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treasurer training Goodge Eracleous Student Groups Coordinator Beyond your degree treasurer training Goodge Eracleous Student Groups Coordinator

general finance union definitions Subs account – this is where the money that people pay to join your society or club goes. When you pay for things or pay people back, this is where it comes from. Expense365 – this is the name of the app we use to help you pay back your members for things they have bought or paid for on behalf of the society

invoices

general finance Receipts You will need to submit receipts as evidence you bought something Your receipt must:  Have the total cost visible Show what was purchased clearly DO NOT APPROVE APP CLAIMS IF THESE AREN'T VISIBLE. These will not be paid by finance.  If your club/soc approves a claim without valid/legible receipts, it will take far longer for members to be reimbursed.

general finance what is an invoice? Invoice: a bill for what you have purchased. It will contain the products or services you are buying, the total cost of the order, and the bank and contact details of the company you are buying from. If you are buying something from any company and will be paying directly from your subs account, you must get an invoice from the company.

general finance how do I get an invoice? Contact the company you want to purchase from and get an invoice (a bill) for what you want to purchase Presidents, Secretaries and Treasurers each need to send an email su.accounts@uea.ac.uk with the invoice attached. The email needs to give authorisation to pay the invoice (3 emails in total). YOU MUST CC IN THE OTHER TWO APPROVERS WHEN YOU SEND ANY EMAIL EXAMPLE email subject line: Dance + £230 + Hoodies EXAMPLE email body: As [committee position] of [club or soc] I authorise payment of the attached invoice for £230 to Birds for our hoodies.

general finance invoices continued… Once finance have received all three committee authorisations, the invoice will be sent over to finance to be paid in 7 – 10 days If this will take too long, you can pay the invoice yourself and raise a claim on the app to get the money back. For this, you will need to attach proof of payment (e.g. an invoice with a corresponding bank statement or receipt). Then you will be reimbursed into your bank account.

cash

general finance cash DON'T TAKE CASH Use the website for tickets, however you can collect cash e.g. on the door – you must speak to us to pre-arrange this You pay in cash at the blue bar, come and get a deposit form from Goodge in the SU office This money will be paid into your subs account If you might need a float, speak to Goodge to organise getting this money from your account

purchase orders

general finance what are purchase orders? A purchase order is effectively the step before an invoice – if you can get an invoice, you have already skipped this step.  Always ASK for an invoice first! Then you can skip this step.  Some businesses – mostly the UEA's print services require a purchase order before they will send you an invoice. If in doubt email su.accounts@uea.ac.uk and they will tell you what you need to do!

the app: eXpense365

the app: eXpense365 download it now! We will do a demo at the end of this section where I will show you how to  Raise a claim Approve or deny a claim Check your ledger and balances You can download it for android and IOS If you have a different phone, there is a tablet behind union house reception in the union office that you can borrow Alternatively, you can create an account and sign in on a friends phone Online demo

the app: eXpense365 who is it for? Presidents, secretaries and treasurers will use it to: Keep track of spending in your subs account Approve or deny claims from members  Check balances General committee members and paid members will use it to: Submit claims for reimbursement for the money they have spent on behalf of the society (e.g. paying for a taxi, buying pizza for a social, paying a ref etc). PUT ALL RECEIPTS FOR THE SAME SOCIETY OR CLUB ON THE SAME CLAIM. Don't raise two claims one after the other. Instead add them onto the app, and it will calculate the total reimbursement for you.  Please note: General committee members will not be able to see balances on the app.

the app: eXpense365 what is it not for? Paying invoices or external companies People who have not paid to join your club or society – only people who have paid to join your club/soc will be able to submit claims.

the app: eXpense365 what can I not claim for? Receipts from the last academic year or before – there is a cut off date for claims! Membership refunds – you need to be taken off the system manually Cards against humanity and similar Things you don’t have proof of receipt for

keeping track

‘Cash In’ is money coming into your account from tickets, hoodie sales, cash deposits in the bars and bank transfers. ‘Cash Out’ is money you have spent on paying invoices, reimbursing people via the app, and refunding people MSL Rec is how things you have sold through the website will appear on your ledger ‘CB’ or ‘SOC’ are how approved and paid app claims will appear on your ledger. These are the total amounts in and out of your account in the time period of the ledger ‘Closing balance’ is where you check how much money is currently in your subs account – how much you have to spend

the app: eXpense365 claiming for petrol If you have driven somewhere for a club or society event, you can claim for fuel UP TO 45p a mile. It can be less, but not more than this. This includes minibuses.  On the app as evidence, do not submit your petrol receipt Instead, we need a screenshot of the journey you are claiming for with the mileage visible OR you can also take a picture of the milometer before and after the trip and submit that instead

keeping track of your expenses keeping your own record The template spreadsheet can be found on the website in the committee hub. Scroll down to ‘keeping track of your finances – template spreadsheet’ Opportunities > committee hub > finances Even though there is a ledger on the app, it is important that you keep your own spreadsheet with more detail, as the app only provides a basic overview https://www.uea.su/opportunities/commmittee-hub/finance/

grants

grants what are they? Societies Exec meets once a month during term time and can give up to a total of £8000 a year in grants for societies Made up of students representing each category of society who vote on grant requests You can apply for any amount, but be realistic!  Email all requests to union.opportunities@uea.ac.uk You can find more information on Opportunities --> Committee Hub --> Sports and Societies exec

General Info

general info what do I do? If any of your committee change, you need to let us know asap so we can add them as website and app admins If you are doing an event that will cost over £250, you need to let us know so we can support you. You also need to tell us before you sign any contracts – this includes agreements for venues for summer balls and external events. For all of the above, please email union.opportunities@uea.ac.uk

sponsorship

sponsorship what do I do? Talk to us/UEAsport before you sign anything We will need to issue them an invoice to make sure we can keep track of the money as it comes in. This will get it into your subs account faster. If you manage to get sponsorship, please email me at su.accounts@uea.ac.uk and I will help you transfer the money over

GDPR – what is it? It stands for the General Data Protection Regulation New legislation coming into effect in May 2018, so we need to be prepared! Outlines how data can be stored and used, to give control back to citizens and residents over how their personal data is used

How does this effect my club or society? No details can be collected on paper This includes getting members to write their names and email addresses down, or taking paper registers at events You are only allowed to use people’s data for the exact reason they gave it to you For example, if people have signed up for your society, you are only permitted to email them about society related activities. You can’t use their data to try to sell them things etc, as they have not consented to their data being used in this way.

What should I do instead? Collect all data through the website If you need an attendance list for an event, get people to buy a ticket through the website and you will get a list of those who have done so. The tickets can be free If you really need to take a paper register, please contact us at union.opportunities@uea.ac.uk and we can organise something with you.

What happens now? By signing the register of this training session you are confirming that you have heard and understood the implications of the GDPR, and accept that you will treat all data accordingly You must take a copy of the GDPR agreement with you when you leave this training

useful contacts

Useful contacts Activities & Opportunities officer: Oli Gray Elected by students Helps improve the student experience Will help you through any issues you may have Chairs soc exec and sports exec, who give grants to clubs and societies Oli Gray o.gray@uea.ac.uk

useful contacts Opportunities z Goodge Eracleous Societies Coordinator Money  Societies exec Society development General questions Website Alun Minifey Head of Opportunities Department Oversees the department Helps implement the elected officer’s manifesto Aden Fry​​ Student events coordinator​​ ​​ Events​​ Risk Assessments​​ Trips

useful contacts Opportunities Dale Thomas ​ Do Something Different​ ​ Organises the DSD programme​ Event running Victoria Cook Student enterprise coordinator Enterprise Pop-up markets Fundraising Jumara Begum​ Buddy coordinator ​ ​ Organises the Buddy Programme​ Event running​

useful contacts other departments

useful contacts other departments Union Info Union House Reception Contact them about: General union queries and information General website queries Booking a room Printing Society Packages that have been delivered to Union House Union.info@uea.ac.uk

useful contacts union opportunities Money enquiries: su.accounts@uea.ac.uk General enquiries: Union.opportunities@uea.ac.uk  CC IN ALL APPROVERS WHEN SENDING ANY EMAILS TO SU.ACCOUNTS@UEA.AC.UK

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