Transcript Treasurer Training Slides - University of Nottingham Students` Union

• Please Sign the Finance Office
Treasury Form
• Used to make sure that it is only
the Treasurer who can access the
account.
Contents
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What is a Society Treasurer
Private and Grant ‘accounts’
Grant application
The Finance Office
Putting money into your Private account
Getting money out
Forms
Keeping a record of your finances
Hints and tips
What is a Society Treasurer?
• Challenging role in a committee
• Gives great employability experience and transferable skills
• Main Responsibilities:
• Main person responsible for managing the finances of
your society.
• Ensure that the committee are kept up to date with the
financial state of the society and consulted on all
financial decisions.
• The society must not hold external bank accounts.
Private and Grant Accounts
• Grant Allowance- accessible funds.
• Money available from the Students’ Union.
• Must be spent on activity that satisfies your aims and
objectives and is available for the benefit of the whole
membership base. Questions?
• Needs to be spent before end of academic year!
• Private Account
• Membership money, fundraising, sponsorship.
• Can be spent on anything the committee decides (within
reason!)
• To get your account codes email
[email protected]
Grant Application
• Due in by 21st June
• Need 3 simple documents to apply for a grant.
1) A programme of events and activities
2) A budget set out in the SU template format.
3) A supporting statement detailing how the money
spent will benefit your membership base and the
Union as a whole.
• Your Treasurer Pack will include details on how to
apply.
• Send to [email protected]
The Finance Office
• Used to pay money in, claim expenses and get invoices paid.
• On B Floor in the Portland Building
Staffed hours:
Open
Close
Term Time (M-F)
10:00
16:00
Non Term Time (M-F)
12:00
14:00
• Drop Box available for paperwork/ requests (NO CASH)
• General Enquiries email: [email protected]
Paying Money into the Private Account
• Fundraising, and petty cash (subs etc).
• To be deposited 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!
• Write on receipts what they are for!
• 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.
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- NOT card receipt.
• Best to fill in on the computer
• Can send by email but will need scanned receipts and
signatures. (google maps for fuel)
• 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 stash from Red Oak Roller and
other (Uni facilities etc)
• 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 electronic payment of money
• BACS is the preferred option to pay for things.
• Do not pay cash in hand for anything- you need a
paper trail for protection.
• 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 email invoice is quicker and easier if the
company will send one by email.
Getting money out: Paying for things by BACS
• Invoice must be addressed to the Students’ Union with
reference to your society.
• 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
[email protected]
• Invoices will be paid by the payment date (not necessarily
straight away).
• BACS payments get paid every Thursday.
Paying for Coaches/ Instructors/ Lecturers
• You MUST make sure that your coach/
instructor/ somebody that you are paying is
registered as self employed.
• To do this, you need to email
[email protected] to ensure that
they are registered with us.
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 Email:
[email protected]
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
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, come to see Holly Roberts
in the Societies and Sports Office.
Tips and Hints
• email [email protected] to sell stash,
tickets and equipment online.
• 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.
• Use the Drop Box in the Treasury for invoice
payments, statement requests and transfer requests.
Tips and Hints
• Keep an up to date account of everything and present a
report of the society’s accounts at every committee
meeting.
• Keep your committee involved in all decisions.
• The Treasurer is the ultimate decision maker so don’t
be pressurised into purchases!
• If you run into financial trouble: Don’t worry! Come
and see Holly Roberts in the Societies and Sports
Office as soon as you can.
• We can work any problem out together.
Thank you!
Any Questions?