Clubs & Societies
Financial Administration Guide
• Your Role
• Managing your accounts
• How to increase your funds
• How do you fit into the club development process?
• Equipment ordering & Inventories
• Accountability
• How to track your money
Treasurer
Ask the following questions;
Why do this role?
What is this role?
Who can support me?
Equipment Officer
https://www.hallamstudentsunion.com/get_involved/sports/clubcommitteeresources/
Student Union Staff
We are here to help!
Sarah Clayton - Sports & Activities Administrator
Finance Office:
- Matthew Leese - Management Accountant
- James Hancock - Finance Technician
Sports Team:
- Joel Kesterton - Sports Manager
- Kirstie Carruthers - Sports Programme Leader
Paying money in
• Your members usually pay their membership fees via the website
• If you receive money via cash or cheque please pay it in via the
Finance Office in the Students Union. You must provide the name of
your club/society and a description of what the income is for.
• If you are obtaining money from an organisation please email the
admin staff who will instruct the finance office to send out an invoice.
Spending your money:
• The money raised by your membership fees and fundraising belongs
to your club/society. However, it is held in the same bank account
that is also used for the Student's Union, so if you overspend it
becomes a cost to the Union! For this reason:
• ALL purchases must be authorised by the clubs/societies Student Union
admin staff.
• You must send an email to the admin staff with full details of your
request and they will email back confirming if the purchase has been
authorised and the order has been placed.
• For transport orders and large purchases the admin staff will
obtain quotes to find the cheapest supplier.
(you must not book own travel)
There are 2 ways of spending money: a Purchase Order and a Claim Form
The admin staff will create a Purchase Order which is a
record of the expenditure you intend to make.
Why are purchase orders necessary?
•
•
•
•
They provide a record of what you have committed to
spend
They demonstrate to the supplier that you have placed an
order, so they can't subsequently pretend they didn't know
about it
They require authorisation before they can be created, so
they give the supplier certainty that the purchase has
been approved and that they will be paid
They provide assurance to you in that you know your
purchase has been checked and approved by Union staff,
and that you will not be held personally responsible for
paying the bill
•
Finally - though it may seem bureaucratic, every business
you will ever work for will have similar procedures in place
- so get used to it!
•
Once an invoice has been received from the supplier the
Finance Office will pay it and the cost will appear on the
Expenditure total on your accounts.
Spending your money part 2:
•
Claim Forms
For small expenses that you have paid for yourself you fill in a
claim form.
• Payments up to £50 can be paid in cash.
• Payments over £50 are only paid by bank transfer, every Friday.
Forms must be authorised, and signed by the Sports Manager
(Joel) and presented to the finance office by 4pm on Tuesday.
Number
CLAIM FORM
Receipts for all money claimed must be stapled to
the back in the order they appear
Claim Details
Payable to:
Date:
Budget Code
Amount
£
Full Details of Claim
However, if you have not had the expenditure approved
beforehand you run the risk of your claim not being paid.
TOTAL
•
•
The Club Treasurer or Chair must sign all claim forms
made by other club members, and if the Treasurer or
Chair themselves make a claim then the other authorised
person must sign the form.
We have a system for referee costs where a number of
referee bookings will be pre-approved and you will be able
to collect cash from the finance office without additional
approval. Contact the staff for details.
Payment Details
(Claims over £50 MUST be paid by BACS)
Payment Method:
Cash
BACS
Cash Payments
Received By (Signature):
On Date:
Bank Details
Sort Code:
Account No.:
Authorisation
Authorised by Budget Controller:
Print Name of Budget Controller:
Name of Club / Society / Department:
Finance Use Only
Funds Available?
Sports/Societies Only:
If Payment is for Supplier - CHECKED for duplicate?
Entered on System:
Keeping Records
The Finance Office will email you an
excel spreadsheet every week that will
show all transactions and a summary of
your Clubs financial position
MENS LACROSSE - SUMMARY
Description
Income / Expenditure Account
Balance brought forward from Previous Years
This figure shows the value of
outstanding Purchase Orders; in other
words, the amount you have left to spend
once current spending commitments have
come out.
Your true balance remaining is the figure
below this.
£
Men's Lacrosse
420.56
Income throughout 2015/16
543.00
Expenditure throughout 2015/16
-307.50
Balancing Remaining
The first page gives a summary of income
and expenditure.
17/09/2015
Less Committed Spending (Purchase Orders)
Balance Available to Spend
Development Fund (For Information)
656.06
186.45
469.61
Men's Lacrosse
Budget Allocated for 2015/16
800.00
Expenditure throughout 2015/16
-792.50
Budget Remaining for 2015/16
Less Committed Spending (Purchase Orders)
Budget Available to Spend for 2015/16
7.50
0.00
7.50
This shows the importance of contacting the Union staff about all purchases you make.
A purchase order will be created which acts as a record of what you have committed to spend.
The second and third pages show your Income and Expenditure.
They have two columns each - negative entries are for costs reversed, refunds given
and other adjustments.
In accountancy, Debits are costs and Credits are income
(the opposite to your bank account because your bank statement is from the banks point of view, not yours!)
Most Income entries will be Credits, and most Expenditure entries will be Debits
MENS LACROSSE - INCOME
Date
Tran Ref
Tran Description
15/10/14
CRYSTAL REC
15/10/14
17/10/14
EXTRA CRYSTAL
MENS LACROSSE - EXPENDITURE
Date
Tran Ref
Tran Description
Debit
Credit
36.00
08/10/14
MENS LACROSSREFEREE
TOM BRACEGIDLE- REFEREE EXPENSE 20.00
20.00
0.00
0.00
8.00
22/10/14
REFEREES FEES
REFEREES FEES - 22/10/14
20.00
0.00
19 X CRYSTAL TKTS COMMISSION - 22/10/14
0.00
19.00
05/11/14
REFEREE FEES
REFEREE FEES - 05/11/14
50.00
0.00
19 X CRYSTAL TKTS COMMISSION - 24/09/14
0.00
19.00
04/12/14
REF FEES
REF FEES - 03/12/14
20.00
0.00
24 X CRYSTAL TKTS COMMISSION - 01/10/14
0.00
24.00
10/03/15
MENS LACROSSE
REF COST
MENS LACROSSE 2ND TEAM- REFREE COST
40.00
0.00
37 X CRYSTAL TKTS COMMISSION - 08/10/14
0.00
37.00
15/04/15
REFEREE FEES
1ST TEAM, 15/4/15
20.00
0.00
12/11/14
CRYSTAL REC 12/11 24 X CRYSTAL TKTS COMMISSION - 12/11/14
0.00
24.00
07/05/15
SPORTS BALL
1 X 12.50 SPORTS BALL SUBSIDY
12.50
0.00
19/11/14
REF FEES
REFEREE FEES - 19/11/14
40.00
0.00
08/05/15
SPORTS BALL
1 X 12.50 SPORTS BALL SUBSIDY
12.50
0.00
21/01/15
CRYSTAL REC
21/01/15
15 X CRYSTAL TKTS COMMISSION - 21/01/15
0.00
15.00
12/05/15
SPORTS BALL
2 X 12.50 SPORTS BALL SUBSIDIES
25.00
0.00
27/01/15
I7010
REVOLUTION
0.00
360.00
13/05/15
SPORTS BALL
1 X 12.50 SPORTS BALL SUBSIDY
12.50
0.00
13 X CRYSTAL TKTS COMMISSION - 28/01/15
0.00
13.00
15/05/15
SPORTS BALL
2 X 12.50 SPORTS BALL SUBSIDIES
25.00
0.00
12 X CRYSTAL TKTS COMMISSION - 18/02/15
0.00
12.00
21/05/15
SPORTS BALL
2 X 12.50 SPORTS BALL SUBSIDIES
25.00
0.00
13 X CRYSTAL TKTS COMMISSION - 25/02/15
0.00
13.00
28/05/15
SPORTS BALL
1 X 12.50 SPORTS BALL SUBSIDY
12.50
0.00
11 X CRYSTAL TKTS COMMISSION - 04/03/15
0.00
11.00
29/05/15
SPORTS BALL
1 X 12.50 SPORTS BALL SUBSIDY
12.50
0.00
9 X CRYSTAL TKTS COMMISSION - 15/04/15
0.00
9.00
0.00
43.00
22/10/14
23/10/14
23/10/14
23/10/14
28/01/15
18/02/15
25/02/15
04/03/15
15/04/15
22/04/15
28/04/15
13/07/15
CRYSTAL REC
22/10/14
CRYSTAL REC
24/09/14
CRYSTAL REC
01/10/14
CRYSTAL REC
08/10/14
CRYSTAL REC
28/01/15
CRYSTAL REC
18/02/15
CRYSTAL REC
25/02/15
CRYSTAL REC
04/03/15
CRYSTAL REC
15/04/15
CRYSTAL REC
22/04/15
REVOLUTION
SPONSORSHIP
I7129
Debit
Credit
36 X CRYSTAL TKTS COMMISSION - 15/10/14
0.00
EXTRA MONEY PAID IN WITH CRYSTAL TICKETS
43 X CRYSTAL TKTS COMMISSION - 22/04/15
REVOLUTION SPONSORSHIP - 50% TO WOMENS LACROSSE
REVOLUTION
180.00
0.00
0.00
120.00
The final page shows your Development Fund expenditure.
The available money for your Development Fund will not show as income.
MENS LACROSSE - DEVELOPMENT FUND
Date
Tran Ref
Tran Description
Debit
Credit
13/10/14
I*21599
MONSTER MESH
120.00
0.00
28/10/14
I*21857
CREDIT CARD
500.00
0.00
28/10/14
I*21981
UKLACROSSE
500.00
0.00
28/10/14
C*745
CREDIT CARD
0.00
500.00
31/10/14
PO ACCRUALS P3
NIELSENS TRAVEL
172.50
0.00
31/10/14
PO ACCRUALS P3
NIELSENS TRAVEL
0.00
172.50
31/10/14
I*21759
NIELSENS TRAVEL SERVICES
172.50
0.00
Refer to the figures on the
summary page for how much of
your Development Fund you
have remaining:
Development Fund (For Information)
Budget Allocated for 2015/16
Expenditure throughout 2015/16
Budget Remaining for 2015/16
Less Committed Spending (Purchase Orders)
Budget Available to Spend for 2015/16
Men's Lacrosse
800.00
-792.50
7.50
0.00
7.50
The following sports clubs will have £10 per member deducted
by the Sports Union for the benefit of shared events:
Boxing
Canoe
Climbing
Cycling
Dodgeball
Equestrian
FMC
Sailing & Windsurf
Snowsports
Sub Aqua
Women's American Football
Crystal tickets:
You can earn money for your club by selling Crystal tickets to your club
members. They are £4.50 each. £1 from each ticket goes to your club,
and 50p goes towards the Sports Ball.
•
•
•
•
•
•
You collect a book of tickets from the Finance Office in the Student
Union
After the event you must return either the money collected OR the
unsold tickets.
Any unsold tickets that are not returned will be charged to the club
You must return ticket money to the Finance Office by 4pm on Friday
each week or your club will be charged £5
We will not issue any new books until money and/or tickets are fully
returned for the previous week
3 members of your Club will be allowed to collect ticket books: the
Chair, Treasurer and one other Committee member (the Social
Secretary if you have one).
Ordering New Equipment & Kit
Research
Quotes
Find quotes
Add equipment to
inventory list
Payment will be
dealt with by our
finance
department
Email them into
the union & Check
you have enough
funds
We will raise PO
and company will
release the goods
Add Equipment
onto inventory
list
Will receive the
Money back
within 2 weeks.
Check your club
have enough
money
Bring receipts
into the Hubs
and fill in a claim
form
Do you know exactly what equipment and kit
your club currently has?
Storage
Safe?
Quality
Enough?
How can I get more money into my club?
- Budget Request forms
- Selling Crystal tickets
- Sponsorship
- Fund raising
- Funding Grants
- Subs
- Any others?
Any questions about your club/society finances please
contact hubsfinance@shu.ac.uk
Sarah Clayton
Matthew Leese
James Hancock
Sports & Societies Administrator
Management Accountant
Finance Technician
Any Questions??