The constitutional implications of Club, Society & SLS (Student-led services) finance! How to read a SAGE account slip! All the forms and how to use them! How to budget well with the Underwater Pole-vaulting society! AU specifics - Jordan from the AU! By the end of this session, You will know…

Some stuff you should know… F.01 A KeeleSU society must maintain all of its funds through KeeleSU’s accounts department. A society may not retain society funds in any other form. A society may not hold cheque or other accounts outside KeeleSU, apart from the following exceptions: –(i) A cash float used in the selling of tickets, this will be signed off by the Treasurer and President after every use. –(ii) An online fundraising account which has been vetted by the VP Finance & Activities. All money from this must go entirely into the society account at the end of each semester. Statements must be made available on request to the VP Finance & Activities.

Some more stuff… F.02 (i) Payments from society accounts will normally be by cheque drawn on the society account.* (ii) Invoices or receipts will be required as proof of expenditure. (iii) All expenditure authorisations shall be at the discretion of the VP Finance and Activities. *BACs payments can be made.

THIS ONE IS PRETTY IMPORTANT… F.03 KeeleSU shall not be responsible in any way for expenditure incurred by a society that does not possess sufficient funds to meet its commitments. In such circumstances, the society and it’s committee will be liable for any of KeeleSU’s losses.

Forms Referee

Reading SAGE

Budgeting for Underwater Pole- Vaulting Society In the previous years the Underwater Pole-vaulting Society held 5 events - this year they wish to do 7.

TALK TO ME OR NICK!!! If you are running an event, for example a society ball/awards night, go and run your event budget by the VP Finance & Activities BEFORE you commit to anything. If there are items that you plan to pay for using your society account that are deemed inappropriate for society expenditure, and you do not check, you will not be reimbursed afterwards. This may sound a little harsh, but ultimately, it’s the fairest thing for everyone.

What to spend your money on Examples of valid claims Affiliation fees to national organisations. Transport to/from, and delegate places at national conferences or other events. Publicity materials. Events costs.

Expenditure

Expenditure Be sure to include as much detail as possible. For example: “Events costs” …doesn't explain much, but... “Cheque to be raised for security company to the value of £ as payment for the services of five security staff to cover the 5-hour KARNAGE event, , as per the pre-agreed quoted rates gives the VP. Finance, and the Finance office, a much clearer picture of where society money is going and why.”

Big Payments Society & Club Credit card PayPal

Invoices/Receipts Whether you’re being reimbursed for costs, paying by cash, card or PayPal you MUST give the Finance office a copy of an invoice or a receipt for their records.

Paying in money It’s easier to sell stuff through MSL (tickets, products etc.) If you’re paying in cash, such as from fundraising, you will use this form:

Petty Cash Forms A few things about these… They are used for travel including, train tickets and minibus. If you are travelling by car then simply put the postcodes of where you went to and if it was a return journey. Please do not total this up yourselves with petrol etc. Finance will calculate this. If you need a float then also use this form.

Petty Cash Forms

AU Forms

KeeleSU Society Grants Membership Supplementary Activity Grant Capital grant These are all potential sources of income but are NOT guaranteed. Make sure to take this into consideration when budgeting.