Winter session accounting procedure

Below, you can find the new instructions for accounting for winter symposiums. The instructions are quite detailed, but if there are problems or unclarities not covered in them, please write to the treasurer (in 2019: Nicole des Bouvrie (nicole.nobyeni @ nsuweb.org). The reason the new system is being put into place, is to live up to the demands of the auditors, as well as easing the workload of our accountant (thus saving some time and money). The instructions are the same for both study circles and ad hoc symposia.

Deadlines & what to send to whom

The deadline for finishing the WS accounting report is the 15th of May. Please submit the Zoho Expense report to the NSU Treasurer (2019: nicole.nobyeni @ nsuweb.org) and then send the finished Excel sheet to the Treasurer as well. The NSU Treasurer will then approve the reporting and send everything to Susanne (at FNF, the NSU accountants).

Exchange rates

In the income side of the Accounting report overview, which is done in the attached excel template, you will need to calculate manually in order to list the expenses in SEK. Everyone has to use the same exchange rates, as listed below. They are not in the guidelines, as they will change yearly. They are the taken from the Swedish National Bank on the 1st of March. This is something that has been agreed on with our accounting service provider at FNF. If you have been handling income in another currency than the ones listed below, please contact the NSU Treasurer, right away.

Rates for 2019 [date 1 March 2019]

Currencies in relation to SEK
1 DKK 1 EUR 1 GBP 100 ISK 100 NOK 1 PLN 1 USD
SEK 1.408195 10.5071 12.2505 7.7416 108.0119 2.4410 9.2513

Getting a Zoho Account

Each circle will need an account for the Expense reporting system, Zoho Expense. In order to have your account created, please write to Nicole des Bouvrie, Treasurer NSU 2019, to indicate which email address the account should be tied to. Preferably, if you have a circle email account, use this. If not, use the address of the coordinator responsible for the accounting.

Attached instructions

Hopefully you will find them easy to follow.

NSU Instructions for the accounting report WS

Budget template