Treasurer Training
Catherine Ashton
Why did you want to be a Treasurer?
• Introduce yourself to your neighbour
• Ask them why they wanted to run for the position of Treasurer.
Types of Accounts
• Membership Account- Santander, Cheque Operator Account
• Grant/Union Account- 4 digit Account number
Treasurers
• It is the treasurers’ responsibility to maintain good accounts.
• All society expenditure must be accounted for in a proper account book and written in
pen.
• It is the Societies duty to ensure that money is being spent appropriately.
Account Books
Date
Description
Date the
transaction was
made.
What was the
payment for.
e.g 14/03/14
Cheque for the
payment
of
Society Social to
Laser Quest.
Payment
What form
was the
payment in
(Cash,
Cheque or
Direct Debit).
Cheque
Receipt Number
Cheque Number
Get in the habit
of numbering
receipts you
have for your
society.
Note the cheque
number.
5
002314
Credited
Amount of
money that
came into the
society.
Debited
Balance
Amount of
money that left
the society
account.
How much
money is
remaining
following this
transaction.
£400
£800
Account Book: Example
Top Tips for Account Books
Do's
Dont's
•Show cheque numbers for transactions
•Check monthly statements with the account book and report
any irregularities to the Societies Administrator.
•Keep all receipts
•Strike through any mistakes
•Start on a new page within the book
•Use a hard back Accounting Book
•Use colour- incoming credits in black, outgoing debits in red.
•Use only a computer, the account book must be completed.
•Use pencil
•Use Tippex or cover over with paper
•Tear out pages
•Loose pages
•Show information from other accounts in the same book.
Grant Account
• You can apply for a grant account to buy things that will stay with your society.
• Allocated on a yearly basis
• Applications are done via a form which will ask for:
 How much money you are applying

The reasons for the amount.
• The money can not be used for:
 Socials
 Stash.
 When claiming for money from the grant account you need to keep the receipt and complete a claim
form.
Benefits of new Banking System
• Santander
are now
charging society’s that have been set up in the last 2 years £7.50 a month
Exceptional
Society
• Reduces time
taken to put a new chair and treasurer on to the account – Signatory change form
Treasurer
currently takes 2 weeks minimum
• Makes it easier for societies to pay into their bank accounts – Santander are not excepting money
over the counter anymore
• If you are owed money it will go directly into your bank account within 3-5 days, this is done by a
claim form with receipts, the claim form needs to be signed by the treasurer
• Direct invoice payments organised
• Direct payment
of external instructors
Good Society
Treasurer
• Monthly bank
statements
• The ability to request to see your balance at any point including a breakdown of expenditure.
Poor Society
Treasurer
Society Treasurer
Exceptional Society
Treasurer
Good Society
Treasurer
Poor Society
Treasurer
•Maintains a methodical and up-to-date account book.
•Suggests opportunities to increase club finances.
•Seeks opportunities to gain external sponsorship for events the society is running.
•Ensures all transactions are value for money and benefits the greatest possible number of members.
•Operates transparently and has a meticulous attention to detail.
•Formulates a financial forecast for society expenditure.
•Monitors expenditure closely to ensure a steady flow of funds throughout the year.
•Justifies every outgoing cost and is transparent about society finances with members.
•Manages the accounts for both grant and club accounts.
•Keeps up to date paying-in books, cheque books and issue receipts.
•Provides financial statements to the committee.
•Co-ordinates the signing of cheques by themself and the Society Chair.
•Fails to record transactions made by the society.
•Fails to keep receipts.
•Fails to communicate with the rest of the committee regarding the financial status of the society account.
•Spends society money recklessly.
•Is not transparent in how the society funds are spent.
Exceptional Society
Treasurer
Good Society
Treasurer
Poor Society
Treasurer
Any
Question
s?