Budget Overview

USPCBy-Laws of both the club and the region state that the DC or the RS shall “develop and implement a plan to provide funds with which to support the expenses for Club/Region administration and Activities. Each year the DC/RS shall develop and present a proposed operating budget for the approval of the Club Sponsors or the Regional Council. The Club/Region Treasurer shall assist in the development of the proposed operating budget and in the administration of the fund in accordance with the approved operating budget.

An operating budget defines the expected and approved income and expenses for the club. It allows the club/region to plan a program of activities for its members that you can afford. It enables the club/region to provide reimbursement for anticipated expenses incurred by volunteer, and it sets expectation for fees and fundraising efforts.

Budget Overview (cont)

• The Treasurer works with the DC/RS to formulate a proposed budget and assists the DC/RS with the presentation at the annual Sponsors/Council meeting. Transparency is vital. All sponsors/council members should understand the financial status of their club or region and that understanding comes from the Treasurer.

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• Throughout the year, the Treasurer tracks performance against the budget and provided an update at each sponsor/council meeting. All estimates should be realistic and attainable.

• Base your estimates on actual numbers for the current year ending and make a schedule of events to make sure you include everything. This budget will be approved by your Sponsors or Regional Council. Remember, disbursements cannot be made unless previously approved in the budget. If a new event is scheduled that was not included in the budget, the Sponsors or Council Members must vote on the expenditure prior to any payments being made.

Budgeting as part of the planning process

Regional budgets

Club budgets

Event budgets – rallies, clinics, testings

Fundraising budgets

Responsibility of the RS with assistance from the Regional Treasurer

Voted on by Regional Council

Tracked by the Treasurer

Regional Budgets

Regional Budgets

Revenue

Regional DuesAnnual FundraiserRallies

QuizDressageShow JumpingTetrathlon

Expenses

National Testing PrepsStandards and Certification ClinicRallies

QuizDressageShow JumpingTetrathlon

ChampsAnnual MeetingDonation to Annual Fund

Regional Budgets

Responsibility of the DC with assistance from the Club Treasurer

Voted on by the Sponsors of Record

Tracked by the Treasurer

Club Budgets

Club BudgetsRevenue

Club DuesLessonsAnnual FundraiserRallies

QuizDressageShow JumpingTetrathlon

Expenses

National DuesRegional DuesMounted Instruction feesRallies

QuizDressageShow JumpingTetrathlon

CertificationsAnnual MeetingDonation to Annual Fund

Club Budgets

Rally BudgetsDressage Rally

Revenue

Entry FeesProgram AdsSponsors

Expenses

Facility FeesJudge FeesOfficials FeesPorta-Pottie RentalsProgram PrintingBridle NumbersAwardsOffice Supplies/Packets

Rally BudgetsDressage Rally

Fundraising BudgetsFood Booth

Revenue

Goods SoldDonations

Expenses

FoodDrinksPropanePaper Goods

Fundraising BudgetsFood Booth

CFRS Entry Instructions• To enter a new budget

– Click on the Home tab

– Click on Access/Enter Budgets

– Select the Income and Expense categories for each line of your budget

– Confirm total income and total expenses

– Click Submit

• To edit an existing budget– Click on the Home tab

– Click on Access/Enter Budgets

– Select the year of the budget you want to change

– Select the category you want to change and delete it using the red minus (-) sign

– Confirm new totals and Submit

Using CFRS Budget Reports• There are two reports available on the Reports

tab.

– Budget Report: Prints just the budget as entered and is useful for checking your work.

– Budget to Actual Report: Prints the Budget, Actual and Variance as of a specific date. This report is useful for reporting to Club Sponsors and Regional Council throughout the year.