MagiCon was accepting US
funds only. 5) one thing future cons should do is decide on how they will handle every type of
procedure/problem they can think of in advance, like can staff buy things on advance accounts etc. If can be
as simple as we aren't going to do or allow this, or a written procedure on how advance accounts work etc.
and then tell all your staff what is going on. The manual and APA's combined have a lot of information on
questions and ideas that we came up with, though it doesn't usually mention how (what discussions we had)
came to decide on the policy we wrote.

I hope this helps people, if you have any comments, corrections etc. to add to this please let me know. I am
sure I have forgotten things, but more than 6 months have passed and this is the best I can do.
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ere expecting to make
 may have confused
d (i.e. for a check, or




oblems. It wasn't
 stems, (the
  broke information out
ation might have


 mputer instead. Many
 unds, especially in
 unds, especially in


 one should be used to


ashed but I am not


 ere used to track
 o a deposit slip. In
         up.


 ed they should go in
 the con we tried to
  actually read the stuff.
nformation, which
 should have needed
were chased down,
  any idea of what they
ce during the day.
hey had their way and
 ise, they ignored the


dures and policies for
e to these policies and
 ight conflict, a
ard would have to
  the information could
  their own policy and


 ans, including but not
 ns to cashiers, and


You #2 which told of
  s handling money how
 xes and the various
and the APA and a few
h for a major
y had had them and if
ed people from reading
ough in advance that
 f copying these
  copies you would




money was already
 en known in advance
 lways be known in
 s they know they need


 problems. For those
ng fund which they will
ng fund which they will




k requirements that will
original copies of all
nk requirements/laws
 r payment (in some
y be illegal to write this
written on check, no
 all charges had to



 . Some of the things
ure to collect this
m that might have
ere they came from -
d to another. 3)
ers there were
 e. do this or don't ever
 several were accepted
 was accepting US

 counts etc. If can be
 accounts work etc.
t of information on
 discussions we had)


se let me know. I am
    February 28, 1992

Treasury and You #1

Dear Division/Area Head,

 In order for all of us to achieve our goals of running the best WorldCon possible, we need your help so we can
help you. To keep the convention on financial track, we need your assistance in generating the right type of
paperwork. It may seem like a lot to you but believe us it is really necessary. We hope this letter will help explain
to you how Treasury expects to operate before and during MagiCon.

PRE-CON:

Area Set-Ups:
 Division and Area Heads were asked to submit, on January 17, 1992, an Area Set-Up form to Treasury. This form
will give Treasury the information we need to arrange to have enough cash and equipment to supply everyone's
needs during the convention. We need this as soon as possible as our bank has given us an early date to give
them our preliminary cash requirements, and we may need time to get back to you about your request. We also
need time to borrow, rent or purchase equipment.
  At this time very few Areas have responded. Areas that have responded will have priority for cash and
equipment needs, areas that have not responded may not get the cash or equipment that they need, if there are
not enough left to fulfill their needs. Please send us your Area Set-Up form by X date so we can supply you with
the right cash and equipment.
 If you have not received an Area Set-Up form please let us know and we will send you one. If you are not sure
that Treasury has an Area Set-Up form for your area, please contact us and we will check on it for you.
 About 6 weeks before the convention Treasury will send you a confirmation as to what cash and equipment we
believe you have requested. Please review this carefully and get back to us as soon as possible with your
changes. Any changes received after X date may be too late for us to fulfill those needs.

Sales Forms and Hours:
 All areas should use a sales or petty cash form to record monetary transactions. This form should be designed
so that there is a copy for Treasury, usually the second most legible copy. Since Treasury has other information
that they will need on the form, all forms should be submitted to Judy Bemis for approval before they are printed.
 Treasury also needs to know your hours of operation and what you believe your peak and slow hours will be.
Please get this to us by X date.

Check Requests:
 For Pre or At Con deliveries of equipment, supplies, publications, sales items or advances please courtesy copy
Judy Bemis with your plans so she can arrange to have the funds available. Please fill in a check request when
you have the final detailed information.

AT CON:

Money Transactions:
1) For any area handling money (cash, check or charges) at con we will deliver your Area Set-Up approximately
1/2 hour before you open. This will include cash, cash boxes, imprinters, charge slips, and if necessary calculators.
We will also provide written guidelines for handling cash, checks and charges. These will also be available pre
on request. We recommend that you provide your staff with sample sales forms that have been filled out.

2) At no time should money or sales forms be moved from one cash box to another. This makes it impossible to
balance the cash box. If you are short one denomination of cash you may make an even exchange from one box
to another, such as a $5.00 bill for 5 $1.00 bills. We recommend that you have a clearly marked bin to collect forms
in for each cash box.

3) During the day we will make pick-ups from you. More during your peak times and fewer when you are slow. If
you have an unexpected peak time and feel you need a pick-up, you can call and request one.

4) When we pick up your money we will also pick up your sales forms.

5) At the end of the day we will make a final pick-up of your money and sales forms. We will also pick-up any
equipment that will not be needed the next day. Any equipment left in your area should be secured for the night.
5) At the end of the day we will make a final pick-up of your money and sales forms. We will also pick-up any
equipment that will not be needed the next day. Any equipment left in your area should be secured for the night.

Other Cash Needs:
If you are going to need cash other than for an Area Set-Up such as for tips and food or supply purchases that will
exceed $X dollars, please let Judy Bemis know by X date what the item(s) are, the approximate amount and date
you will need it. We especially need to know about any money you might need before Friday.

Petty Cash/Advances:


POST CON:

Check Requests:
Please notify Judy Bemis of any amounts that will be due within 30 days after the convention by August 14, 1992.
  your help so we can
ng the right type of
 is letter will help explain




m to Treasury. This form
t to supply everyone's
an early date to give
your request. We also

ity for cash and
 they need, if there are
we can supply you with

ne. If you are not sure
 on it for you.
 sh and equipment we
ossible with your



rm should be designed
y has other information
before they are printed.
 d slow hours will be.



s please courtesy copy
a check request when




      Up approximately
d if necessary calculators.
 also be available pre-con
e been filled out.

makes it impossible to
exchange from one box
arked bin to collect forms


r when you are slow. If




will also pick-up any
e secured for the night.
will also pick-up any
e secured for the night.


upply purchases that will
imate amount and date




ion by August 14, 1992.
Sun         Mon         Tue         Wed         Thu         Fri          Sat
            10/9/2000   ########    ########    ########    ########     ########
########    ########    ########    ########    ########    ########     ########
########    ########    ########    ########    ########    ########     ########
########    ########    ########    11/1/2000   11/2/2000   11/3/2000    11/4/2000
11/5/2000   11/6/2000   11/7/2000   11/8/2000   11/9/2000   ########     ########
########    ########    ########    ########    ########    ########     ########
########    ########    ########    ########    ########    ########     ########
########    ########    ########    ########    ########    12/1/2000    12/2/2000
12/3/2000   12/4/2000   12/5/2000   12/6/2000   12/7/2000   12/8/2000    12/9/2000
########    ########    ########    ########    ########    ########     ########
########    ########    ########    ########    ########    ########     ########
########    ########    ########    ########    ########    ########     ########
########     1/1/2001    1/2/2001    1/3/2001    1/4/2001     1/5/2001    1/6/2001
 1/7/2001    1/8/2001    1/9/2001   1/10/2001   1/11/2001   1/12/2001    1/13/2001
1/14/2001   1/15/2001   1/16/2001   1/17/2001   1/18/2001   1/19/2001    1/20/2001
1/21/2001   1/22/2001   1/23/2001   1/24/2001   1/25/2001   1/26/2001    1/27/2001
1/28/2001   1/29/2001   1/30/2001   1/31/2001    2/1/2001     2/2/2001    2/3/2001
 2/4/2001    2/5/2001    2/6/2001    2/7/2001    2/8/2001     2/9/2001   2/10/2001
2/11/2001   2/12/2001   2/13/2001   2/14/2001   2/15/2001   2/16/2001    2/17/2001
2/18/2001   2/19/2001   2/20/2001   2/21/2001   2/22/2001   2/23/2001    2/24/2001
2/25/2001   2/26/2001   2/27/2001   2/28/2001    3/1/2001     3/2/2001    3/3/2001
 3/4/2001    3/5/2001    3/6/2001    3/7/2001    3/8/2001     3/9/2001   3/10/2001
3/11/2001   3/12/2001   3/13/2001   3/14/2001   3/15/2001   3/16/2001    3/17/2001
3/18/2001   3/19/2001   3/20/2001   3/21/2001   3/22/2001   3/23/2001    3/24/2001
3/25/2001   3/26/2001   3/27/2001   3/28/2001   3/29/2001   3/30/2001    3/31/2001
 4/1/2001    4/2/2001    4/3/2001    4/4/2001    4/5/2001     4/6/2001    4/7/2001
 4/8/2001    4/9/2001   4/10/2001   4/11/2001   4/12/2001   4/13/2001    4/14/2001
4/15/2001   4/16/2001   4/17/2001   4/18/2001   4/19/2001   4/20/2001    4/21/2001
4/22/2001   4/23/2001   4/24/2001   4/25/2001   4/26/2001   4/27/2001    4/28/2001
4/29/2001   4/30/2001    5/1/2001    5/2/2001    5/3/2001     5/4/2001    5/5/2001
 5/6/2001    5/7/2001    5/8/2001    5/9/2001   5/10/2001   5/11/2001    5/12/2001
5/13/2001   5/14/2001   5/15/2001   5/16/2001   5/17/2001   5/18/2001    5/19/2001
5/20/2001   5/21/2001   5/22/2001   5/23/2001   5/24/2001   5/25/2001    5/26/2001
5/27/2001   5/28/2001   5/29/2001   5/30/2001   5/31/2001     6/1/2001    6/2/2001
 6/3/2001    6/4/2001    6/5/2001    6/6/2001    6/7/2001     6/8/2001    6/9/2001
6/10/2001   6/11/2001   6/12/2001   6/13/2001   6/14/2001   6/15/2001    6/16/2001
6/17/2001   6/18/2001   6/19/2001   6/20/2001   6/21/2001   6/22/2001    6/23/2001
6/24/2001   6/25/2001   6/26/2001   6/27/2001   6/28/2001   6/29/2001    6/30/2001
 7/1/2001    7/2/2001    7/3/2001    7/4/2001    7/5/2001     7/6/2001    7/7/2001
 7/8/2001    7/9/2001   7/10/2001   7/11/2001   7/12/2001   7/13/2001    7/14/2001
7/15/2001   7/16/2001   7/17/2001   7/18/2001   7/19/2001   7/20/2001    7/21/2001
7/22/2001   7/23/2001   7/24/2001   7/25/2001   7/26/2001   7/27/2001    7/28/2001
7/29/2001   7/30/2001   7/31/2001    8/1/2001    8/2/2001     8/3/2001    8/4/2001
 8/5/2001    8/6/2001    8/7/2001    8/8/2001    8/9/2001   8/10/2001    8/11/2001
8/12/2001   8/13/2001   8/14/2001   8/15/2001   8/16/2001   8/17/2001    8/18/2001
8/19/2001   8/20/2001   8/21/2001   8/22/2001   8/23/2001   8/24/2001    8/25/2001
8/26/2001   8/27/2001   8/28/2001   8/29/2001   8/30/2001   8/31/2001     9/1/2001
 9/2/2001    9/3/2001    9/4/2001    9/5/2001    9/6/2001     9/7/2001    9/8/2001
Introduction:

This manual is not to tell you how to run your At-Con Treasury it is
here to help you plan how to run it.

Like every convention department there are many things that go into making
it run efficiently. It takes your decisions as to what makes the best use
of your available resources to accomplish that for your con.

The information provided here will hopefully cover most of the factors
you will need to take into consideration to do this.

Some are generic to any area like how many tables and chairs do you need.

Others are area specific such as how much cash seed will you need to
bring to the convention to set-up every area handling money so they can
make change.

No two conventions will be exactly the same.

State laws will vary in things such as what you can record for ID's for
someone paying by check or charge.

Many things will need to be decided by your convention committee
such as how Petty Cash works or who can Comp a membership.

However just knowing that you need to get answers to these and
other questions should start you in the right direction.

If you find that there are items not covered in this manual please let
us know so we can include them for future conventions.

At-Con Treasury has change since Magicon in 1992, frequently one
of the most important functions is providing the Chair and Division
Heads with a daily update on income and expenses so that they know
when the con has broken even and how much additional money there
is to spend on areas like the Con Suite.

To do this At-Con Treasury needs a way to process information on
sales in real time on a daily basis.
Treasury Agenda for the : ???

                                                                                   Policy:
Review changes to Committee Questions

Update the Guidelines to Handling Money

Check the status of Assigned Tasks

Staff Recruitment:

Timeline:                                                                          Procedures:
    Other dates over the next year that we can meet and work on Treasury
    policy, procedures and forms.

     Dates that things need to be done by like deposit/payments for the
     facilities, etc.

Forms:
    What need to be reprinted, reworked etc.

If there is time:
                                                                                   Review of Tasks to be com
Communication:
   Discuss how we can better interact with other areas that will be handling
   money at con. How to get to them before they design an area/form that
   won't work for us.

     At future All Hands meetings how about having a breakout that is a training
     session for people who are handling money?

     Even those people who we know are competent in running their area can't
     read our minds and know what we are going to expect from them and what
     exactly they can expect from us. We should keep and attendance records
     so we know who has had the training and who we still need to work on.

     What needs to be posted on the web.

     What needs to be physically handed to people as a hard copy?

     List of areas we know will be handling money.

     Liaisons for major areas handling money such as Reg and Art Show.
                                                                                     In no particular order, this is going to be a long meet
         There are certain policies the convention needs to decide on in order for   decide to have 2.
         procedures to be designed. We should go over the list of Committee
         Questions for MilPhil and what changes we want to make so we can            Charges:
         create a new list of Committee Questions for N4.                                        How to process a charge sales
                                                                                                 How to close the swipe box
         This could be a worth while item to be on the committee web page when                   How to balance the swipe box
         it is completed.
                                                                                     How do we get out by 10PM each night!!!! I prom
ocedures:                                                                                     How do we divvy up the coverage so Da
        Make a list of the ones that need a major overhaul vs. the ones that just             at the same time always
        need some tweaking. Maybe try and set meeting dates to work on them.
                                                                                     Who produces reports for committee? Rich
         One major area the needs doing is the Main Fund which I don't do and                 Do we give just the raw data?
         need Dave C. and Tony to write up.                                                   In what format?
                                                                                              At what time? 10-10:30 AM for 12 Noon



                                                                                     Staff:
eview of Tasks to be completed for next meeting                                                  I'd still like to have 2 more people
                                                                                                 How many people do we need each hou
                                                                                                 sign up sheet.

                                                                                     Cash req at con. What quantity & denominations ar

                                                                                     Food at con - what can we have, where are we gettin
                                                                                                Drinks - cooler
                                                                                                Snacks
                                                                                                Lunch

                                                                                     Go over internal processing procedures.

                                                                                     Decide what color form goes where (white, yellow, p
                                                                                               Multipart forms
                                                                                                               Transfer forms
                                                                                                                Cash Set-up
                                                                                                               Cash Pick-up
                                                                                                                Misc Pick-up
                                                                                                                  Refund

                                                                                     Decide what color the other forms are
                                                                                               Blue
                                                                                               Cream
                                                                                               Green
                                                                                               Lilac
                                                                                               Orange
                                                                                               Pink
                                                                                               White
                                                                                               Yellow

                                                                                     Should I pre-print these or only do enough to get thr
                                                                                     we change the design at con.
Bring to con from home (excludes stuff packed f
           Joni
                    Swipe box & hard copy forms
                    Bring book of set ups
                    PC

          Debbie
                     Manual online
                     Hard copy of manual

          Judy
                     PC's & Printers

          Dave
                     Time stamp




What needs to be done:

          E-mail staff asking what days at con they
                      What hotel they are at
                      Other contact info such as ce

          Create Task stations
                    Create 100 task cards
                    Create 100 intermediate pick
                    Create 100 pick-up status ca

          Staff sign up sheet for at con

          Signs for walls:
                     Work flow
                     How to do each task/procedu

          Finish manual for at-con instructions

          Joni: inventory of what you are bringing.

          Are we going to have a hand out for mon
                     If so what will it include?
                     Refund form-how many?
 is going to be a long meeting unless we



ss a charge sales
 he swipe box
ce the swipe box

0PM each night!!!! I promised to help on the bid parties
vvy up the coverage so Dave & I are not there
ime always

 committee? Rich
st the raw data?

 10-10:30 AM for 12 Noon meeting




have 2 more people
ople do we need each hour so I can design a


uantity & denominations are we bringing?

e have, where are we getting it?




ng procedures.

oes where (white, yellow, pink)
                       White       Yellow     Pink       Quantity
 Transfer forms
  Cash Set-up
  Cash Pick-up
  Misc Pick-up
     Refund

er forms are                       Quantity
         Count out                    150

         Deposit log                    10
         Pick-Up check list            100
         Intermediate pick up          100
         Fund balancing                150

         Task card                     100

r only do enough to get through a day at a time incase
 (excludes stuff packed for trucks):

wipe box & hard copy forms
ing book of set ups



anual online
ard copy of manual


C's & Printers


me stamp




sking what days at con they will be available
hat hotel they are at
 her contact info such as cell phone numbers


eate 100 task cards
eate 100 intermediate pick-up cards
eate 100 pick-up status cards

sheet for at con



ow to do each task/procedure

 for at-con instructions

y of what you are bringing.

 to have a hand out for money handling areas at con?
so what will it include?
efund form-how many?
Treasury Agenda for the July 12th Readercon Meeting.

                                                                                   Policy:
Review changes to Committee Questions

Update the Guidelines to Handling Money

Check the status of Assigned Tasks

Staff Recruitment:

Timeline:                                                                          Procedures:
    Other dates over the next year that we can meet and work on Treasury
    policy, procedures and forms.

     Dates that things need to be done by like deposit/payments for the
     facilities, etc.


If there is time:
                                                                                   Review of Tasks to be com
Communication:
   Discuss how we can better interact with other areas that will be handling
   money at con. How to get to them before they design an area/form that
   won't work for us.

     At future All Hands meetings how about having a breakout that is a training
     session for people who are handling money?

     Even those people who we know are competent in running their area can't
     read our minds and know what we are going to expect from them and what
     exactly they can expect from us. We should keep and attendance records
     so we know who has had the training and who we still need to work on.

     What needs to be posted on the web.

     What needs to be physically handed to people as a hard copy?

     List of areas we know will be handling money.

     Liaisons for major areas handling money such as Reg and Art Show.
                                                                                     In no particular order, this is going to be a long meet
         There are certain policies the convention needs to decide on in order for   decide to have 2.
         procedures to be designed. We should go over the list of Committee
         Questions for MilPhil and what changes we want to make so we can            Charges:
         create a new list of Committee Questions for N4.                                        How to process a charge sales
                                                                                                 How to close the swipe box
         This could be a worth while item to be on the committee web page when                   How to balance the swipe box
         it is completed.
                                                                                     How do we get out by 10PM each night!!!! I prom
ocedures:                                                                                     How do we divvy up the coverage so Da
        Make a list of the ones that need a major overhaul vs. the ones that just             at the same time always
        need some tweaking. Maybe try and set meeting dates to work on them.
                                                                                     Who produces reports for committee? Rich
         One major area the needs doing is the Main Fund which I don't do and                 Do we give just the raw data?
         need Dave C. and Tony to write up.                                                   In what format?
                                                                                              At what time? 10-10:30 AM for 12 Noon

                                                                                     Staff:
eview of Tasks to be completed for next meeting                                                  I'd still like to have 2 more people
                                                                                                 How many people do we need each hou
                                                                                                 sign up sheet.

                                                                                     Cash req at con. What quantity & denominations ar

                                                                                     Food at con - what can we have, where are we gettin
                                                                                                Drinks - cooler
                                                                                                Snacks
                                                                                                Lunch

                                                                                     Go over internal processing procedures.

                                                                                     Decide what color form goes where (white, yellow, p
                                                                                               Multipart forms
                                                                                                               Transfer forms
                                                                                                                Cash Set-up
                                                                                                               Cash Pick-up
                                                                                                                Misc Pick-up
                                                                                                                  Refund

                                                                                     Decide what color the other forms are
                                                                                               Blue
                                                                                               Cream
                                                                                               Green
                                                                                               Lilac
                                                                                               Orange
                                                                                               Pink
                                                                                               White
                                                                                               Yellow

                                                                                     Should I pre-print these or only do enough to get thr
                                                                                     we change the design at con.
Bring to con from home (excludes stuff packed f
           Joni
                    Swipe box & hard copy forms
                    Bring book of set ups
                    PC

          Debbie
                     Manual online
                     Hard copy of manual

          Judy
                     PC's & Printers

          Dave
                     Time stamp




What needs to be done:

          E-mail staff asking what days at con they
                      What hotel they are at
                      Other contact info such as ce

          Create Task stations
                    Create 100 task cards
                    Create 100 intermediate pick
                    Create 100 pick-up status ca

          Staff sign up sheet for at con

          Signs for walls:
                     Work flow
                     How to do each task/procedu

          Finish manual for at-con instructions

          Joni: inventory of what you are bringing.

          Are we going to have a hand out for mon
                     If so what will it include?
                     Refund form-how many?
 is going to be a long meeting unless we



ss a charge sales
 he swipe box
ce the swipe box

0PM each night!!!! I promised to help on the bid parties
vvy up the coverage so Dave & I are not there
ime always

 committee? Rich
st the raw data?

 10-10:30 AM for 12 Noon meeting


have 2 more people
ople do we need each hour so I can design a


uantity & denominations are we bringing?

e have, where are we getting it?




ng procedures.

oes where (white, yellow, pink)
                       White       Yellow     Pink       Quantity
 Transfer forms
  Cash Set-up
  Cash Pick-up
  Misc Pick-up
     Refund

er forms are                       Quantity
         Count out                    150

         Deposit log                    10
         Pick-Up check list            100
         Intermediate pick up          100
         Fund balancing                150

         Task card                     100

r only do enough to get through a day at a time incase
 (excludes stuff packed for trucks):

wipe box & hard copy forms
ing book of set ups



anual online
ard copy of manual


C's & Printers


me stamp




sking what days at con they will be available
hat hotel they are at
 her contact info such as cell phone numbers


eate 100 task cards
eate 100 intermediate pick-up cards
eate 100 pick-up status cards

sheet for at con



ow to do each task/procedure

 for at-con instructions

y of what you are bringing.

 to have a hand out for money handling areas at con?
so what will it include?
efund form-how many?
Treasury Agenda for the June 6 - 8th All Hands Meeting.

Policy:                                                                            In no particular order, this
     There are certain policies the convention needs to decide on in order for     decide to have 2.
     procedures to be designed. We should go over the list of Committee
     Questions for MilPhil and what changes we want to make so we can              Charges:
     create a new list of Committee Questions for N4.

     This could be a worth while item to be on the committee web page when
     it is completed.
                                                                                   How do we get out by 10
Procedures:
    Make a list of the ones that need a major overhaul vs. the ones that just
    need some tweaking. Maybe try and set meeting dates to work on them.
                                                                                   Who produces reports for
     One major area the needs doing is the Main Fund which I don't do and
     need Dave C. and Tony to write up.

Communication:
   Discuss how we can better interact with other areas that will be handling       Staff:
   money at con. How to get to them before they design an area/form that
   won't work for us.

     At future All Hands meetings how about having a breakout that is a training
     session for people who are handling money?                                    Cash req at con. What qu

     Even those people who we know are competent in running their area can't       Food at con - what can we
     read our minds and know what we are going to expect from them and what
     exactly they can expect from us. We should keep and attendance records
     so we know who has had the training and who we still need to work on.

     What needs to be posted on the web.                                           Go over internal processin

     What needs to be physically handed to people as a hard copy?                  Decide what color form go

     List of areas we know will be handling money.

     Liasons for major areas handling money such as Reg and Art Show.

Staff Recruitment:

Review of Tasks to be completed for next meeting                                   Decide what color the othe

Timeline:
    Other dates over the next year that we can meet and work on Treasury
    policy, procedures and forms.

     Dates that things need to be done by like deposit/payments for the
     facilities, etc.


                                                                                   Should I pre-print these or
                                                                                   we change the design at c
Bring to con from home




         Debbie



         Judy


         Dave




What needs to be done:




         Finish manual

         Joni: inventory

         Are we going t
 no particular order, this is going to be a long meeting unless we
 cide to have 2.


          How to process a charge sales
          How to close the swipe box
          How to balance the swipe box

ow do we get out by 10PM each night!!!! I promised to help on the bid parties
        How do we divvy up the coverage so Dave & I are not there
        at the same time always

ho produces reports for committee? Rich
        Do we give just the raw data?
        In what format?
        At what time? 10-10:30 AM for 12 Noon meeting


          I'd still like to have 2 more people
          How many people do we need each hour so I can design a
          sign up sheet.

ash req at con. What quantity & denominations are we bringing?

 od at con - what can we have, where are we getting it?
          Drinks - cooler
          Snacks
          Lunch

o over internal processing procedures.

ecide what color form goes where (white, yellow, pink)
         Multipart forms                      White        Yellow      Pink       Quantity
                         Transfer forms
                          Cash Set-up
                         Cash Pick-up
                          Misc Pick-up
                            Refund

ecide what color the other forms are                       Quantity
         Blue                    Count out                    150
         Cream
         Green                   Deposit log                     10
         Lilac                   Pick-Up check list             100
         Orange                  Intermediate pick up           100
         Pink                    Fund balancing                 150
         White
         Yellow                  Task card                      100

hould I pre-print these or only do enough to get through a day at a time incase
e change the design at con.
ing to con from home (excludes stuff packed for trucks):
         Joni
                  Swipe box & hard copy forms
                  Bring book of set ups
                  PC

        Debbie
                   Manual online
                   Hard copy of manual

        Judy
                   PC's & Printers

        Dave
                   Time stamp




hat needs to be done:

        E-mail staff asking what days at con they will be available
                    What hotel they are at
                    Other contact info such as cell phone numbers

        Create Task stations
                  Create 100 task cards
                  Create 100 intermediate pick-up cards
                  Create 100 pick-up status cards

        Staff sign up sheet for at con

        Signs for walls:
                   Work flow
                   How to do each task/procedure

        Finish manual for at-con instructions

        Joni: inventory of what you are bringing.

        Are we going to have a hand out for money handling areas at con?
                   If so what will it include?
                   Refund form-how many?
                                                     6-03 Mtg Notes                                        Page 281
Our next meeting: Readercon
Saturday July 12th, 3 PM, Burlington Marriott, Judy & Tony's room.
Agenda: Update Guideline to Handling Money (includes requirements for Area heads)

General Meeting Notes:

At Con Space: we would like Kent as Treasury and Jefferson as the Office but it is still to be decided.
These rooms have a connecting door, and Office has agreed to restrict access to people with special
Treasury staff Ids (ribbon, badge, gizmo) [Action item: Tim]

Art Show Sales cash set ups need to be delivered 1 hour prior to opening.

Our policy is to not reimburse for printing any money taking forms that have not been approved by the
Treasurer.

Policies we need the committee to decide on: Petty Cash, Comps, Supporting conversions to one day
attending (yes or no).

Tasks Assigned:

Task: Write job description for Liaison to "Area" such as Art Show Sales or Registration
Person: Tim
Due Date: TBD (To be decided)

Task: Write Petty Cash Policy
Person: Tim, Ted & Debbie
Due Date: TBD

Task: Write Policy for Comp Memberships with list of possible examples
Person: Tim, Ted & Debbie
Due Date: TBD

Task: Write description of how to handle Site Selection funds, include: banks accounts, cash, check and
charges (bidders must buy in to procedure).
Person: Alex Latzko
Due Date: TBD

Task: Work with Pat Malloy to determine what bank details are acceptable to 65th WSFS bidders.
Person: Tim
Due Date: March 2004

Task: Write description on how to get credit card swipe boxes up and running, Include: what equipment
to use (printers, splitters etc.), phone lines, things that might need to be programmed, things that can
cause problems, when to order/receive Person: Alexis Layton
Due Date: TBD

Task: Available options and cost for (~7) swipe boxes. (Known costs: $190/phone line in Hynes, may be
a per call charge for 800 numbers).
Person: Alex Latzko, Alexis Layton
Due Date: TBD

Task: Write description on how the Main Fund works
Person: Dave Cantor with Tony Parker to proof
Due Date: TBD

Task: Inventory of Arisia Treasury supplies
                                                         6-03 Mtg Notes                                  Page 282
Person: Alex Latzko
Due Date: TBD

Task: List of possible Arisia Treasury staff to invite to join N4 staff
Person: Alex Latzko
Due Date: TBD

Task: Taking money (updating N3 video; need hard copy of video)
Person: Ann
Due Date: TBD

Task: Update web page with following documents: ST-2, ST-5, Money Handling Guidelines,
Expense report and procedure, Petty Cash
Person: Tim
Due Date: ASAP

Unassigned Tasks:
Develop Budget
Inventory Supplies from Torcon, Boskone and Arisia
Update:
 At Con Management
 Condense Do's and Don't to 1 page
 At Con procedures to process money


Develop Training session for last breakout session of 2004 for any Area Head handling money

Things to remember for the convention:

Yard sale on Monday: likely to be organized at the last minute, needs a fund, we may need to provide a
cashier.
77ee683d-8592-46aa-87a7-0f7a6893957a.xls                                       MP-Budget


Here is what I gave Alexia for first pass for Chicon; could you add the pass
along payments (out to chicon, and in from anyone who has promised)

There should probably be a page in the manual for budget; what have I
forgotten?

Judy

$   500.00   Pre-con copying             $500.00                                   Total      Price      QTY        Item         Staples
$   200.00   Pre-con postage             $200.00                                        51.92      12.98        4   25 file jackets expand to 2"
$   600.00   at-con forms printing        $600.00                                        2.93       2.93        1   500 blank 3x5 index cards white
$   200.00   Office supplies pre-con      $200.00                                        9.72       9.72        1   2 Hanging file box with lid, corragated
$   300.00   Office supplies at-con       $300.00                                        38.9       7.78        5   3 Pens for detecting conterfeit bills
             At-con security (1person*24 hrs*7 days*off duty cop rate)                      0
             2 safes (1 in treasury, 1 at Reg) (rent1?)
             2 at-con house phones (1 w putside access)                               103.47                        Staples
             beepers/cell phones? (maybe 1 for Dave or his deputy)
             pass along for calculators, safe, lock bags                                                            Zip Lock bags
             copier (rental) (for bank deposits, etc.)
$   150.00   rental for cash boxes, etc. from NESFA            $150.00?
$   500.00   pre-con phone                   $500.00                               Total      Price      QTY        Item         Office Max
$   300.00   pre-con postage                 $300.00                                    45.98      22.99        2   50 file jackets expand to 2"
$   300.00   pre-con misc.                   $300.00                                     2.99       2.99        1   500 blank 3x5 index cards white
             computer and printer (rent)(for spreadsheeting cash boxes)                  7.99       7.99        1   2 Hanging file box with lid, corragated
$ 2,000.00   airfare/hotel for managers meetings $2000.00                               38.85       2.59       15   Pens for detecting conterfeit bills
$ 200.00     refreshments for at-con         $200.00                                        0

             non-budget items                                                          95.81                        Staples
             coin wrappers and bill bands from bank
             deposit slips, etc (should be 3 part NCR)                                                              Zip Lock bags
             chart of accounts


$ 5,250.00
                                   Noreascon Four Membership Form                                                                                     The 62nd World Science Fiction Convention



               Kid in Tow (free)
                                   September 2-6, 2004 — Boston, MA                                                                                   PO Box 1010, Framingham, MA 01701
                                                                                                                                                      info@noreascon.org — www.noreascon.org
                                     • Child rates are for children 12 and under accompanied by an adult.
Member                               • Save this receipt. It is your proof of payment.                                      Please circle the appropriate rate below.
Number                               • Shaded areas are for staff use only.                                          FULL                                            ONE-DAY                   OTHER
                                                                                               WED–FRI         SAT          SUN      MON              THU       FRI    SAT   SUN       MON



                                                                                       Adult       $200        $180         $110     $75      Adult    $50      $75    $80      $80    $50

                                   Member 1 Name (required)
                                                                                       Adult       $200        $180         $110     $75      Adult    $50      $75    $80      $80    $50

               □                                                                       Child       $100         $90          $55       —      Child    $25      $35    $40      $40    $25
                                   Member 2 Name
                                                                                       Adult       $200        $180         $110     $75      Adult    $50      $75    $80      $80    $50

               □                                                                       Child       $100         $90          $55       —      Child    $25      $35    $40      $40    $25
                                   Member 3 Name
                                                                                       Adult       $200        $180         $110     $75      Adult    $50      $75    $80      $80    $50

               □                                                                       Child       $100         $90          $55       —      Child    $25      $35    $40      $40    $25
                                   Member 4 Name




                                   Address Line 1                                                                                           Payment Information (Staff Use Only)                       Total
                                                                                                                                            White—Registration, Yellow—Treasury, Pink—Member


                                   Address Line 2                                                                                      Method                                Date

                                                                                                                                       □ MasterCard/Visa                 □ Voucher                      Tally Clerk Initials

                                   City                                                State/Province
                                                                                                                                       □ Cash                            □ Other
                                   Zip/Postal Code                                     Country                                         □ Traveler's Check                    Total
                                                                                                                                                                             Paid                        Cashier Initials
                                                                                                                                       □ Check #
                                   E-mail Address
                                                                                                                                       ID
                                                                                                                                            (Type and number)
                                   Telephone Number



*Other Type:                                                                                     Authorized by (Name, Title, Signature):                                                                       stamp
                                       Noreascon Four Membership Form
                       September 2-6, 2004 - Boston, MA                                                        Shaded sections for Staff Only.
               K C
               - H The 62nd World Science Fiction Convention                                                   Child rates are for children 12 and under with an adult.
Member         I I    PO Box 1010, Framingham, MA 01701                                                        Save this receipt. This is your proof of membership.
Number         - L info@noreascon.org - www.noreascon.org                    WED-              FULL                                                    ONE-DAY
               T D                                                            FRI        SAT          SUN       MON                  THU       FRI       SAT       SUN      MON



                                                               Adult         $200        $180         $110       $75        Adult     $50       $75       $80        $80     $50

                     Member 1 Name (required)
                                                               Adult         $200        $180         $110       $75        Adult     $50       $75       $80        $80     $50

               □□                                              Child         $100          $90         $55       ---       Child      $25       $35       $40        $40     $25
                     Member 2 Name
                                                               Adult         $200        $180         $110       $75        Adult     $50       $75       $80        $80     $50

               □□                                              Child         $100          $90         $55       ---       Child      $25       $35       $40        $40     $25
                     Member 3 Name
                                                               Adult         $200        $180         $110       $75        Adult     $50       $75       $80        $80     $50

               □□                                              Child         $100          $90         $55       ---       Child      $25       $35       $40        $40     $25
                     Member 4 Name



                     Address Line 1                                                                                      Payment Information (Staff Use Only)                      Total
                                                                                                                         White-Registration, Yellow-Treasury, Pink-Member


                     Address Line 2                                                                                   Method
                                                                                                                                                                                     Tally Clerk Initials
                                                                                                                      □ MasterCard/Visa           □ Voucher #_______________
                     City                                              State/Province
                                                                                                                      □ Cash                          Date____________________
                                                                                                                                                                                      Cashier Initials
                     Zip/Postal Code                                   Country                                        □ Check #____________           ID______________________

                                                                                                                                                      (Type and number)
                                                                                                                      □ Traveler's Check
                     E-mail Address

                                                                                                                      □ Other_______________          Total Paid_______________

                     Telephone Number




*Other Type:                                                                Authorized by (Name, Title, Signature):                                                                        stamp

				
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