Club Treasurer Training
Ewan Paterson
AU President
Overview
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Union Finances
Allocation Process
Union Accounts
How to Claim Money
Private Money
Support and Advice
Union Finances
Brief Overview
2 sources of income:
• Profit made from shops/bars/commercial services etc.
• Annual grant from the University
AU Finances
Sources of income:
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A portion of the Union grant
Club subscription fees
Sponsorship
Hey Ewe
Club Budget
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Subscription Fees & AU Grant
Home Matches – Refs/Opposition Meals
Transport – Minibus hire/petrol costs
Fixed Costs – Affiliations/Entry fees
Equipment
Coaching
Sundry
Subs & AU Grant
AU Grant is allocated according to:
- Historical spending
- Grant Allocation Form
AU Grant is added to the subs to give a total budget figure.
Subs should be paid by the end of October. The general rule is no refunds after
31st October.
Home Match Costs
• Opposition Meals (£1.80 per head in 10/11)
– Meal tickets
– External venue
– Supermarket
• Referee Costs
– Payment by cash through pre-arrangement with AU
– Return form as soon as possible after match
Transport
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Coach/Minibus Travel
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Car Travel
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Petrol Claims
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Other Forms of Transport
– Book through Becky
– Minibus = £80/day. Coach = £300 upwards
– Minibus Drivers: 21+, Union test, 2 required for journeys of 150 miles+
– Fill in car registration form at beginning of the year. Need to bring in driving licence, insurance certificate and
MOT
– 20p/mile for car travel & 26p/mile for minibus travel
– Train fares refunded at the Young Person’s Railcard rate
– Other forms of transport must be booked through the AU Office
Fixed Costs
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Affiliation to National Governing Bodies
Sports specific insurance
Competition entries (via entry forms)
Regular external facility hire
Storage hire
Equipment
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Check your budget
Shop around for the best supplier/price
Come in to the AU Office with the details
A Purchase Order will be raised
The equipment will be ordered
Equipment and invoices will be delivered to the AU
Invoices are paid by the AU
Add the items to your club’s equipment list
Coaching
• Coaches Paid by LSU
– Must complete a Coaching Contract every year
– Paid monthly around the 18th
– Coaches can not claim for mileage
• Coaches Paid by Invoice
– Invoice must be issued by their own coaching company or from a company they work for –
e.g. National Governing Body
• AU Student Development Fund
– Needs to be agreed by AU President
Sundry Costs
• All photocopying should be done through the Union Reception – automatically
paid from your budget
• Where necessary, stationery should be bought from the Union Shops and claimed
back with receipts
• Envelopes, stamps, headed paper, compliments slips and phone are available in
the AU Office
Making Claims
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Club claim form (Green)
BUCS claim form (Red)
BUCS representative form (Blue)
Supplementary Award for special circumstances
Invoices
• Ask the company to invoice your club at the Athletic Union’s address:
Loughborough Students XXXX Club
Athletic Union Office
Union Building
Ashby Road
Loughborough
LE11 3TT
• Invoices can not be paid if addressed to individuals or Loughborough University
• LSU is no longer able to make payment by cheque. Bank details are required to make payments
by BACS.
Union Account - Golden Rules
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Fill in claim form FULLY and CLEARLY
No receipt/invoice = No money!
No treasurer’s signature = No money!
Place forms in the ‘Finance In’ tray
Allow 5 days processing
Need to enter bank details on profile on lufbra.net to receive payment
Private Money
• Non-budget money is collected:
- Through the E-Shop system
- Via cash or cheques payable to LSU
• Products set up by AU Finance Administrator
• £1 charge per transaction
• Private money is held in individual accounts for
each club
• Claims are made in the same way as from budgets
Support and Advice
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Account statements available from AU/Finance Office
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AU Finance Administrator
E-mail: clairespencer@lufbra.net
Call: 01509 635055
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AU President
E-mail: au@lufbra.net
Call: 01509 635052
Or just come in and have a chat!