Financial Regulations

The role and responsibilities of the treasurer and deputy treasurers are defined in particular in Articles 8 and 17 of the articles of association of the asbl.

In accordance with Article 17.1 of the articles of association, the treasurer reports monthly to the president and quarterly to the Executive Committee on the financial situation.

In accordance with Article 17.1 of the articles of association, the treasurer draws up the annual financial report in connection with the ordinary general assembly.

In accordance with Article 17.2 of the articles of association, the treasurer keeps the list of members up to date and reports quarterly to the president on any subscription arrears.

1. In accordance with Article 8 of the articles of association:
   • Contractual expenditure is signed by the treasurer, and non-contractual expenditure is subject to prior agreement, where appropriate by electronic means, from the president and the treasurer.
   • In the event of disagreement, the authorisation is submitted to the Bureau of the Executive Committee.
2. Special provisions:
   1. In the event of disagreement on a non-mandatory item of expenditure, the authorisation is submitted to the Bureau of the Executive Committee for decision.
   2. In the event of the treasurer being unavailable, the deputy treasurer for Brussels replaces them after expressly informing the president.
   3. In the event of the president being unavailable for more than 10 working days, the vice-president for Brussels replaces the president in authorising payments.
   4. The treasurer is authorised to sign on all accounts, and the deputy treasurers on the accounts of their respective sector.
   5. Deputy treasurers may only act on accounts under express mandate from the treasurer and the president.
   6. The treasurer presents annually the accounting documents required in the framework of non-profit associations.

Payments, expenses, fees or invoices are, within the framework of Article 4, paid exclusively from the SFP-Europa bank account or by the SFP-Europa debit card.

In cases of absolute necessity, the Executive Committee is permitted to request advances from other non-profit associations and/or from members.

The total amount advanced may not exceed the amount of the last 12 months of subscriptions.

The cost of expenses incurred by participation in meetings to which members are duly mandated is distributed as follows:

1. the partial costs of renting or organising the material aspects of meetings are borne by SFP-Europa;
2. travel, accommodation and meal expenses are fully reimbursed on the basis of receipts and invoices in the name of the asbl; participants shall observe parsimony, including recourse to car-sharing; where foreseeable expenses exceed the ceilings set for the Institution's missions, prior authorisation from the Bureau is required.

In the framework of legal advice or assistance:

1. SFP-Europa may financially support cases of general interest, subject to the approval of the Bureau of the COMEX. In the event of rejection, the request is submitted to the COMEX;
2. SFP-Europa covers a first consultation with a lawyer, including a file review, on the following conditions:
   1. that the file has been submitted to the Comex-JurAssist and has received a favourable opinion;
   2. that the requesting member has been a member of the union for at least 3 months;
   3. that the matter or grievance arose after joining the union;
   4. that, during this consultation, the requesting member is accompanied by a member of the COMEX.

By 15 February at the latest, the treasurer draws up the annual balance sheet, submits the accounts to the auditors and prepares the financial report.

By 1 March at the latest, in agreement with the president, the treasurer presents a budget for the year.

These regulations were approved by the general assembly of 26 February 2021 and may be amended by the general assembly on a proposal from the Bureau.