Audit Training 2018-20189

Annual Financial Statement 2016-2017 Carry Over = Amount in Bank Account as June 2017 70% Funding = Amount received from First Funding Cheque Ensure you label and put dates on your events as shown above

Annual Financial Statement - Expenses Found in the Event tabs (Bottom of Excel Sheet) Must be filled out for every event Ensure all expenses are accounted for on the Event tab

Receipts e1a $281.44 Ensure to label the receipt (Ex Event 1 first expensive, e1a, second expense e1b, etc) This label should be found on the corresponding event tab expense as well as expense shown on Bank Statement

Annual Financial Statement - Revenue Revenue can come in the form of ticket sales, sponsorship, or donations. Sponsorship/donation can be added onto a specific event or can be its own depending on the purpose of sponsorship

Sources of Revenue Ticket Sales Keep track of your sales! (Excel Sheet, Ticket Stubs, Receipt Book) Donations Record the amount, date, and name. Cheque is preferable. Sponsorship Keep a copy of sponsorship agreements. Record the dates and amounts Copy of cheque If it is free food get an estimate (How much food, total cost, etc)

Reimbursement - Cheque Best reimbursement practice Keep cheque stub Record cheque number Make a copy Label the cheque appropriately Label Bank statement

Reimbursement - E-Transfer Keep a screenshot of the Transfer Ensure to detail the reason for reimbursement Proof that Transfer has been accepted

Reimbursement - Cash Avoid if possible Keep a copy of Cash Withdrawal You must provide proof of deposit Screenshot bank statement, cover all information

Purchases without Receipts Avoid if possible! Create a document resembling a receipt List all items being purchased, or services with costs associated Signed by both parties

Unapproved Spending Funding should not be spent on the following Alcohol Personal Items Personal Clothing (For Execs) Items not related to specific events or the improvement of the club/society If you are unsure about an expense contact us!

Requirements Annual Financial Statements (June 2018- November 2018) Bank Statements Receipts Contact information Letter to Auditor Updated events List

Room and Table Booking - Rules T-Card must be given to the Infobooth before you are given a table. Clubs/Societies can only use rooms and tables that they have booked (through the online system). Clubs/Societies must keep noise at a minimum during tabling. You will be asked to provide ID/T-Card before gaining access to rooms. If your club/society is serving food (warm food) ensure that you keep your food warm at all times (health and safety concerns). Keep rooms and tables clean! Promote, enjoy, and have fun!

Room and Table Booking - Rules Please be courteous with your bookings! Only book for events in the immediate future to ensure others have access No bookings for second semester allowed, bookings will be deleted! Second semester booking will be announced at a later date If you have booked excessively you will need to reduce your bookings. Strategic bookings! (athletic events in the RAWC, smaller events in smaller rooms, etc)

Equipment Booking Bookings will be done online You must give your T-Card to the Infobooth before picking up your equipment. All equipment must be returned in working order to the Infobooth. You will be required to pay if anything has been or lost. Items MUST be returned before the Student Centre closes. Only Microphones and Speakers as of now More to come!

Booking Website https://app.utm.utoronto.ca/rbs/utmsu

Office Space If you have an office you MUST hold a minimum of 10 hours per week 1 exec must be present at all times Office must be kept clean, safe, and sanitary at all times 3 Strike warning system Office hours MUST be emailed to me and posted on the outside of your doors Do not cover the glass You must have your keys by now, Infobooth will no longer open the door

RGASC Funding For academic based initiatives (Clubs ONLY) Requests to be submitted to cliona.kelly@utoronto.ca and ramzi@utmsu.ca Ask myself or Cliona for help! Email will be sent out tonight Deadline November 15 MONEY!!!!!!!

Collaborative funding Between Clubs, Club and society, or club and society and UTMSU Great way to host large scale events Create a sense of community on campus Reduces duplicate events Submit proposals 2-4 weeks in advance MONEY!!!!!!

Green Grants and Green Shift Creating sustainable events Green Grants Money to make your event more sustainable Green Shift Cutlery to make your event more sustainable Email sustainability@utmsu.ca with the completed forms. Found on UTMSU Website

Awards Clubs Academic Societies Rookie Club of the Year Recreational Club of the Year Sports Club of the Year Social Justice Award Charity Club of the Year Religious Excellence Award Cultural Club of the Year Excellence Club of the Year Most Coordinated Most Collaborative UTM Spirit Club of the Year Most Improved Club of the Year UTMSU Collaboration Award Green Award Club of the Year Social Justice Award Most Charitable Award Excellence Award Most Coordinated Award Most Collaborative Award Most Improved Award UTMSU Collaboration Award Green Award Society Of the Year

Audits are due November 12 2018

Halloween Meetings Thursday 1-2

Communication Email ramzi@utmsu.ca Clubs and Societies Coordinator vpcampuslife@utmsu.ca - Zahira - VP Campus Life vpua@utmsu.ca Andres - VP University Affairs Phone (416)-738-3281 Visit the office! Add us on Facebook, Text, or Call us!