Professional Documents
Culture Documents
Internal Policies USU 1819
Internal Policies USU 1819
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
1. The management team consist of the LCP, LCVP Talent Management, LCVP Public
Relations and LCVP FGL
2. The management team shall decide on:
Budgeted over expenses Rp 500.000,00
Unbudgeted over expenses Rp 100.000,00
Maintain the LC cash reserve for 6 months
Contractual or legal issues or commitment
Cases not plan by internal policies
3. The VP Finance, Governance and Legality & President shall be the decision maker
for all other expenses. There should be requested in advance.
4. LC Financial Resource will be managed by LCP, LCVP FGL, and Person in
Charge of specific project/activity
5. The Management Team shall review the use of the Internal Policies.
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948
AIESEC in Universitas Sumatera Utara
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
OFFICE POLICIES
I. Office Assets
Stamps will only be available in office and cannot be used outside office
without permission of LCVP FGL
If there’s urgency to bring the stamp, the person should get permission from
LCVP FGL and be accountable by the VP related.
No asset is going to be used for personal use, if the Management Team finds
that there is someone who uses it for personal reason without any
permission from the Management Team, the Management Team will give
consequences.
If anyone borrows the asset and equipment (e.g. banner) for LC and project
activities, they should get permission from FGL department and be
accountable by VP related, and give it back max. 2 days after the asset was
borrowed and should booked at least 3 days before the event.
If members don’t follow the SOP of using the office asset and the Management Team finds
the damage that they made, they should fix it or buy new.
If the Management Team found that the fixed asset and equipment such as roll
banner, etc. damage caused by the mistake of project members, the project
members should fix it or buy new.
Refers to 3rd point of office assets, if members give the assets back more than
2 days, they will get fine Rp 5.000,00 per day.
If there is any organization or community who wants to borrow office asset for
their activities, they have to make a propose-letter that states the date and time
of the borrowing, following the statement that they are going to be
responsible/pay for every damage or loss of the asset related and caused by
them.
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948
AIESEC in Universitas Sumatera Utara
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
If anyone purchases unbudgeted stuff, it will not be refunded, unless it has been
specifically proposed and approved by LCP and LCVP FGL.
III. Holidays
The Normal standard of holidays is:
1 week (7 days) during/after Eid Mubarak
3 days during/after Christmas
3 days during/after New Year
Family emergency, sickness (with prove)
University Days off not counted as holidays
PROJECT POLICIES
The OCs must do an induction which is held by FGL (regulation & technical)
and TM (membership).
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948
AIESEC in Universitas Sumatera Utara
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
Project coaching is a must for every project maximum 1 week after full team.
In this time, the VP FGL has to give the project policies education and
financial education to the OC. VP Program Sales has to give the selling
education. VP Public Relation has to give the AIESEC brand dan partnership
education. VP Talent Management has to give team minimum management
education. Project Supervisor has to give team management education. Other
kind of project coaching is possible and will be implemented based on the
needs of projects.
The OC Team will have to prepare the Pre-Proposal that includes the project
plan minimally must have:
Photo one team
Timeline
Action step
Budget (Realistic, Pesimistic, and Optimistic)
Project Measurement of Success (MoS)
Person in Charge (OCs and their basic JDs)
The pre-proposal should be submitted to Executive Boards maximum 2 weeks
after having complete project coaching.
After Pre-proposal is submitted, the functional EB responsible for the project
will have to set the date maximum 3 days after the submission for The project
Presentation and Brand Filtering (Hearing). In this time, the OC will present
the Project Plan to the EB Team. EB Team will give a review on that plan.
The output of the project hearing will be used to make The Final Project
Proposal. It needs to be submitted not more than a week after the Project
Hearing. Result of the Project Hearing will be submitted by the OCP in the
form of MoM
The OC will also have to submit The Project Budget that has been finalized by
VP FGL not more than a week after The Project Presentation.
After submitting The Final Project Proposal, they have to sign contract
with VP FGL maximum 3 days after the submission.
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948
AIESEC in Universitas Sumatera Utara
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
After all steps above is fulfilled, the OCs have the right to get The Working
Capital. The maximum of working capital is Rp 500.000,00 on the needs and
quality of project presentation.
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948
AIESEC in Universitas Sumatera Utara
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
Each Organizing Committee’s measurement of success
Each Organizing Committee’s timeline and its deviation
Each Organizing Committee’s planning/activity deviation
Budget and its deviation
Marketing list, contact persons, and/or other things related
All invoices, Letter of Agreement, letters, Term of Reference,
physical evidences and/or other documents
Unpredictable things occurred
Conclusion and suggestion
Good Case Practice and Bad Case Practice
Related links to the promotional materials (google drive, media
appereance, video etc)
Report that is submitted, OC team should have final evaluation of the project
with the EB team.
After send the report, OC team should meet Finance functional to having
profit sharing based on agreement.
If OCs submit the report more than 2 weeks, they will get fine Rp 5.000,00
per day.
FINANCE POLICIES
Every functional (VP) will have to fill “Expense Plan” sheet and should be
submitted to VP FGL by email by the latest on 4th every month for
approximate expenses that each functional going to spend.
Every functional will have to fill the expenses based on predicted performance
for the month.
If they don’t submit it or being late, they are not allowed to claim
any reimbursement for the whole month
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948
AIESEC in Universitas Sumatera Utara
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
LCP and VP FGL has the right of not approving the expense plan in case
the performance predicted by each functional is not sufficient compared to
expenses proposed.
The feedback of the Expense Plan review will be sent via email to related
VP and cc: LCP and submitted to Entity’s Google Drive, at the latest 3 days
after the submission. (7th every month).
The person who ask for reimbursement must fill the Expense Report, which
consists of:
Date
Description
Issued by : Name, Position - Proof of payment attached
To receive reimbursement, any expenses must not exceed 30 days period
(from the day transaction occurred, measured by the date in receipts, until the
day of reimbursement). If there are functionalswhich skip the reimbursement
week, their claim could not be refunded.
Reimbursement date will be in 15th and 30th in every month
No reimbursement will be given to expenses without receipts or proof of
payment (photo etc). Any expenses that didn’t fulfill the above requirements
will not receive reimbursement as well.
Any transactions that didn’t involve receipts, such as public transportation or
other expenses should be requested by filling the Claim without Receipts form.
The same procedure as shown above will follow. LCVP FGL has the right to
examine or even to decline the receipt.
The review process is LCVP FGL match the reimbursement form list and
the receipts or claim without receipt form. Claim without receipt cannot be
used for lost receipt reason.
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948
AIESEC in Universitas Sumatera Utara
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
Accounting and
administration All the forms
LCVP Finance approved
compiled and sent to
the forms and send
Manager review, LCVP Finance to be back the forms to
compile the form and approved Administration manager
confirm to members
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948
AIESEC in Universitas Sumatera Utara
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
The person proposes for cash advance can contact Manager Accounting
to get the money soon and sign the “Cash Advance Voucher” sheet.
The LC members who are permitted to receive the money from LC must
give the transaction receipts maximum 3 days after transaction happens, or
else, members related have to give the money back within 24 hours and
proposed by VP.
IV. Loans:
There will be no loans made to LC members for personal reason. Only for AIESEC
Activities for which propose to national and local.
*Within 30 days the debt should be pay
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948
AIESEC in Universitas Sumatera Utara
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
PRICING POLICIES
Outgoing Global
Volunteer
Phase Price
Normal Approve 3.000.000
LC EB Approve 2.000.000
Member Approve 2.000.000
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948
AIESEC in Universitas Sumatera Utara
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
ADMINISTRATION POLICIES
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948
AIESEC in Universitas Sumatera Utara
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
II. Numbering
Every documents (Mail, Contract and Agreement) should be pre-numbered
with the following format : No. XXX/USU/FUNCTIONAL
(Acronym)/PROJECT/MONTH/YEAR
Example: 001/USU/IGV/SSS/I/2018
All the letters out that need to be numbering, should be send to
Legalty Manager max 2 days before the letter will be used kecuali
URGENT Letter.
IV. Archieving
Every letter in from any external parties through LC or projects must be
reported to Legality Manager for duplicating and archieving not lately than
D+3. Every letter must be duplicated in softcopy (scan or photo) by Legality
Manager.
Every letter out for any external parties through BU or projects must be
reported to the Finance,Governance and Legal for duplicating and archieving.
Every letter out to be duplicated in hardcopy and softcopy (scan or photo).
Softcopy must be sent to Finance,Governance and legal email before
stamping to revised and authorized. Hardcopy and the duplicate is submitted
after stamp and sign.
Every agreement or Contract with any parties must be reported to Finance &
Governance Function for duplicating and archieving not lately than D+3.
Every agreement or contract must be duplicated in softcopy (scan or photo)
by Administration & Legality Manager.
Project report that has been legalized must be submitted Finance &
Governance Function in hard copy and softcopy format. Softcopy and
hardcopy must be submitted not lately than D+14 of project execution date.
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948
AIESEC in Universitas Sumatera Utara
Jalan Dr. Hamzah No. 10, Medan Baru, 20154, Medan, Sumatera Utara, Indonesia
www.aiesec.org | email : aiesec.usu17@gmail.com
V. Legalization Sheet
Legalization of any letter out of AIESEC in USU importance must be signed
by LCP and/or LCVP related with format:
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AIESEC Empowering Young People for Peace and Fulfillment of Humankind's Potential since 1948