EPS-AG Financial Operations and Expenditures
Explore the unique financial structure of EPS-AG, where all funds are managed by EPS with budgetary lines for EPS-AG and expenditures must be approved by council. Discover the rules for spending money to promote physics, the evolution of accounts, and recent operations in managing lab contributions. Dive into the detailed history of EPS-AG accounts from 2018 to 2023.
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Financial Status of EPS-AG Nicolas Delerue, EPS-AG Treasurer February 2024 EPS-AG Finance Review - 14/2/2024 1
How the EPS-AG accounts work (my understanding) The Accelerator Group (AG) has no real bank account. All monies are handled by EPS with budgetary lines created (like in most universities/laboratories) for EPS-AG. All expenditures to be formally approved by EPS council. When an expenditure is requested by the AG it is put on awaiting account until approved by council. Incoming monies appear when an invoice is sent, not when it is paid by the debitor! This may lead to corrections later. Eg: Council approved at it May 2023 the 2022 expenditures. Accounts seems to change numbers from year to year. EPS-AG Finance Review - 14/2/2024 2
EPS rules for spending money All expenditures that promote physics are eligible. Expenditures are decided by the Accelerator Group and later validated by council. A written decision from the board of the Accelerator Group is required to allow a given expenditure. In comparison with what other groups are doing, our jacow expenses are exotic but that s OK. The best method of paiement is by invoice. EPS-AG Finance Review - 14/2/2024 3
Reminder: Evolution of Account - 2022 General account Jacow account EPS-AG Finance Review - 14/2/2024 4
IPAC account 2022 correction Lab contributions are credited at the time of the pledge (an invoice is sent) then the actual amount paid is credited and the invoice deduced from the account. In 2022, one lab who had pledged 3k gave only 2k => 1000 correction. One out payment to a student incurred banking fees. EPS-AG Finance Review - 14/2/2024 5
Operations in 2023 Two labs have not yet paid their IPAC 23 invoice. They are being chased. EPS-AG Finance Review - 14/2/2024 6
Accounts history Account 2018.12.31 2019.12.31 2020.12.31 2021.12.31 (2022.1.1) 2022.12.31 2023.12.31 EPS-AG Investment Account 125,000.00 125,000.00 125 000.0 125 000.0 Merged into general account 190 673.89 EPS-AG General Account EPS-AG IPAC Account EPS-AG JaCoW Account Total 67,742.52 68,412.57 65 673.89 65 673.89 160 673.89 160 673.89 65,557.77 36,382.41 49 043,21 49 043.21 49 043,21 15 053.22 11866.31 7,682.64 5,510.28 3 753.48 1 996.68 1 996.68 4 889.89 3011.09 265,982.93 235,305.26 243 470.58 241 713.78 241 713.78 180 617,00 175 551.29 EPS-AG Finance Review - 14/2/2024 7
About Royalties Royalties: In 2016 and 2017, we received royalties from Curran associates (18/02/2015: 398,56 ; 21/07/2016: 91,62 ). This is no longer the case. Question asked to Christine. Answer: [ ] some modest sums were derived from royalties paid by Curran (they took the electronic proceedings of a series of conferences produced by JACoW to print hard copies for sale to libraries around the world). This income may indeed have dried up. I suggest to consider that we no longer receive Royalties. EPS-AG Finance Review - 14/2/2024 8
Issues from the past (to be discussed) Bank interests: In the past some bank interests were credited to the AG accounts. Example: 31/12/2020 pi ce 449 and 450, journal 512251, 46,64 +250,96 This is no longer the case. => Question asked to the EPS accountants => Being investigated internally => Shall we move some of our reserve to an interest paying account (not automatic in French banks)? Tax: Some taxes were paid in 2020, they may have been connected to the interests. EPS-AG Finance Review - 14/2/2024 9
EPS-AG Recurrent expenditures (identified so far) All years: Jacow software licence (1,9k ) European IPAC years: Prizes 4k Jacow domain: renewed until 2031! (350 /9 years) Total: 10k /3 years, less than 3,3k /year No recurrent incomes. EPS-AG Finance Review - 14/2/2024 10
Current status Transfer of treasurer duties completed. Some corrections to the 2022 and 2023 accounts were done once data received. Net expenditures for 2023: 5k Recurrent expenditures: 10k /3 years cycle Current balance: 175k The total balance is decreasing but we still have healthy reserves (>42 years of recurrent expenditures!). Two labs have not yet paid their IPAC 23 contribution so there might be a minor adjustement. For IPAC 24: 64.7k pledged by labs for student support. After paying the 2024 Jacow software bill, the Jacow account balance is 1132 => need to replenish it (5k ?) EPS-AG Finance Review - 14/2/2024 11
