GISS 2016 Financial Report

International School of Tanganyika

Accounting & Finance Department

Introduction
Global Issues Service Summit (GISS) 2016, was held at the International School of
Tanganyika. The theme of GISS 2016 was Funguka meaning open up. The aim of GISS
2016 was to speak on issues that are of global importance ranging from politics to the
environment. GISS 2016 took place from the 11th of March till the 14th of March for
students. GISS 2016 was attended by 220 delegates and advisors from a combined
total of 20 schools. Students came from countries such as Romania, Saudi Arabia,
Egypt, Mozambique, South Africa, Kenya, and Tanzania to mention a few.

GISS 2016 was a successful event with guest speakers such as Ishmael Beah who is a
New York Bestseller author of A Long Way Gone and Radiance of Tomorrow,
Comrade Fatso (Samuel Monro) comedian in Mozambique looking to stand out against
the government, and Josephine Smit, currently an IST alumni who studied at Yale
University and currently works with organizations dealing with the conservation and
preservation of Elephants in Tanzania.
Although speakers and students are of vital importance in making a conference
successful, it is not the only key component in ensuring a strong and fruitful
conference. GISS 2016 was successful due to the hard work and commitment of many
students and teachers. GISS 2016 was led by Mubanga Peeperkorn who was in charge
of sub-categories such as design, events, inspire, finance, and tech to name a few. As
well as had the support of teachers such as Rebecca Gillman and Courtney Park to
name a few.
This report, a financial report, will look to further dive into the accounts of the funds
that was received by the GISS 2016 team and how that money was spent throughout
the conference to ensure that it was a successful event.

Regards,
Dhruv Pujara,
Head of Accounting and Finance Team GISS 2016.

Background Knowledge
The GISS 2016 organizing team in 2015 was provided a trust account by the name of
GISS 2016 TRUST ACCOUNT from the International School of Tanganyika. This is the
channel that we will be working with in regards to the inflow and outflow of funds. For
the convenience of accounting purposes the trust account was split into a Tanzanian
Shilling Account (local currency) and a United States Dollar Account. Due to many
payments in Tanzanian Shilling it was easier for the finance and accounting team to
process payments in Tanzanian Shillings.

Payment processes are an essential part of the accounting and finance department
and it is important to understand how the payments were made. In all cases there
were only three major methods of payment which were;
1. Cash
2. Cheque
3. Account Transfer
These payment methods need to be accounted for, hence to begin a payment process
each and every individual must fill out a form known as the payment request form
(PRF) which allows for the accounting department of the International School of
Tanganyika to clear the money from the trust account, either by a deposit or a
withdrawal. For security purposes, each and every PRF must be signed by a teacher in
charge and admin staff of the secondary school such as the principal or vice principal.
Upon completion of the PRF that has been signed by the appropriate individuals, it
must be sent to the accounting department of either the secondary or elementary
school. They PRF if is then processed by the accounting department and depending on
the method of payment, you either receive cash, cheque, or a notice that a bank
transfer has been made. Once each payment has been made it is vital that every
single purchase that is made must be returned with an official TRA receipt. This is so
that both the accounting department of GISS and the International School of
Tanganyika can record the payment that has been made. All of these payments are
then recorded in an official document known as a bank statement which records the
inflow and outflow of money within the account.

Inflow of money
The inflow of money into the GISS 2016 TRUST ACCOUNT, is the money that we as the
GISS organization team had to plan and organize this event. Majority of the money
that was received was by the participants that were to pay either 225 USD for regular
applicants and 250 USD for late applicants. Association of International Schools in
Africa (AISA) is the current founder and head organizer of GISS and was the main link
between receiving the funds from international students. The finance and accounting
department of GISS in liason with Barnabas Suva from the AISA organization were
working to ensure that the money from students was collected and accounted for.
Table 1 shows the money that was collected to organize this event.

Name

Amount

Currency

GISS Students

43,000.00

USD

Martin Hall (International

10,000.00

USD

School of Tanganyika)
Donation
Association of
International Schools in
Africa (AISA) Donation

10,000.00

USD

Total

63,000.00 USD

All the above mentioned figures are yet to be received and will be shown in the bank
statement of the GISS 2016 TRUST ACCOUNT. Hence we can say that the budget for
GISS 2016 was roughly 63,000.00 USD.

Outflow of money
The outflow of the money is the key that financial report will focus on. The outflow of
money is all the money that we are spending on this conference. To make this section
much easier and to allow for a more compact and organized viewing, we have chosen
to display the information of how much was spent in sections. The list of areas that we
spent on is here below:
1. Catering
2. Decor
3. Sound, Tech, & Performance
4. Printing & Materials
5. Service Sites
6. Flights & Accommodations
7. Miscellaneous

Catering
Item

Amount

Currency

Indian Dinner

9,000,000.00 /=

TZS

Mexican Lunch

8,910,000.00/=

TZS

Swahili Lunch

5,250,000.00/=

TZS

Desserts

7,080,000.00/=

TZS

Snacks (600 People)

9,000,000.00/=

TZS

Packed Meals

4,478,100.00/=

TZS

Betty Snacks

3,036,000.00/=

TZS

Teachers Dinner

2,100,000.00/=

TZS

Total

48,845,100.00 TZS

Remarks:
All the meals were fully catered for with an aspect of three things in mind. The first
thing that was an essential for all the catered meals was the quantity. In each instance
we ensured that there was enough for everyone to eat. The only slight problem that
we had was with the Mexican lunch on the first day of the conference with the food
being in a slight shortage however that was due to the extra staff that joined into the
lunch line that was not supposed to. Secondly, we ensured that the food was hot and
in all cases the food was hot and prepared to a good standard for the people to eat
and enjoy. Lastly, we ensured that the food was up to the quality that people expected,
we heard good comments all around especially when it came to the Indian dinner that
was provided by Alcove holdings. Overall there was enough food for everyone and the
food was prepared well and did not have major issues which is a first to say in an
event at IST.

Decor
Item

Amount

Currency

Decor with Irene

2,566,500.00/=

TZS

Decor with Locals

495,000.00/=

TZS

Total

3,061,500.00/= TZS

Remarks:
Decor overall was decent, the overall feedback was that it was good looking in the
hardcourt (especially the tables) as well as the Sunday dinner. There were however
some issues that I feel could have been worked on, for example the MPH. The MPH
was where most of the conference took place and it was not decorated to the standard
that we payed for. However at least the minimum work of the decorators allowed for
the MPH to look a bit better and suit the conference. The overall theme was going with

khangas which was a good theme and the we got it a relatively cheap price for school
whereas the Sunday dinner seemed a bit over priced.

Sound, Tech, & Performance

Item

Amount

Currency

Pro Audio

875

USD

DJ Saidi

1,260,000.00/=

TZS

Mr. Fujo

682,500.00/=

TZS

Leo Band

1,050,000.00/=

TZS

Ishmael Beah

3000

USD

Change Makers

2,300,000.00/=

TZS

Key Notes

600

USD

Key Notes

850,000.00=

TZS

Total TZS

6,142,500.00 TZS

Total USD

4,475.00 USD

Remarks:
The sound throughout the conference was good, however it is definitely an area that
we could have improved on. Due to the heat in the MPH we were forced to switch on
the fans which made it very hard to hear the speakers. Therefore the sound was
battling with the outside noise as well as the sounds of the fans which was proving to
be a bit difficult to balance all at once. The sound on Sunday at the dinner was not up
to standard at all. For the first hour we were struggling to find speakers that worked
and hence we ended up using Mr. Leos speakers costing us an additional 40,000.00/=
Tzs. We could have found a better DJ that was well prepared and have tested sound
earlier to ensure that everything was working. Overall sound was quite a let down for
the amount that we paid. The performances on the other hand was what made the
conference. Ishmael Beah was the highlight of the conference along with other
keynote speakers that stole the show hiding some of the goof ups we had with the
sound. Overall the speakers were definitely worth the amount we spent.

Printing & Materials

Item

Amount

Currency

Banners (First Amount)

3,000,000.00/=

TZS

T-shirts

6,478,000.00/=

TZS

Polo

3,392,500.00/=

TZS

Cloth Logos

1,288,560.00/=

TZS

Stickers

379,960.00/=

TZS

Pens

944,000.00/=

TZS

Bags

4,680,000.00/=

TZS

Notebooks

2,106,000.00/=

TZS

Shipping

80,000.00/=

TZS

Lanyards

531,000.00/=

TZS

Stitching - Bags

519,000.00/=

TZS

Stitching - T-shirts

260,000.00/=

TZS

Total TZS

23,659,020.00 TZS

Remarks:
Printing was definitely one the highlights of the event. From t-shirts to banners
everything was well printed and was used properly throughout the event. The highlight
of the printing was the 12 meter by 5 meter banner that was hung in the MPH. The tshirts were good quality with excellent printing however a few of the polos had some
printing issues that were fixed. The books and bags were excellent with good finishing
and a unique and beautiful design. Overall everyone was very happy with the printing
and it definitely added some class to the conference which is always good to have.

Service Sites
Item

Amount

Currency

Services Site Spending

12,000,000.00/=

TZS

Total TZS

12,000,000.00 TZS

Remarks:
The service site spending were overall necessary to ensure that the service sites were
complete. However the major issue with service site spending was the fact that most
of the spending could not be done through account transfer hence meaning that a lot
of the money was taken out of the imprest account. Also it made it extremely difficult
to ensure that all the receipts were collected and that all the payments were made.

Flights & Accommodation

Item

Amount

Currency

Ishmael Beah Flight

1,255.00

USD

Transit Hotel - Beah

95.00

USD

Hotel - Beah & Monro

1,458.00

USD

Orkeeswa Flights

1,018.20

USD

Naureen Flights

469,000.00/=

TZS

Adam Notham Transport

80,000.00/=

TZS

Monro Flight

362.00

USD

Total USD

4,188.20 USD

Total TZS

576,000.00/= TZS

Remarks:
Flights and accommodation are self explanatory and were necessary for the event to
take place. All the flights were met and the hotel was good for the keynotes. Overall
the transport and accommodations were good.

Miscellaneous
Item

Amount

Currency

Police Officers Venue

1,000,000.00/=

TZS

Hiring of Drinks

910,000.00/=

TZS

Cleaning and Bottle

330,000.00/=

TZS

Kobi Leadership

1,500.00

USD

JUMP Foundation

1,215.00

USD

Painting Logo

500,000.00/=

TZS

CAS Lunch (GISS Cover)

1,080,000.00/=

TZS

Total USD

2,715.00 USD

Total TZS

3,820,000.00 TZS

Remarks:
The miscellaneous expenditures were important overall. We hired a the POM which
was mandatory for the sunday dinner and was a great place to host the dinner. We
bought drinks for 910,000.00/= and returned those that were not used and received
75,000.00/=. We provided money for the JUMP foundation as well as covered a CAS
lunch.

Total Expenditure
Currency

Total Spent

Total in USD

Tanzanian Shilling

98,104,120.00/=

44,592.78 USD

United States Dollar

11,378.20 USD

11,378.20 USD

Total Spent

55,970.98 USD

Total Remaining

7,029.02 USD

Conclusion
In conclusion, the 2016 GISS conference was extremely successful and was an event
that the International School of Tanganyika can be proud to host. In terms of the
financial aspect we spent 88.8% of all the money that was provided and saved the
remaining 12.2%. The money that was spent was definitely worth what we received for
the conference. In some areas there was definitely things that we could have
improved for the amount that we payed, however on the grand scale of things we
definitely spent properly to ensure that this conference was successful.
In terms of payment, the process of paying did take time after the event and many
suppliers were paid after the event to ensure that we were provided the services and
goods. The process of payment ensured that all the payments that were made had a
receipt and if not then had a contract with 5 percent dedicated to the government.
Overall the finance team went through and ensured that all the costs were taken care
of including that the appropriate documentation was filed with the accounting
department at the IST elementary campus.

Regards,
Dhruv Pujara

Accounts & Finance,

GISS Leadership Team.