1. Leeds University Union Student Activities Finances
Graham Smith
May 2015

2. Who are we?
Marnie Graham Rob

3. 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

4. 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 )

5. 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

6. 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

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

8. Forms to change
The green form (paying out) and pink form (paying in) are both due to change in summer ahead of
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

9. 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

10. 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

11. 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!

12. 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

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

14. 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)