Clubs & Societies Financial Administration Guide

Your Role Managing your accounts How to increase your funds How do you fit into the club development process? Equipment ordering & Inventories Accountability How to track your money

Ask the following questions; Why do this role? What is this role? Who can support me? Treasurer Equipment Officer

Student Union Staff We are here to help! Sarah Clayton - Sports & Activities Administrator Finance Office: - Matthew Leese - Management Accountant - James Hancock - Finance Technician Sports Team: - Joel Kesterton - Sports Manager - Kirstie Carruthers - Sports Programme Leader

Paying money in Your members usually pay their membership fees via the website If you receive money via cash or cheque please pay it in via the Finance Office in the Students Union. You must provide the name of your club/society and a description of what the income is for. If you are obtaining money from an organisation please the admin staff who will instruct the finance office to send out an invoice.

ALL purchases must be authorised by the clubs/societies Student Union admin staff. The money raised by your membership fees and fundraising belongs to your club/society. However, it is held in the same bank account that is also used for the Student's Union, so if you overspend it becomes a cost to the Union! For this reason: Spending your money: You must send an to the admin staff with full details of your request and they will back confirming if the purchase has been authorised and the order has been placed. For transport orders and large purchases the admin staff will obtain quotes to find the cheapest supplier. (you must not book own travel) There are 2 ways of spending money: a Purchase Order and a Claim Form

The admin staff will create a Purchase Order which is a record of the expenditure you intend to make. Why are purchase orders necessary? They provide a record of what you have committed to spend They demonstrate to the supplier that you have placed an order, so they can't subsequently pretend they didn't know about it They require authorisation before they can be created, so they give the supplier certainty that the purchase has been approved and that they will be paid They provide assurance to you in that you know your purchase has been checked and approved by Union staff, and that you will not be held personally responsible for paying the bill Finally - though it may seem bureaucratic, every business you will ever work for will have similar procedures in place - so get used to it! Once an invoice has been received from the supplier the Finance Office will pay it and the cost will appear on the Expenditure total on your accounts.

Spending your money part 2: Claim Forms For small expenses that you have paid for yourself you fill in a claim form. Payments up to £50 can be paid in cash. Payments over £50 are only paid by bank transfer, every Friday. Forms must be authorised, and signed by the Sports Manager (Joel) and presented to the finance office by 4pm on Tuesday. However, if you have not had the expenditure approved beforehand you run the risk of your claim not being paid. We have a system for referee costs where a number of referee bookings will be pre-approved and you will be able to collect cash from the finance office without additional approval. Contact the staff for details. The Club Treasurer or Chair must sign all claim forms made by other club members, and if the Treasurer or Chair themselves make a claim then the other authorised person must sign the form.

The Finance Office will you an excel spreadsheet every week that will show all transactions and a summary of your Clubs financial position Keeping Records MENS LACROSSE - SUMMARY17/09/2015 Description£ Income / Expenditure Account Men's Lacrosse Balance brought forward from Previous Years Income throughout 2015/ Expenditure throughout 2015/ Balancing Remaining Less Committed Spending (Purchase Orders) Balance Available to Spend Development Fund (For Information) Men's Lacrosse Budget Allocated for 2015/ Expenditure throughout 2015/ Budget Remaining for 2015/ Less Committed Spending (Purchase Orders)0.00 Budget Available to Spend for 2015/ The first page gives a summary of income and expenditure. This figure shows the value of outstanding Purchase Orders; in other words, the amount you have left to spend once current spending commitments have come out. Your true balance remaining is the figure below this. This shows the importance of contacting the Union staff about all purchases you make. A purchase order will be created which acts as a record of what you have committed to spend.

The second and third pages show your Income and Expenditure. They have two columns each - negative entries are for costs reversed, refunds given and other adjustments. In accountancy, Debits are costs and Credits are income (the opposite to your bank account because your bank statement is from the banks point of view, not yours!) Most Income entries will be Credits, and most Expenditure entries will be Debits MENS LACROSSE - INCOME MENS LACROSSE - EXPENDITURE DateTran RefTran DescriptionDebitCreditDateTran RefTran DescriptionDebitCredit 15/10/14 CRYSTAL REC 15/10/14 36 X CRYSTAL TKTS COMMISSION - 15/10/ /10/14 MENS LACROSS- REFEREE TOM BRACEGIDLE- REFEREE EXPENSE /10/14EXTRA CRYSTALEXTRA MONEY PAID IN WITH CRYSTAL TICKETS /10/14REFEREES FEESREFEREES FEES - 22/10/ /10/14 CRYSTAL REC 22/10/14 19 X CRYSTAL TKTS COMMISSION - 22/10/ /11/14REFEREE FEESREFEREE FEES - 05/11/ /10/14 CRYSTAL REC 24/09/14 19 X CRYSTAL TKTS COMMISSION - 24/09/ /12/14REF FEESREF FEES - 03/12/ /10/14 CRYSTAL REC 01/10/14 24 X CRYSTAL TKTS COMMISSION - 01/10/ /03/15 MENS LACROSSE REF COST MENS LACROSSE 2ND TEAM- REFREE COST /10/14 CRYSTAL REC 08/10/14 37 X CRYSTAL TKTS COMMISSION - 08/10/ /04/15REFEREE FEES1ST TEAM, 15/4/ /11/14CRYSTAL REC 12/1124 X CRYSTAL TKTS COMMISSION - 12/11/ /05/15SPORTS BALL1 X SPORTS BALL SUBSIDY /11/14REF FEESREFEREE FEES - 19/11/ /05/15SPORTS BALL1 X SPORTS BALL SUBSIDY /01/15 CRYSTAL REC 21/01/15 15 X CRYSTAL TKTS COMMISSION - 21/01/ /05/15SPORTS BALL2 X SPORTS BALL SUBSIDIES /01/15I7010REVOLUTION /05/15SPORTS BALL1 X SPORTS BALL SUBSIDY /01/15 CRYSTAL REC 28/01/15 13 X CRYSTAL TKTS COMMISSION - 28/01/ /05/15SPORTS BALL2 X SPORTS BALL SUBSIDIES /02/15 CRYSTAL REC 18/02/15 12 X CRYSTAL TKTS COMMISSION - 18/02/ /05/15SPORTS BALL2 X SPORTS BALL SUBSIDIES /02/15 CRYSTAL REC 25/02/15 13 X CRYSTAL TKTS COMMISSION - 25/02/ /05/15SPORTS BALL1 X SPORTS BALL SUBSIDY /03/15 CRYSTAL REC 04/03/15 11 X CRYSTAL TKTS COMMISSION - 04/03/ /05/15SPORTS BALL1 X SPORTS BALL SUBSIDY /04/15 CRYSTAL REC 15/04/15 9 X CRYSTAL TKTS COMMISSION - 15/04/ /04/15 CRYSTAL REC 22/04/15 43 X CRYSTAL TKTS COMMISSION - 22/04/ /04/15 REVOLUTION SPONSORSHIP REVOLUTION SPONSORSHIP - 50% TO WOMENS LACROSSE /07/15I7129REVOLUTION

MENS LACROSSE - DEVELOPMENT FUND DateTran RefTran DescriptionDebitCredit 13/10/14I*21599MONSTER MESH /10/14I*21857CREDIT CARD /10/14I*21981UKLACROSSE /10/14C*745CREDIT CARD /10/14PO ACCRUALS P3NIELSENS TRAVEL /10/14PO ACCRUALS P3NIELSENS TRAVEL /10/14I*21759NIELSENS TRAVEL SERVICES The final page shows your Development Fund expenditure. The available money for your Development Fund will not show as income. Refer to the figures on the summary page for how much of your Development Fund you have remaining:

The following sports clubs will have £10 per member deducted by the Sports Union for the benefit of shared events: Boxing Canoe Climbing Cycling Dodgeball Equestrian FMC Sailing & Windsurf Snowsports Sub Aqua Women's American Football

Crystal tickets: You can earn money for your club by selling Crystal tickets to your club members. They are £4.50 each. £1 from each ticket goes to your club, and 50p goes towards the Sports Ball. You collect a book of tickets from the Finance Office in the Student Union After the event you must return either the money collected OR the unsold tickets. Any unsold tickets that are not returned will be charged to the club You must return ticket money to the Finance Office by 4pm on Friday each week or your club will be charged £5 We will not issue any new books until money and/or tickets are fully returned for the previous week 3 members of your Club will be allowed to collect ticket books: the Chair, Treasurer and one other Committee member (the Social Secretary if you have one).

Find quotes them into the union & Check you have enough funds We will raise PO and company will release the goods Payment will be dealt with by our finance department Add equipment to inventory list Research Quotes Check your club have enough money Bring receipts into the Hubs and fill in a claim form Will receive the Money back within 2 weeks. Add Equipment onto inventory list Ordering New Equipment & Kit

Do you know exactly what equipment and kit your club currently has? Storage Safe? Quality Enough?

- Budget Request forms - Selling Crystal tickets - Sponsorship - Fund raising - Funding Grants - Subs - Any others? How can I get more money into my club?

Any questions about your club/society finances please contact Sarah ClaytonSports & Societies Administrator Matthew LeeseManagement Accountant James HancockFinance Technician Any Questions??