Admin contributions for projects that break even or run at a loss

why is this Kerry???

Hi Yvonne-because a class/bucket and a project are not the same thing. A project is a piece of work and a class is like a 'holding space' for your money. You draw down on it after contributions for admin come out.

@kerry63 I agree there needs to be some clarity around the admin fee and believe that scenario 2 has already been discussed and agreed and a sales item exists for invoicing for reimbursement of costs from a client that doesn't occur the 15% admin fee. I agree we need to have a proposal regarding the admin fee for specific projects that considers as it is not always possible to add a 15% admin fee when applying for funding and for past events the admin fee may or may not have been factored in as per the Ballina example.

Hi Michelle, yes you are correct-we do not currently charge 15% on reimbursements in an invoice. I also can see that the membership doc say 15% on income.maybe we need to clarify this as a start. For me.personally, sometimes half an invoice is simply reimbursing me for my out of pocket expenses. If I had to give a 15% contribution as well it is then costing me 115%

I still think a 15% admin contribution for any income is the way forward (and still believed that this is what our membership documents have said). In the case of AoH Ballina for example, we could have factored this into the budget so it was clear from the start. If a project runs at a deficit, then this would be the responsibility of the individual class to cover (they run at a deficit for that project and would need funds in their class to cover this) or the project team discuss how to "split" the deficit. This is a risk that individuals (and a project team) need to consider when developing projects or pieces of work. In terms of organisational risk, it would only be evident if the individual or project team members did not have enough in their individual classes to cover the deficit and then we would request the deficit back via an agreement (loan/overpayment agreement).

I'm concerned the conversations over the 15% admin fee is charged to some work and not to others. I think we need to go back to looking at the work that is involved. When people add travel and accommodation to an invoice, who books that travel and accommodation, who does the payment of these costs, who does the work of the re-imbursment. If these actions impact work hours for the admin team, then I believe an admin fee needs to be charged. We have to make the work of the admin team sustainable and profitable. Looking forward to further discussion. Can we add this topic to an admin zoom call?

I think this covno is bigger than the people included in the admin calls. It is currently a discussion in the Dollars Jedi which more people can access. Should we call a separate discussion and invite in the people who are directly affected by this? I am keen to have @michelledunscombe included for example.

And to answer some of your questions @michaelakennedy, the individual makes any bookings for accomm/travel, payments are done by the individual and reimbursement is claimed via the reimbursement form that any member can use reagardless of whether or not they are invoicing for a piece of work. In terms of impact on admin hours-it is very minimal.

Maybe this is something for a face to face proposal at the next Gathering?

Face to face proposal at the gathering would be awesome- maybe a round or two of clarifying questions is needed. Seems very inconsistent how the 15% is applied.
To answer some of the questions from @kerry63, there was some work I did a few years ago with Interchange Shoalhaven and it included accommodation/travel costs- i just put an additional 15% on top of the whole amount (I charged $150/night accommodation charge). Hope this makes sense. You could also have a look at some invoices that were generated for Illawarra Aboriginal Corporation as this was the same.

I agree, Jason! Let's prioritise it though!

Cool-I wont be at the gathering, and am hoping to have a convo with Michelle and Sara around how this has been worked out to date. We could get something down on paper that might assist with any clarifying questions.

I'm happy to zoom in to join a conversation at the gathering.

Me too!