1. Treasurers training!

2. Training Objectives At the end of this session you will be able to: Understand the sponsorship & funding Understand the budget process and how your accounts work Understand the processes around spending your money Demonstrate how to use all financial forms The session- money in, view accounts, money out!

3. GK Unions & Finance GK Unions are the Medway part of Kent Union which is a charity; as such we have to adhere to a number of principles and legislation pertaining to our financial activities, this includes all student groups. For example, needing receipts for all transactions is a requirement of the charity commission which is necessary when they are auditing our accounts.

4. Role Description Group Discussion Why do we need a Treasurer ? What has been your experience of being a Treasurer?

5. Role of the Treasurer Main duties : To monitor expenditure of the group To attend and participate in your committee meetings To participate fully in the Committee handover period and your AGM To ensure that your activities and events are inclusive

6. Funding: Sponsorship Sponsorship can be gained from a variety of sources: be creative! -Is your society linked to a school? -Do you go to a regular pub, club, restaurant? -Is your society related to a business/organisation? Template contract on resources page o There is a process! – Chi Lau Business Development Manager o Note – There may be a tax element regarding logos on kit so will effect what you have to spend !

7. How to invoice a company If you are receiving sponsorship or a company is paying you for an event then GK Unions can invoice them. You will need to complete, in full, an invoice requisition form. Help from finance can be given.

8. Grant Funds Available to You Societies Development Fund – £1250 pot of money available for applications all year and is decided by SOCCOCOM – UOK International Development fund – Only Kent Students can apply but whole society benefits Support for Sports Clubs – Hardship Fund pot of £750 for year – Google your governing bodies for grants Project Development Fund (Volunteering Societies).

9. Funding: Society Membership fees Minimum membership fee is £3 and there is no upper limit. GK Unions will also ‘Block Grant’ societies based on how many standard student members you have signed up between 6 and 100. The more members you have – The more Block Grant you will receive o Note : Associate memberships are not included

10. Sports Block Grants There is no upper limit on membership fees. – Membership fees need to cover expenditure for Facilities, transport, equipment, officials etc. Contact Julia Julia@gkunions.co.ukJulia@gkunions.co.uk

11. Fundraising - RAG Funds can be raised through RAG (Raise and Give) Both Sports and Societies can raise funds this way but must be for a registered charity eg. Raising funds for Nepal Quake Relief Contact David Coldwell david@gkunions.co.uk or Julia Julia@gkunions.co.ukdavid@gkunions.co.ukJulia@gkunions.co.uk

12. The Budget Process It is extremely important that you plan your spending throughout the year. Be aware of how much money you have in both your main and suspense accounts. Consider how much money you require for events and equipment throughout the year. If you require further funding, plan fundraising activities before you apply to the development fund. The treasurer is responsible for keeping up to date with the accounts. If you do not have any money in your accounts then you can’t spend the money!

13. What accounts do you have? Main Account - Membership fees are paid into this account as well as your GK Unions block grant. The account will be cleared at the end of the academic year. All Sports and Societies have a main account. Your department number is IMPORTANT. Make sure you know yours and use it correctly. – Income codes for Sports Clubs are 3110/dept. code – Expenditure codes for Sports Clubs are 4460/dept. code – Income code for Societies are 3100/dept. code – Expenditure codes for Societies are 4455/dept. code

14. Suspense Account – This is your fundraising account. Money for kit, trips and general fundraising can be paid into here. Suspense accounts will not be wiped and will be carried over to the next period. Your suspense code is unique to your club or society. It is important that you know it. – Income and expenditure is paid in and out of this account using your unique number and dept. 0 eg. 1554/0

15. GK Unions Monthly Accounts Balance of Account as at26/04/2015 NAMEA SPORT/SOCIETYMEMBERS NOS26 CODEEXPENDINCOMETOTALBLOCK GRANT AT26/04/2015 1520SUSPENSE BALANCE2850.074290.011439.94 2022.22 814DEPARTMENT BALANCE11055.9612294.521238.56 Inc. Block Grant NOTE: SUSPENSE BALANCE - This is your self-generated account. Any income you make via ticket sales, donations, sponsorship, activities you charge for would go into this account. This money can be spent on anything providing it benefits the whole membership (it cannot be spent on a few people within the club). This money can also be carried over year on year if you are fundraising for larger projects. DEPARTMENT BALANCE - This is your main account that all of your membership money goes into. You must spend this money on things (activities and products) that are directly in line with your clubs aims and objectives. This money must be spent by the END OF JUNE each year and must be spent on things that benefit the whole membership. If this money is not spent, it will be lost each year. BLOCK GRANT - This is the amount of money allocated to you based on the number of members you have signed up to the club. (This matrix is included within the Sports Club Volunteer Handbook). You must spend this money on things (activities and products) that are directly in line with your club's aims and objectives. This money must be spent by the END OF JUNE each year and must be spent on things that benefit the whole membership. If this money is not spent, it will be lost each year. If you are unsure how to spend your club money or the rules around claiming this back, please check with a member of GK Unions Activities staff. Always check with staff that you can spend the money on certain items BEFORE ordering. There is a section in the Sports Club Volunteer Handbook (Section 9) if you want more advise.

16. Sports Departments

17. Society Departments GK Unions Department List NumberName 900SOCIETIES GENERAL - MEDWAY 901ABACUS - MEDWAY1664 902AFRICAN ASIAN SCHOLARS - MEDWAY 903AFRO CARIBBEAN - MEDWAY1610 904SOMALI SOC - MEDWAY1638 905AMNESTY INT - MEDWAY1634 906ART - MEDWAY 907ASIAN - MEDWAY1627 908BELIEVERS' LOVE WORLD - MEDWAY1660 909BIOLOGICAL SCIENCE - MEDWAY1665 910BRIGHT FUTURES - MEDWAY1644 911BUSINESS SOC - MEDWAY1650 912CAPOEIRA - MEDWAY1632 913CHEMICAL - MEDWAY1631 914CHOIR (VOP) - MEDWAY1640 915CHOIR SOC - MEDWAY1625 916POOL SOC - MEDWAY1651 917COMMUNI-CAN SOCIETY - MEDWAY1653 918COMPUTING SOC - MEDWAY1642 919CYCLING SOC - MEDWAY1636 920DANCE - MEDWAY1605 921DR WHO - MEDWAY1679 922ENGINEERING - MEDWAY1668 923ENVIRONMENTAL - MEDWAY 924EVENTS SOCIETY - MEDWAY1674 925FILM & PHOTOGRAPHY SOCIETY - MEDWAY1612 926FIRE HOUSE - MEDWAY1613 927FORENSIC SCIENCE - MEDWAY1637 928FREERIDE - MEDWAY1676 929GET CRAFTY - MEDWAY1672 930GHANAIAN SOCIETY - MEDWAY1673 931BHANGRA SOCIETY - MEDWAY1661 932HINDU - MEDWAY1615 933INTERNATIONAL - MEDWAY1662 934SPANISH - MEDWAY1645 935ISLAMIC - MEDWAY1606 936VIDEO GAMING - MEDWAY1655 937REDEEM CAMPUS FELLOW - MEDWAY 938L.G.B.T. - MEDWAY1663 939LIFE SCIENCES - MEDWAY1669 940LINKS - MEDWAY1620 941MARITIME GAMES - MEDWAY1614 942MATURE STUDENTS - MEDWAY1670 943MEDFIT - MEDWAY1648 944MEDWAY AMATEUR DRAMATICS - MEDWAY1647 945LABOUR STUDENTS - MEDWAY1566 946STUDENT PARENT SOC - MEDWAY1656 947MODEL UNITED NATIONS SOCIETY - MEDWAY1666 948MUSIC - MEDWAY1599 949NEPALESE - MEDWAY1646 950NIGERIAN - MEDWAY1657 951NUTRITION - MEDWAY1600 952PHOTOGRAPHY SOC - MEDWAY1671 953PHARMACY MPSA - MEDWAY1626 954DEBATING - MEDWAY1654 955ROCK SOLID - MEDWAY1659 956RWARE - MEDWAY1629 957SUSTAINABILITY SOC - MEDWAY1649 958SIKH - MEDWAY1635 959SOCIAL SCIENCE - MEDWAY1677 960THE MEDWIRE - MEDWAY1658 961SPORT STUDIES SOC - MEDWAY1675 962UNICEF - MEDWAY1633 963WILDERNESS - MEDWAY1667 964WiSE - MEDWAY1624 SOCIETY INCOME 3100/DEPT NUMBER SOCIETY EXPENDITURE 4455/DEPT NUMBER SUSPENSE ACCOUNTS XXXX/0

18. Checking your accounts Your accounts will be emailed out monthly to the Treasurer and President of each Sports club and Society, normally 7 to 10 days after the end of month. To view your accounts you can either ask Shelley in Finance, Jo in Reception or Julia in the activities centre to email them to you. Please check your accounts and raise any queries as soon as you have them.

19. RULES of Finance Do NOT order or purchase any items etc. without checking with GK Unions staff beforehand. For all authorised purchases, ensure you keep a receipt that shows exactly what you have purchased.

20. Cash Request Form This form is used to claim back expenditures up to £50. On a majority of occasions the reimbursements can be made at the time of submitting the form. This is wholly dependant on staffing levels and activity in reception. THE FORM MUST BE COMPLETED IN FULL AND BE CORRECT!!!! Cash Request – Money must be claimed back within 14 days after the date on the receipt. Receipts must be attached. If there is no receipts – there will be no refunds.

21. How do I access the money? Cash Reimbursement: Blue forms -Getting money back for things paid for out of your own pocket (up to £50) -Forms need to be handed in to the Student Activities Centre with receipts attached within 2 weeks of the purchase being made. They will then be signed off and handed back to you so you can take them to Pilkington Reception to pick up the cash.

22. Bacs and Cheque Form This form is used to claim back expenditure of over £50. Receipts must accompany this form. The money will be refunded by bank transfer, please ensure you double check your bank details when filling out the form. If you do not have a bank account we can write a cheque. Money must be claimed back within 14 days of the date on the receipt.

23. How do I access the money? Reimbursement by BACS (Bank Transfer): Green forms For reimbursements over £100 only. These need to be handed in to the Student Activities Centre with receipts attached within 2 weeks of the purchase being made. These will be authorised and passed to finance. Please allow 14 days for payment to be made. Blue and Green forms are available from Pilkington Reception and Student Activities Centre and soon online.

24. How do I access the money? Invoices If the amount you need to pay a company is too much for someone to pay up front, then the supplier should invoice directly to GK Unions for payment. 1)Please ensure the company’s bank details are on the invoice so we can make the transfer electronically from your society account to them. 2)Please also ensure that the invoice is addressed to [Sport/Society Name] c/o GK Unions. (We cannot accept invoices addressed to the University of Kent because we are a separate organisation). 3)If the invoice is a Pro-forma, please ensure that this is highlighted at the time of submission to ensure that payment is prioritised.

25. How to make the most of GK Unions Website!! If you are planning a big event and selling tickets, there are two ways to get the money into your account : Pay cash directly into Pilkington Reception Set up a product online through the GK Unions web site Please keep in mind that we CAN NOT pay for anything until you have cleared funds in your account. CASH DOES NOT CLEAR INSTANTLY!!!

26. Key People Finance – Shelley Wilkinson Activities – Julia Longhurst Reception – Jo Hollamby Volunteering – David Coldwell

27. Summary Finance doesn’t bite!!! Attend ALL meetings that you have to go to. These are important meetings and may effect your accounts if you do not attend Check your monthly balances and raise queries immediately Ensure all paperwork is submitted correctly, all payment details are correct and they are submitted on time DON’T SPEND THE MONEY if you are not sure if you will be able to get a reimbursement – ASK!!! KNOW who is spending your money