Finance Training Holly May Roberts, Societies and Sports Manager Club Training Day 27 April, 2013

What is a Club Treasurer?  Challenging role in a committee  Gives great employability experience and transferable skills  Main Responsibilities: Main person responsible for managing the finances of your club. Ensure that the committee are kept up to date with the financial state of the club and consulted on all financial decisions.  The treasurer must not be a final year student.  The club must not hold external bank accounts.

General Information  We offer a wide range of services to clubs:

Private and Grant Accounts  Grant Account: accessible funds Money available from the Students’ Union for day to day sporting activity (equipment, transport, kit etc) Needs to be spent first  Private Account Membership money, fundraising, sponsorship. Can be spent on anything the committee decides (within reason!)  To get your account codes

The Students’ Union Finance Office  Used to pay money in, claim expenses and get invoices paid.  On B Floor in the Portland Building  Drop Box available for paperwork/ requests.  General Enquiries Staffed hours:OpenClose Term Time (M-F)10:3015:00 Non Term Time (M-F)12:0014:00

The University Finance Office  Portland Building E E123 floor  Take BUCS claims forms here.  Always come to Lynn in the Societies and Sports Office to fill in this claim form.  You MUST have a receipt attached.  For BUCS related expenditure. Accommodation, travel etc.

BUCS Claim form Need photo ID Come to the Sports Support Staff in the Societies and Sports Office to fill in form

Depositing money into the Private Account  Fundraising, petty cash from subs etc.  To be depositing into the private account using the cash machine in the Finance Office.  Get help the first time you use the machine.  Contact last year’s Treasurer for password.  Always keep a record of what you have put in and keep receipts!  Good idea to write on the reciept!  Do not keep money lying around- you do not want to be responsible for lost cash. Your money is not insured if it is not banked in the Union.

Getting Money Out: Expenses Claim Form- to your bank, not cash  One of the most used forms  Used to claim back expenses paid for by members of the committee/ club.  MUST have a valid receipt (apart from fuel)  Best to fill in on the computer  Can send by but will need scanned receipts and signatures.  Fill in the form as fully as possible.  Always save copies and keep a record of everything.  If the Treasurer is claiming the money back it MUST be signed by another committee member.

Getting Money Out: Other Forms  Credit Card Request Form Can only use this during Finance Office opening hours. Fill the form in and use the Card. ONLY to be used in exceptional circumstances.  Purchase Order Form To be used when ordering kit from Kukri MUST do this during Finance Office hours  A guide to fill in forms will be available

Getting Money Out: Paying for things by BACS  BACS is an electronic payment of money  BACS is the preferred option to pay for things  If you do pay cash in hand for something you MUST get a receipt. You MUST have a paper trail.  When purchasing anything (external facilities, equipment etc) always remember to get an invoice sent to your pigeonhole in the Societies and Sports Office.  Asking for an invoice is quicker and easier.

Getting Money Out: Paying for things by BACS  Invoice must be addressed to the Students’ Union with reference to your club.  Invoices must be signed by the Treasurer, dated and the right code written.  Take the invoice to the Finance Office or send a scanned signed copy to  Invoices will be paid by the payment date (not necessarily straight away).  BACS payments are every Thursday.

Paying for Officials

Other Forms  Statement Request Form To find out how much you have in each account. The YTD (year to date) Balance on Grant Account figure is the amount of grant spent, not how much you have left. The YTD Balance for your Private account should read (-). If it reads (+) then you have overspent. Keep looking at the Statement User guide for information. Easiest way is to for statement requests

Other Forms  Transfer Request form Used to transfer money to another Students’ Union account (Club/ Society/ Department) Forms found in the Finance Office  Paying in Form Used for cheques only To bank money into your Private account

Things you need to know  BUCS Transport gets paid by the University (and normally ordered by the University).  Other transport costs will be paid out of your grant or private account.  All other BUCS costs currently get paid by the University up to a certain amount.  Always ask Lynn.

Coach’s Forum  Thursday 2 nd May  18:30  Highfields Pavillion

Keeping a Record of your Finances  Always a good idea to use your own accounts sheet  Important that you always know the financial activity of your group.  Look at the statements that the Finance Office give. If you see a problem with these and the Finance Office can’t answer your question, go to your Development Coordinator.

Tips and Hints  to sell stash, tickets and equipment Easy way to collect money off members and students. You as a Treasurer don’t have to worry about handling cash- the money goes straight into your private account. ALWAYS keep a record of who has ordered, their sizes and how much they have paid etc. ALWAYS make sure money is paid for up front before ordering kit (even if this is a deposit)

Tips and Hints  Use the Drop Box in the Treasury for invoice payments, statement requests and transfer requests.  Keep an up to date account of everything and present a report of the club’s accounts at every committee meeting.  Keep your committee involved in all decisions.  If you run into financial trouble: Don’t worry! Come and see your Development Coordinator or myself as soon as you can.  We can work any problem out together.

Thank you!