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Grants:IEG/Build an effective method of publicity in PRChina/Finances

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Below is your approved budget. Please use this table to keep track of actual funds spent for each line item and list the difference from the approved budget at the end of the grant period.

Expense Approved amount Actual funds spent Difference
Wikimedia merchandise $200 $200 $0
postcards and postage for social media giveaways $75 $ 102.73 = (RMB 444, HKD 76, USD 19.8) - $27.73
social media maintenance fees $25 $0 $25
meetups support (signs, drinks, etc) $50 2.47 47.53
additional unforseen expenses: shipping, postcards, and bank fees (approved Aug 2013) $150 $ 62.9 (USD 15, RMB 290.8) $87.9
Total $500 368.1 131.9

Request changes[edit]

We understand that sometimes plans change. Please use this section to request approval for changes to your grant’s budget while your project is in progress. Any variation of 20% or more to any line item in your budget must be approved by staff here before you make the change (for projects with budgets of $15,000 or more, the accepted variance is 10%).

Request for unexpected extra costs[edit]

So far, the social network in China works well. We not only achieve 6,700 followers in few month, but also held many online and offline activities. But there're several unexpected extra costs of postcards and shipping of WMF merchandise as prize.

We planed to use 75 USD for making self-designed postcards and shipments. Although we got eight beautiful kinds of design, only four of them were printed since the minimum amount for single design was two hundred. For saving some money and make the postcards used in best result. I paid and kept 50 of each kind of them (which is 200 in all) for further using.

The unit price was 0.34 Yuan (0.056 USD) , so the total is 204 Yuan (33.44 USD). The postage for sending all 600 postcards was 720 Yuan (118.03 USD) which including Wikimania featured will be sent from Hong Kong.

So the postcards and postage will need 924 Yuan (151.47 USD). Since we already have 75 USD budget and 25 USD for maintain fee but not need to use for that (total is 100 USD/610 Yuan). So for postcards thing we need 314 Yuan for these unexpected situation.

Another problem is, we planed to use 200 USD for WMF merchandise and the shipment of these prize. But we used all 200 USD for merchandise but didn't realize it until we start to ship them. If we apply 509.5 Yuan, we can send almost 200 prizes which fit our original plan.

If the application of extra costs is approved, I need to pay 15 USD when WMF transfer these to my account. But if WMF can send the check, it can be helpful for any others coming situation without expectance.

314 + 509.5 Yuan = 135 USD (6.1Yuan/USD); 135 USD + 15 USD = 150 USD

We considering to apply 150 USD for total extra costs to cover all these unexpected situations.

Request approved. Thanks for the detailed information in this request, Addis. Unexpected costs do often happen, I appreciate your being willing to share this information and make an additional request to ensure the successful completion of this project. I'm approving this request for an additional 150 USD, and we'll look into mailing you a check instead of the wire this time, if possible. We'll begin to process the disbursement when your midpoint report is completed and accepted. Cheers! Siko (WMF) (talk)