2014 GUIDELINES FOR PREPARING

ADMINISTRATIVE EXPENSE BUDGETS

Account Name
LUNCH SCHEME

Guidelines
When budgeting for this expense, please show the breakdown of how the figures were arrived at in the justification column. See formula below:No. of !mplo"ees x # $ate x # of da"s per "ear
NOTE: Only the Societys portion is to be included in the budget figures (and NOT the 20% that is borne by the Staff)
2014 Lunch Scheme (Estimated) %ssume a &'( increase )inflation* from +'&, figures. Current 2013 Unit Cost of Lunch: $410.40 Society pays 80% - $328.32 Staff pays 20% - $ 82.08 -rojected 2014 .nit /ost of 0unch: $451.44 Societ" pa"s 1'( - #,2&.&3 Staff pa"s +'( - # 4'.+4 %ssume +2' work da"s in the "ear (this will exclude holidays) 2014 Co !! B"!#$ %E&'()#'!*+ %ssume a &'( increase from +'&,:Current 2013 Unit Cost: Coffee Break ----- $8 .2! .Society pays 100% "rink for Lunch,,--- $1#.0 TOTAL $103.34 $ro%ecte& 2014 Unit Cost: /offee 5reak ---- #41.&1 .Society pays 100% 6rink for 0unch,,--- #&3.3' TOTAL $11-../ ,, for persons on the in-house lunch scheme only

TRAINING STAFF (GL

!00"##$)

7he amount needed for the "ear b" "our 5ranch 8 6ept is to be communicated to 9$ 6ept. )0araine

9arrison : ;erlette 0awton* and copied to /arlene 5ennett for inclusion in 9$<s overall 5udget. 7his is not to be included in the branch<s budgets.

STAFF COSTS

7he following Staff /osts are to be left blank as these xps are budgeted b" 9$ )-a"roll 6ept.*: %ll statutor" deductions such as N97, N=S, 9!%$7, etc. >roup 0ife =nsurance 9ealth Scheme Salaries Staff ?acation %llowance Staff .niform Staff 7elephone !xpenses

MEAL 0 TRANSPORT SATURDA1

@nl" branches that open on a Saturda" are to budget amounts in this >0 account. /urrentl" NO branch is open on Saturda"s.

OVERTIME

5ranches should not budget for overtime. Where @7 is absolutel" necessar", this should be communicated to 9$ 6ept )-a"roll A >eorgia 5eckford* and copied to ?- 5ranch
6istribution : 5ranch 6evelopment ;anager )Boan Walter : /arlene 5ennett respectivel"* for consideration and where approved will be budgeted centrall" under 9$<s 5udget

SUPPER 0 TRANSPORTATION ALLO2ANCE

5ased on the ;@% with the .nion of /lerical %dministrative : Supervisor" !mplo"ees, the +'&C, the unit cost for Supper %llowance will be $532. 7ransportation rates var" from a low of #C+3 to a high of #C,12' per trip as per the 'ppro(e& )a*i +ares for 2013 sent b" 9$ )0eslie 9all on ;a" ++, +'&,*. =n completing the justification for this expense, please provide a detailed breakdown of how the figures were arrived at )including the of team members, the unit cost, the of da"s, etc.

STAFF 2ELFARE 0 STAFF 2ELNESS CASH SHORTAGE 0 TELLER DIFFERENCE

7his item is to be budgeted b" 9$ onl". $ecommendation is to budget the same amount for each branch based on siDe as 2

follows for +'&C:Small : #&',''' ;edium : #&+,''' 0arge : #&C,''' ARMOURED COURIER SERVICES When budgeting for this item, please show the calculations in the justification column. /ash ?olumes x the unit price 8 # rate 4 No. of trips )i.e. cash movement* x #rate COURIER SERVICE %ll branches to budget for /ourier Services )currentl" provided b" 7ara /ouriers* with the exception of:- %tech& Ne' (ingston) *u+e Street , -.T 'hich are co/ered by Office Ser/ices0 5reakdown of calculations and proper justification is reEuired. ENTERTAINMENT 5 BUSINESS DEVELOPMENT 7o be standardiDe across the branches. 7he amount proposed for +'&C:Small : #&C,''' ;edium : #+',''' 0arge : #,',''' FOREIGN TRAVEL %ll Foreign 7ravel expenses are to be budgeted centrall" under the -residentGs /ost /entre. =f there are an" Foreign 7ravel reEuirements
this should be communicated to >roup Finance )Banice ;cHenle"* and copied to the ?- 5ranch 6istribution : 5ranch 6evelopment ;anager )Boan Walter : /arlene 5ennett* respectivel".

GENERAL TRAVEL

5udget accordingl" as needed with proper justification and breakdown of figures. $eminder: -lease include in >eneral 7ravel
5udget, travelling for team members to attend training )such as those conducted b" 9$ 7raining 6ept*.

GROUNDS MAINTENANCE INSURANCE -6R 6ANITORIAL SERVICE

5udget as needed. 7o be budgeted b" 6uke Street 5ranch onl" 5udget as needed based on negotiated agreements with service providers. %n" significant increase over the +'&C projected 3

inflation rate )avg 4(* reEuires strong justification MAINTENANCE 5 FF 0 E %ll maintenances relating to Furniture, Fixtures and !Euipment including upholstering of chairs, repairs to machines, etc. should be budgeted under this >0. %ll building maintenances relating to the branch including minor roof leaks, Itouch-upJ paint jobs, etc. 7o be budgeted onl" if the branch has compan" owned vehicles. For compan" owned vehicles onl". 7o be standardiDe across the branches. 7he amount proposed for +'&C:Small 0arge : #,,,''' : #33,''' ;edium : #CC,'''
This is a #0% increase o/er 20#" appro/ed budget0

MAINTENANCE 5 OFF. BLDG.%BRANCHES+

M7CAR GEN. USE 8 GAS M7CAR GEN. USE 8 REPAIRS OPERATIONS BRANCH DONATIONS

POSTAGE

-lease budget for postage in consultation with %nton 5urke or if the 5ranch has plans for sending out mails to customers in +'&,. %gain the reEuisite justification and calculations are reEuired. 7his item is budgeted b" ?- 5ranch 6istribution onl" --- on behalf of all branches. 7herefore branches do 9o' need to budget for this expense. 7o be budgeted onl" b" %?- A Sales : Service
(formerly known as Re ional !ana ers)

BRANCH NOTICES

REGIONAL INVESTMENT MEETINGS RENTAL BUILDING

7o be budgeted b" those branches that has a rental agreement in place for their respective branch locations i.e. .tech, 0instead : ;andeville. =f the plants in the branch are rented then the reEuisite amount is to be budgeted based on 4

RENTAL PLANTS

the agreement reached with the supplier. SALES EXPENSES 0 PROMOTIONS 7o be budgeted b" the 5ranches K %?-s Sales : Service with details of all promotional activities such as the of event, t"pe of events, purpose of event and a breakdown of the cost for each event. 7his is reEuired to justif" the amounts being reEuested. +'&C proposed budget for branches are:Small : #&'',''' ;edium : #&2',''' 0arge : #+&',''' %dditionall", an" promotions that reEuire ;arketing 6ept.<s assistance please budget an amount for labour cost to set-up the venue as ;arketing will not be able to provide this service. !stimated set-up cost for )&* labourer is #,,3'' per event. 7wo labourers ma" be needed depending on the branch event planned. SECURIT1 GUARD SERVICE 0lo"d Smith to advise expected cost for +'&C via e-mail after negotiations. -lease provide a breakdown of how the figures were derived )e.g. unit cost x of trips per da" x of da"s per week or month* 7his relates to all existing )or future* service contracts such as $entokil, Bamaica Fire !Euipment, servicing of generator, pest control, etc. NOT12 -lease also budget for "our 5ottled )drinking* water under this >0 and provide a breakdown of the cost in the justification section including how the figure was calculated. SERVICE RECOVER1 STATIONER1 No longer to be budgeted b" branches. %s needed with justifications for significant increases of prior "ear<s approved budget. -lease include in the justification a breakdown of how the figures were arrived at 5

SERVICE CONTRACTS

)especiall" for the major items such as toners and paper*. OFFICE EXPENSES 0 SUPPLIES %s needed with justifications for significant increases of prior "ear<s approved budget. %dditionall", a breakdown of the major items that fall under this categor" should also be included in the justification. Strong justification reEuired for increases over prior "ear<s approved budgeted amounts. Strong justification reEuired for increases over prior "ear<s approved budgeted amounts. Strong justification reEuired for increases over prior "ear<s approved budgeted amounts. 7o be standardiDe across the branches. Small : #&'',''' ;edium : #&3',''' 0arge : #+'',''' TEXT MESSAGING -6R 2ELFARE 7o be budgeted b" %?-s Sales : Service onl" )if applicable*. 7o be budgeted b" 6uke Street 5ranch onl". % breakdown of the calculation should be noted in the justification section based on agreement with B6F. i.e. &'( of the =nterest paid on the portfolio.

ELECTRICIT1 TELEPHONE 2ATER RATES 2ELCOME 2EN:DA1:

BUDGET JUSTIFICATION
Bustification for items being budgeted for is crucial to the successful approval of "our budgets. % breakdown of the calculations in how some figures are arrived at is also ver" important especiall" when it reEuires changes during the approval process. For example: 0unch should show a breakdown of the unit price per lunchL the number of team members on the lunch scheme and the total amount of da"s used to arrive at the total budget for the "ear. /offee break should also be budgeted in the lunch scheme expense item with a separate breakdown in the justification section. 6

NON5 IT CAPITAL EXPENDITURE

@nl" N!W eEuipment, furniture : fittings, land : building which falls over #&',''' is to be budgeted as /apital !xpenditure. Some items are ;aintenances and should be included in the %dmin !xpense 5udget (Maintenance FF&E or Maintenance - Office Bldg GL accts) and N@7 /apital !xpenditure such as: $eupholstering of chairs -ainting of 5uilding )interior or exterior* $oof $epairs )due to leaks etc.* ,, $epairs to existing eEuipment

,,%nless the da3age to the roof is e4tensi/e and re5uires a ne' roof0 6n this case) it 'ould then be treated as capital e4penditure %dditionall", please do N@7 include >/7 in the figures on the capital expenditure forms. =f the Euotations "ou received has >/7 included please subtract the >/7 amount and use the pre->/7 cost. $eEuirements for submitting /apital !xpenditure 5udgets:FOR BUDGET PURPOSES; % completed /apital !xpenditure Form and at & Euotation from a supplier for budget purposes. % soft cop" of the Non-=t capital !xp. is also to be completed and emailed to ;anager, @ffice Services and 5ranch 6evelopment ;anager )%nton 5urke and /. 5ennett respectivel"* -hotocopiers falls under =7 /apital !xpenditure as =7 6ept has taken on this eEuipment as a project in order to standardiDe photocopiers across the network to be multifunctional eEuipment capable of scanning, faxing, printing etc. FOR CAPITAL EXPENDITURE AC<UISITION
6f a Non76T capital ite3 is needed for your branch8dept) a for3al sub3ission should be 3ade to the 9apital 14penditure 9o33ittee (chaired by :anice ;c(enley)0 <our sub3ission should include " 5uotations (each fro3 a different supplier) for co3parati/e purposes and the duly co3pleted 9apital 14penditure =or3 'ith a strong >ustification0 The >ustification is 'hat is +ey to the appro/al of any ite30

Updated August 27 2!"#