M-T1-CP-01-SD-03 — Event Budget Template

Release control

Adaptation note

This configured F03 derivative turns the Community Open Day budget into a controlled commercial record. It requires an explicit funding model; separates estimates, formal quotes, approved baseline, commitments, actuals, accruals and estimate to complete; distinguishes restricted, unrestricted and in-kind support; controls procurement, contracts, tax/GST review, cash/card reconciliation, contingency and conflicts; and closes with evidence, reconciliations and authorised sign-off.

Australian review boundary — not accounting, tax or legal advice. This template does not decide GST registration or treatment, input-tax-credit entitlement, deductible-gift status, fundraising permission, tax-invoice wording, worker/contractor status, insurance, contract enforceability, accounting recognition or statutory retention. Obtain qualified Australian finance/tax advice and, where needed, legal review for the actual entity, transaction and jurisdiction before commitments or public financial claims.

1. Instructions

1. Create the working spreadsheet from the registers below; retain this Markdown derivative as its controlled specification and review copy.
2. Complete fields from approved event records, quotes, contracts, invoices, receipts, bank/merchant evidence, funder terms and qualified reviews.
3. Use a unique identifier for every assumption, income, expense, commitment, asset and evidence item.
4. Lock the approved baseline. Record forecast changes separately; never type over formulas or approved values.
5. An estimate or budget row is not authority to commit. Apply current delegation, procurement, contract and payment controls.
6. Do not infer tax, GST, donation, fundraising, invoice, insurance, contract or retention treatment.
7. Keep cash, restricted funding, unrestricted funding and in-kind support separate.
8. Reconcile every register, resolve or approve every variance, and complete close-out before status can advance from REVIEW.

2. 00_Control — event and approval sheet

Approval statement

Approval authorises expenditure and commitments only within the approved event purpose, locked baseline, current delegation, procurement and contract route, reviewed funding restrictions, approved contingency route and reviewed tax/safety/insurance/legal conditions. It does not authorise a person to sign a contract, incur debt, make a public donation or tax claim, use a personal account, exceed delegation or redirect restricted funds.

3. Choose the Community Open Day funding model

Funding-model approval / reviewer / date: ______________________________________________

4. 01_Assumptions — register

An assumption is not a commitment or approval.

5. 02_Income — register

Use separate rows for tickets/fees, voluntary gifts, sponsorship, grants, sales, fundraising proceeds, reimbursements and other income.

Income formula: Gross income = units × rate, unless fixed source evidence applies. Net income = gross income − refunds − merchant fees − any tax amount treated as payable after qualified review. Do not net expenses against income in the transaction register.

In-kind contribution register

Never count an in-kind management estimate as cash.

6. 03_Expenses — register

Expense formulas

• Estimate = quantity × unit rate, unless a supported fixed estimate applies.
• Forecast final expense = actual + accrual + undelivered or remaining commitment + estimate to complete.
• Expense variance = approved baseline − forecast final expense; positive is favourable.
• When an invoice replaces a commitment, reduce the remaining commitment.
• Remove an accrual when the actual invoice is posted.
• Estimate to complete excludes committed and accrued amounts.
• Evidence-backed credits or refunds reduce the relevant actual line.

7. 04_Commitments — register

Controls:

• [ ] No commitment was made before approval and within delegation.
• [ ] Purchases were not split to avoid a threshold.
• [ ] Supplier identity and new/changed bank details were independently verified.
• [ ] Purchase/contract, receipt of goods/services and invoice are matched before payment, or an approved exception is recorded.
• [ ] Cancellation exposure and the last date to reduce it are visible.
• [ ] No personal account, card or reimbursement route is used outside current policy and documented approval.

8. Supplier estimate and quote register

Only a formal, current, comparable quote with scope and terms may support procurement approval where policy requires it. A settlement proves movement of money, not underlying authority.

9. Tax and GST review

For every material income and expense stream, the qualified reviewer must confirm the transacting entity; registration or endorsement status; transaction type; whether tax applies and whether amounts are inclusive or exclusive; evidence and invoice wording; input-tax-credit treatment; coding and timing; refunds, deposits and in-kind treatment; and permitted public claims.

Never assume that a Rotary club is ACNC-registered, GST-registered, endorsed for concessions or a deductible-gift recipient; that a voluntary payment is a gift; that a benefit-bearing payment is deductible; that GST is included or recoverable; or that a document can be called a tax invoice.

10. 05_Cash_Card — reconciliations

Cash session

• Expected closing cash = opening float + receipted cash − approved cash out/refunds.
• Cash variance = counted closing cash − expected closing cash.
• After retaining any approved closing float, banking variance = cash available for banking − banked cash.
• Both variances target zero. Recount, document and escalate differences; do not conceal, informally replace or accuse.

Merchant/card settlement

• Expected net settlement = platform gross − refunds − chargebacks − merchant fees.
• Card variance = bank settlement − expected net settlement.
• Record timing differences separately from unexplained differences.

Custody safeguards

• [ ] Unique accounts and no shared card credentials.
• [ ] Cardholder and transaction limits match policy.
• [ ] Every transaction has evidence and business purpose.
• [ ] Cash is never unattended or mixed with personal funds.
• [ ] Counts are away from public view with signed evidence.
• [ ] Refunds, voids, chargebacks and manual entries receive independent review.

11. 06_Assets_Stock — register

Document the exact stock formula used. Keep reusable assets separate from consumed stock. Write-off, transfer or disposal requires authority and evidence.

12. 07_Scenarios and break-even

For a paid model:

• Unit contribution = reviewed net price per unit − variable cost per unit.
• Break-even units = (fixed costs − confirmed unrestricted non-unit funding) ÷ unit contribution.
• If contribution is zero or negative, report “Not applicable” and escalate.
• Do not use restricted funding against an ineligible cost or include unconfirmed funding as confirmed.
• Round up only after checking capacity.

For a no-charge event, use funding-coverage and cost-per-attendee scenarios; do not invent a ticket price.

13. Contingency control

Contingency is a controlled risk allowance, not an unallocated spending pool. Do not spread it across lines, use it to bypass a scope/delegation change, charge ineligible restricted funding, treat a known cost as contingency or erase the original baseline after a draw.

14. 08_Summary — approved, forecast and actual

State the sign convention visibly: positive income and surplus variance is favourable; positive expense variance is favourable because it is approved expense minus forecast expense.

15. Approval, delegation and integrity controls

• [ ] Initiation, approval, custody/payment and reconciliation are separated where feasible.
• [ ] Access is role-based and removed when roles end.
• [ ] Unique accounts are used and formulas/approval fields are protected.
• [ ] Duplicate invoices, split purchases, unusual suppliers, bank-detail changes, refunds, voids and after-hours activity are reviewed.
• [ ] Conflicts are declared and no person self-approves expenditure, reimbursement or conflict treatment.
• [ ] Suspected control issues use the confidential authorised escalation route; records are preserved and no unauthorised accusation or investigation occurs.

16. 10_Evidence_Index

17. Community Open Day commercial preflight

• [ ] Venue quote, contract, cancellation exposure, bond and restoration cost reviewed.
• [ ] Capacity, attendance and weather assumptions feed the scenarios.
• [ ] Displays, printing and brand artwork use approved sources.
• [ ] Catering quantities, food responsibility and wastage assumptions approved.
• [ ] Accessibility, safety, first response, security and transport costs are visible outside contingency.
• [ ] Equipment hire, delivery, setup, pack-down, damage and security deposits are captured.
• [ ] Volunteer reimbursements and contractor treatment use approved routes.
• [ ] Registration/payment fees, refunds, chargebacks and privacy controls are included.
• [ ] Media, photography and content-rights costs and permissions are captured.
• [ ] Restricted funding and sponsor obligations map to eligible expense and evidence.
• [ ] Post-event follow-up and records work is resourced.

18. 09_Closeout — checklist

19. Close-out certificate

20. REVIEW release gate

• [ ] Exact code, title, source initiative, canonical parent and F03 master metadata match index v1.1.
• [ ] Entity, event, currency, owners, version, funding model and approvals are complete.
• [ ] Estimates, quotes, baseline, commitments, actuals, accruals and remaining forecast are separate.
• [ ] Restricted, unrestricted, conditional and in-kind support are not mixed.
• [ ] Qualified review supports every tax/GST, donation, fundraising and invoice statement.
• [ ] Delegation, procurement, contract, supplier, cash, card and refund controls pass.
• [ ] Contingency, scenarios and break-even formulas are independently checked.
• [ ] Cash, merchant, bank, asset and stock reconciliations reach zero or an approved documented resolution.
• [ ] Evidence index and retention route are complete.
• [ ] The spreadsheet recalculates without hard-coded subtotals, protected formulas remain intact and print/PDF totals match.
• [ ] Packaging/openability and checksum QA pass.

Until every applicable gate and approval is complete, this derivative remains REVIEW.