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firefly:finances [2019/11/06 18:31] – mayafirefly:finances [2024/06/30 02:41] (current) – jon
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 ==== I'm buying camp infrastructure or non-food consumables ==== ==== I'm buying camp infrastructure or non-food consumables ====
  
-To record any communal purchases you make, enter in each item, its prices, and your name into the [[https://docs.google.com/spreadsheets/d/1udnzeH8eT8mo81GdEEDGm3438InIccGTLDFibGlfrKE/edit|"Expense tracking" tab]] of the master spreadsheet. Alternatively, if you're out and about and want to get the receipt off your mind fast, email a photo of your receipt to maya@mayalila.co and/or jon@craftyjon.com and we'll enter it into the spreadsheet it for you! (Our hope is that this is easier to do during times when you've got a phone but no laptop.)+To record any communal purchases you make, enter in each item, its prices, and your name into the [[https://docs.google.com/spreadsheets/d/1udnzeH8eT8mo81GdEEDGm3438InIccGTLDFibGlfrKE/edit|"Expense tracking" tab]] of the master spreadsheet. Alternatively, if you're out and about and want to get the receipt off your mind fast, email a photo of your receipt to jon@craftyjon.com and we'll enter it into the spreadsheet it for you! (Our hope is that this is easier to do during times when you've got a phone but no laptop.)
  
-Capital expenses that you purchase and get reimbursed for will be considered "camp property" and must be made available for any future event. By default, camp property is stored in Medford. +Capital expenses that you purchase and get reimbursed for will be considered "camp property" and must be made available for any future event. By default, camp property is stored in Somerville. Capital expenses should be approved by Jon before purchase.
- +
-We tentatively expect to spend around $1000 total on capital expenses, $175 on non-food consumables, and $575 on food.+
  
 ==== I'm buying food for communal meals ==== ==== I'm buying food for communal meals ====
  
-Rough guidelines: When purchasing groceries for cooking a camp dinner, aim to spend no more than $75 per dinner. Aim to spend no more than $50 per brunch. We encourage you to bring food for the meal you're planning yourself, but communal food purchasing can also go through Maya. If you want Maya to purchase food for your meal, please fill out [[https://paper.dropbox.com/doc/Firefly-2020-Grocery-List--AoG0_f5PMqnCixkYxT2osqA2Ag-fHQSb1wfYWzlbbI0sYF9s|this doc]] by Sunday prior to the event.+Rough guidelines: When purchasing groceries for cooking a camp dinner, aim to spend no more than $2.25 per confirmed camper for dinners, and no more than $1.75 per confirmed camper for brunch (in other words, ~$110 and ~$85 for typical Firefly camp sizes). We encourage you to bring food for the meal you're planning yourself, but you can also get your groceries purchased by another campmate.
  
-After purchasing, enter in your name, the amount, and which meal it was for in the [[https://docs.google.com/spreadsheets/d/1udnzeH8eT8mo81GdEEDGm3438InIccGTLDFibGlfrKE/edit|"Expense tracking" tab]] of the master spreadsheet. Camp dinner groceries don't need to be itemized. Just enter in your total as "groceries – Wednesday dinner", for example, with a single dollar amount.+After purchasing, enter in your name, the amount, and which meal it was for in the "Expense tracking" tab of the event spreadsheet. Camp dinner groceries don't need to be itemized. Just enter in your total as "groceries – Wednesday dinner", for example, with a single dollar amount.
  
 ==== Will I be reimbursed if our purchases exceed our donations? ==== ==== Will I be reimbursed if our purchases exceed our donations? ====
  
-If we don't get enough donations to cover expenses, we will prioritize reimbursing food then consumables first, followed by capital. Some camp members have volunteered to make up the difference in the event that we spend more money on the new capital expenses than we receive in donations. Your communal purchases will get reimbursed :)+If we don't get enough donations to cover expenses, we will prioritize reimbursing food then consumables first, followed by capital. In the past, some camp members have volunteered to make up the difference in the event that we spend more money on the new capital expenses than we receive in donations.
  
 ==== When and how will I be reimbursed? ==== ==== When and how will I be reimbursed? ====
  
-Reimbursements will be sent out no later than 14 days after the end of Firefly.+Reimbursements will be sent out no later than 30 days after the end of the event, and usually within 7 days.
  
-By default, you'll be reimbursed for purchases by receiving a payment from [[https://venmo.com/camptheuniverse|@camptheuniverse]] on Venmo for any amounts that get entered in the expense tracking spreadsheet under your name. +By default, you'll be reimbursed for purchases by receiving an electronic transfer via Venmo, Zelle, or PayPal from Jon. If this doesn't work for you, reach out to Jon to arrange for a different method.
- +
-If you don't have Venmo and would like to be reimbursed without it, email Maya (maya@mayalila.co) and tell her via what payment channel you would like to be reimbursed. She'll CC Jon on the email, receive funds from Venmo for you, and then use your preferred payment channel to pay you back. Work with Maya to determine which other payment channel works for you.+
  
 ===== Donating ===== ===== Donating =====
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 ==== How much should I donate? ==== ==== How much should I donate? ====
  
-We anticipate the total camp budget being around $1750 ($575 food + $1000 capital + $175 non-food consumables). Currently we're projected to have ~40 camp members. We raise money to pay for these expenses through member donations. Donations are voluntary! Typically we have a spread, some e.g. $0 and some e.g. $40 and some e.g. $100 or more. Donate whatever makes you most comfortable.+The camp budget per event will be estimated ahead of time and confirmed after all receipts are collected. We raise money to pay for these expenses through member donations. Donations are voluntary! Typically we have a spread, some e.g. $0 and some e.g. $40 and some e.g. $100 or more. Donate whatever makes you most comfortable.
  
 ==== How do I donate? ==== ==== How do I donate? ====
  
-Send a payment to [[https://venmo.com/camptheuniverse|@camptheuniverse]] on Venmo. +Instructions will be sent out after each event on how donations can be made.
- +
-If you don't have Venmo and would like to donate without it, email Maya (maya@mayalila.co) and tell her how much you intend to donate. She'll CC Jon on the email, donate that amount using Venmo for you, and then receive money from you via your your preferred payment channel. Work with Maya to determine which other payment channel works for you. +
- +
-==== Is my donation amount private? ==== +
- +
-The amount of your donation will be visible only to Chelsea, Maya, Ami, and Jon and kept private. (This happens whether you donate with or without Venmo.)+
  
 ==== What happens if we receive more in donations than we spend? ==== ==== What happens if we receive more in donations than we spend? ====