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Sports & Societies
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Meet the team. Susan Buddell – Head of Finance.
Jayne Ford – Finance Assistant Naomi Norville – Sports and Societies Finance Jacqueline Wakeling – Finance Assistant
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The Role of the Treasurer
To be responsible for your club/societies money and ensure funds are managed. To ensure accurate records are kept in up to date in account book provided Clear information to be available for audit if required To ensure bills and invoices are paid promptly To pay all affiliations To confirm transport bookings To ensure the club does not go overdrawn – no overdraft facility available
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Mandate Form You must fill in a mandate form at the start of the academic year. You are allowed two other signatories – these should be people who are available to sign paperwork easily Funds will only be released with the correct signatures. The Treasurer must be authority one. If the signatures on any paperwork are not the same as that shown on the mandate we will refuse authorisation
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Copy of Clubs&Soc Mandate Form
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Paying money into the account
Anyone can pay money into the account You pay money in using a pink paying in form You must fill in the front and back of the form Do not hold on to money deposit promptly You can pay in cash or cheques. Cheques made payable to UPSU The club/society name must be written on the back of any cheques There will be a £4 charge for any bounced cheques Under no circumstances can an external bank account be opened including pay pal
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Paying In Form
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Charity paying in slip
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Withdrawing money A payment request form must be used to raise cash or bacs payments You can claim up to £50 cash with relevant receipts Every claim requires a VAT invoice or a VAT receipt The form must be completed by the treasurer and secondary signatory – in pen. Cheques are not allowed except in exceptional circumstances Bank details must be legible or payments can be rejected causing delays Bacs payments take 4 days to clear Course reps attend programme committee meetings and can make changes to the everyday running of their course. This year we also have faculty reps – they will attend faculty boards meetings and the Students’ Union parliament, and be able to have a voice for students at a higher level in the University, and be consulted in some of the bigger decisions. If you are interested in becoming a course rep – send an to or pick up a flyer at the end of the session (I will give you these before you go to do your talks!)
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Payment request form
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Credit card payments You can make payment using the UPSU credit card by following these simple rules: A payment request form must be completed before the credit card can be used Purchases must be made in the Hive via internet or phone The credit card cannot be taken away Confirmation of transactions via the internet must be attached to your payment request form as your proof of payment. confirmations can be sent to A purchase order will be raised against your account to indicate funds allocated Billing address must always be UPSU All payments must have confirmation ie VAT receipt
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Purchase Orders Must be completed before placing large orders £500+
Failure to obtain a P/O will mean you are personally liable for this payment A purchase order number is given as proof of funds If a P/O is given the SU will guarantee payment of goods Purchase orders help manage your accounts so funds are removed from use
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Transport Treasurers must be aware of what transport is being booked
As treasurer you must sign off the booking form as mileage is taken directly from your accounts Cost for vehicles are: Car - £37.50 per day hire + 28p per mile Mpv - £50 per day hire + 35p per mile Minibus - £62.50 per day hire + 35p per mile Transport will not be booked if funds are not available.
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Vehicle Booking Form
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Becoming an approved driver
You must be 21 years or older You must have held a driving licence for at least 3 years You must have no endorsements on your licence We need a copy of both your paper licence and card licence You need to have enough money in your accounts to cover the Hire costs
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Transport booking form
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Kit Orders - Akuma UPSU Ordering Process
Step 1 – You want to make a kit order via UPSU Step 2 – Look on Akuma’ s website for kit samples and follow Akuma procedures for ordering and printing as explained in 1-5 above Step 3 – Work out how much your order will cost Step 4 – Collect monies from your Club or Society members Step 5 – Pay monies to Naomi on the pink paying in slip. Clearly label this “KIT PAYMENT” Step 6 – Once monies are with Naomi, she will complete the order process with Akuma by raising a UPSU purchase order and will this to Akuma Step 7 – Akuma will then send a dual confirmation to Naomi and cc the Club / Society and at this point can start to process your kit order Step 8 – The kit will be delivered to the SU who will contact the relevant club / society to come and check & collect the kit Step 9 – If the kit is correct then the Club / Society will complete a payment request form which should be signed by the relevant authorities and passed to Naomi Step 10 - Naomi is able to make payment for your kit purchase
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Sponsorship and invoice requests
Formal contracts are available on upsu website. These are legally approved contracts. Come to specific agreements ie payment dates and what is expected Ensure both parties are aware of what is expected and how the sponsor will monitor them ie attendance Raise an official invoice for your sponsor using an invoice request form
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Invoice request form
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MSL – memberships online
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Opening times and dates
The finance desk is based in the Hive and is open between 10:15 and 15:30 Monday – Friday Outside of term time only urgent finance queries can be dealt with at the finance department on level 2 of the SU building
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Group activity Get into small groups Have a look at the pack of forms and payments identify any mistakes
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Thank you Any questions ?
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