1. Audit Training

2. Annual Financial Statement
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

3. 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

4. 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

5. 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

6. 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)

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

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

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

10. 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

11. 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!

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

13. 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!

14. 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)

15. 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!

16. Booking Website

17. 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 ed 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

18. RGASC Funding For academic based initiatives (Clubs ONLY)
Requests to be submitted to and
Ask myself or Cliona for help!
will be sent out tonight
Deadline November 15
MONEY!!!!!!!

19. 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!!!!!!

20. 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
with the completed forms.
Found on UTMSU Website

21. 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

22. Audits are due November 12 2018

23. Halloween Meetings Thursday 1-2

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