Leeds University Union Student Activities Finances Graham Smith May 2015

Who are we? Marnie Graham Rob

Skills to gain Financial Management and Sustainability Organisational Leadership Decision Making Most of the skills gained through being a treasurer and managing accounts are through being diligent, sticking to processes, and being financially aware of what’s going on

What do you need to do? Your cash office training! It’s online, and at least 2 committee members need to do it and sign onto the accounts at the cash office. Find out what your account codes are They’re always 2 letters followed by a number ( XX2 )

Paying out of your accounts Green Expenses Form Must be authorised by an account signatory Must include a receipt/invoice, we won’t take the form off you without it If someone is being paid cash, they must be at the cash office to collect it, with their ID – you cannot collect it on their behalf to give to them

Paying out of your accounts You can’t authorise a payment to yourself! This applies to cash or bank transfer Payment run is once a week on a Wednesday If you want to get a payment on for definite, you must hand in the paperwork by 4pm on Tuesday We can’t guarantee it’ll be paid if we receive the paperwork any later than this

Paying into your accounts Really easy! Anyone can do this! Use the pink form. Cash Cheque Card Bank Transfer (only in certain circumstances)

Forms to change The green form (paying out) and pink form (paying in) are both due to change in summer ahead of 2015-16 Following feedback from groups What type of expense More description lines Getting rid of transport section Simpler layout More options for type of income Clearer distinction for pounds and pence Option for card payments

Statements and Budgeting Get your statements by requesting them online or by going to Student Activities Reception They’re (hopefully) going to change over the summer so they’ll be easier to read! Keep a spreadsheet of your finances! Your development coordinator will have a blank template to get you started

Statements and Budgeting Planning events for the year: Costs: Venue Hire, Equipment, Staff/Security Income: Sponsorship, Tickets, Funding We’d always advise you run events to break even at the very least. Work out the costs first so you know how much money you’ll need to run the event

What else can we do? Raise invoices on your behalf Do you have a sponsorship agreement? Or is someone due to pay you money for a service you provide? Loan out card machines Don’t collect large sums of money in cash, and grab those people who “forget” to bring cash!

What else can we do? Sell cheap Alton Towers tickets You can get tickets for £22.00 from us! This is currently cheaper than a 2-for-1 ticket! It’s a bargain!! Help you transfer money between your accounts We can transfer money to another club or society too

If you think of anything later, e-mail askfinance@leeds.ac.uk Thanks! Any Questions? If you think of anything later, e-mail askfinance@leeds.ac.uk

Lunch (room 6) 10:00 Sign-in (room 6) 10:15 Key note speech and introduction Fi Metcalfe (room 6) 10:30 Leading teams and people Andrew Lockwood Event and Project management Beth Moorley (room 4) Chairing and Facilitating Stephen Dowson (room 5) 11:30 Strategic planning/thinking Louise Proctor & Kate Mackenzie Working with employers and employability Jess Henderson Public speaking 12:30 Lunch (room 6) 13:15 Media, marketing and communications Hannah McCulloch Funding your club Graham Smith, Ruth Fawcett & Charlie Roberts 14:15 Conflict and crisis management Kay Morrison 15:30 LUU Commercial trade-show and social (including free barbeque) (Riley Smith  terrace)