Hyfforddiant Cyllid 2018/2019 Finance Training 2018/2019

SU Welcome Desk Mon – Fri: 9am – 5pm sufstaff@aber.ac.uk 01970 621727

Complete a mandate form: Online via: abersu.co.uk/teamaber/resourcehub Just President & Treasurer

Three Accounts General –for general things like clothing, fuel reimbursements, sponsorship, donations etc. Dinner – for end of year meals only!! Easier to have it in one place Tour – for tours only! Same as Dinner! *Always Specify which account you want to use – or the default will be general. You will notice which account to write on the forms. Anyone can pay money in to the club accounts, we welcome all!

Grants Grant accounts are different because they are applied for and not given. You will hear about when deadlines open from your Opps team – and you’ll be able to apply via the resource hub on our website. *Please remember not all clubs will be allocated a grant – don’t take them for GRANT-ed…… !

Ignore these columns Details of expenditure/income XXXXX Money spent during the current month Money in during the current month Details of expenditure/income Ignore these columns Money spent totals for the year Money in totals for the year XXXXX Funds available

Money In Anyone can pay in money they must always use a form – this acts as your receipt. Some quick rules: Please Don’t hold money yourself – no tins, no pots, not in pockets. If you lose your money – we can’t help you!! Don’t use personal bank accounts – keep all your funds in the accounts we give you. Again, if you lose it, we can’t help you. Cheques made payable to ‘Aberystwyth University Students’ Union’ – this usually comes with sponsorship Set up Online Payments – with taking payments for dinners, or kit order etc. its easier to pop a button on your SU page, than collect by hand (see rule 1). PLUS once someone has paid you will see it straight in your account – and you can keep track whose paid via the website.

Money Out – Payment Request Forms can be signed ONLY by a mandated person, no one else can authorise requests or reimbursements. Some rules: You can’t sign for yourself! Always attach receipts – seriously! Otherwise how can you prove you paid? We’ll check them too – so no personal buys! Hand in by 12pm Wednesday – that way you’ll have by Friday to be processed by the finance team, and receive money by Monday. If you miss the 12pm time, you’ll have to wait a week. Over £40 – You’ll need bank details of the person, so they can be transferred the fee. If it’s under £40 – You can come to the SU desk within 2 days and collect in cash.

Invoices Bring them in and make sure you sign them before we process and pay. *Again, before 12pm on a Wednesday for a week turn around. If your supplier wants payments made within the next day, it will not happen! If companies will not pay via invoice – we can help by making LARGE payments on the clubs behalf. This is only the case of things like flights and hotels etc.

Step 2: Take to your sponsor Step 3: Agree on the terms Sponsorships Step 1: Pick up a form Step 2: Take to your sponsor Step 3: Agree on the terms Step 4: Bring back form with cheque / or invoice ticked Step 5: Honour the agreement, get dolla-dolla’s *Please note if you do not honour the agreement, the sponsor has every right to not hand over money. The SU does not interfere with delayed payments, it is up to you to chase them. We cannot get involved unless it puts a student at risk. If they won’t pay you, sort it out yourself.

What to take away from this training: Fill in a mandate form – otherwise you won’t have access. Pay all money in (mostly via website) – Please do not keep cash Claim money back but DO NOT go overdrawn. That’s when things get serious. Pay off ALL invoices and make sure to give yourself enough time. Get sponsors and members safely and correctly Please come talk to us – either email or pop in ! We want to help you (and we’re lonely) Seriously though, have fun!

1. What is the first thing you need to do today? Complete a Mandate Form 2. What are the finance opening times? 9am-5pm

3. How many accounts are available to you? 3 – General, Dinner and Tour 4. Who are cheques made payable to? Aberystwyth University Students’ Union

Sing-a-long Verse 1. Students Have you filled in a form? I said students And set up an email Make sure That you pay money in You can do this via website Verse 2. Students You can claim money back That you always keep track You must Never go over drawn Because we will flipping hate that Chorus 1. It’s always fun at the FINANCE OFFICE It’s always fun at the FINANCE OFFICE You can pay money in - You can claim money back You can do whatever you want (within reason) Chorus 2. It’s always fun at the FINANCE OFFICE It’s always fun at the FINANCE OFFICE You can get some sponsors – and pay invoices too It’s really all up to youuuuuuu!!!!

HWYL! GOODBYE! Hyfforddiant Cyllid 2018/2019 Finance Training 2018/2019 HWYL! GOODBYE!