1. Finance Training Holly May Roberts, Societies and Sports Manager
Hi all and welcome to Treasurer Training.
My name is Holly May Roberts and I am the Societies and Sports Manager at the University of Nottingham Students’ Union.
This will be one of the most important training sessions you attend so I will try and keep it as informative yet engaging as possible.
Holly May Roberts, Societies and Sports Manager
Club Training Day
27 April, 2013

2. What is a Club Treasurer?
Challenging role in a committee
Gives great employability experience and transferable skills
Main Responsibilities:
Main person responsible for managing the finances of your club.
Ensure that the committee are kept up to date with the financial state of the club and consulted on all financial decisions.
The treasurer must not be a final year student.
The club must not hold external bank accounts.
Keeping a record of all financial activity.
Remember, although you are responsible for managing the finances, you should not allow for your committee to make you do all the work. Keep them informed in the financial state of the group and ask them for help when an opportunity arises or if the club goes into a bad financial state.

3. General Information We offer a wide range of services to clubs:
It is important to understand that the University and the Students’ Union are more than just a source of finances.
You, as a club, are a Students’ Union group and therefore are officially a charity. This means that you can raise funds for your club. If you need your charity number when raising funds just use:

4. Private and Grant Accounts
Grant Account: accessible funds
Money available from the Students’ Union for day to day sporting activity (equipment, transport, kit etc)
Needs to be spent first
Private Account
Membership money, fundraising, sponsorship.
Can be spent on anything the committee decides (within reason!)
To get your account codes
Grant account- try and use this first as it does not roll over to next year.
Private account- no spending on alcohol or trips to Thailand for the committee. Think about what your membership would want you to spend the money on.

5. The Students’ Union Finance Office
Used to pay money in, claim expenses and get invoices paid.
On B Floor in the Portland Building
Drop Box available for paperwork/ requests.
General Enquiries
Staffed hours:
Open
Close
Term Time (M-F)
10:30
15:00
Non Term Time (M-F)
12:00
14:00

6. The University Finance Office
Portland Building E E123 floor
Take BUCS claims forms here.
Always come to Lynn in the Societies and Sports Office to fill in this claim form.
You MUST have a receipt attached.
For BUCS related expenditure.
Accommodation, travel etc.

7. BUCS Claim form Need photo ID
Come to the Sports Support Staff in the Societies and Sports Office to fill in form

8. Depositing money into the Private Account
Fundraising, petty cash from subs etc.
To be depositing into the private account using the cash machine in the Finance Office.
Get help the first time you use the machine.
Contact last year’s Treasurer for password.
Always keep a record of what you have put in and keep receipts!
Good idea to write on the receipt!
Do not keep money lying around- you do not want to be responsible for lost cash. Your money is not insured if it is not banked in the Union.
People will be by the machine during Week 1 to help you. Otherwise ask a member of the Finance team to help you the first time you use it.
Contact last year’s treasurer or ask during your handover session for the machine password.
Keeping receipts: you don’t want to be blamed for money going missing.

9. Getting Money Out: Expenses Claim Form- to your bank, not cash
One of the most used forms
Used to claim back expenses paid for by members of the committee/ club.
MUST have a valid receipt (apart from fuel)
Best to fill in on the computer
Can send by but will need scanned receipts and signatures.
Fill in the form as fully as possible.
Always save copies and keep a record of everything.
If the Treasurer is claiming the money back it MUST be signed by another committee member.
Best to fill in on the computer. Less room for mistakes and your application can be processed quicker.

10. MUST fill in all areas of the form.
Top box: your details
Expenses box: details of the claim goes here

11. Getting Money Out: Other Forms
Credit Card Request Form
Can only use this during Finance Office opening hours.
Fill the form in and use the Card.
ONLY to be used in exceptional circumstances.
Purchase Order Form
To be used when ordering kit from Kukri
MUST do this during Finance Office hours
A guide to fill in forms will be available
Credit Card Request Form- to be used in exceptional circumstances. E.g. buying flights online. Large amounts of money online.

12. Getting Money Out: Paying for things by BACS
BACS is an electronic payment of money
BACS is the preferred option to pay for things
If you do pay cash in hand for something you MUST get a receipt. You MUST have a paper trail.
When purchasing anything (external facilities, equipment etc.) always remember to get an invoice sent to your pigeonhole in the Societies and Sports Office.
Asking for an invoice is quicker and easier.
> Your pigeonhole is in the Societies and Sports Office

13. Getting Money Out: Paying for things by BACS
Invoice must be addressed to the Students’ Union with reference to your club.
Invoices must be signed by the Treasurer, dated and the right code written.
Take the invoice to the Finance Office or send a scanned signed copy to  
Invoices will be paid by the payment date (not necessarily straight away).
BACS payments are every Thursday.
> Your pigeonhole is in the Societies and Sports Office

14. Paying for Officials

15. Other Forms Statement Request Form
To find out how much you have in each account.
The YTD (year to date) Balance on Grant Account figure is the amount of grant spent, not how much you have left.
The YTD Balance for your Private account should read (-). If it reads (+) then you have overspent.
Keep looking at the Statement User guide for information.
Easiest way is to
for statement requests

16. Other Forms Transfer Request form Paying in Form
Used to transfer money to another Students’ Union account (Club/ Society/ Department)
Forms found in the Finance Office
Paying in Form
Used for cheques only
To bank money into your Private account
Paying in form- remember that you pay cash through the cash machine.

17. Things you need to know
BUCS Transport gets paid by the University (and normally ordered by the University).
Other transport costs will be paid out of your grant or private account.
All other BUCS costs currently get paid by the University up to a certain amount.
Always ask Lynn.

18. Coach’s Forum
Thursday 2nd May
18:30
Highfields Pavillion

19. Keeping a Record of your Finances
Always a good idea to use your own accounts sheet
Important that you always know the financial activity of your group.
Look at the statements that the Finance Office give. If you see a problem with these and the Finance Office can’t answer your question, go to your Development Coordinator.
Accounts sheet can be found in your Treasurer’s pack
Remember you are responsible for the Club’s Finances.

21. Tips and Hints
to sell stash, tickets and equipment online.
Easy way to collect money off members and students.
You as a Treasurer don’t have to worry about handling cash- the money goes straight into your private account.
ALWAYS keep a record of who has ordered, their sizes and how much they have paid etc.
ALWAYS make sure money is paid for up front before ordering kit (even if this is a deposit)

22. Tips and Hints
Use the Drop Box in the Treasury for invoice payments, statement requests and transfer requests.
Keep an up to date account of everything and present a report of the club’s accounts at every committee meeting.
Keep your committee involved in all decisions.
If you run into financial trouble: Don’t worry! Come and see your Development Coordinator or myself as soon as you can.
We can work any problem out together.

23. Thank you!