Finance
Training
Holly May Roberts, Societies
and Sports Manager
Club Training Day
27 April, 2013
What is a Club Treasurer?
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Challenging role in a committee
Gives great employability experience and
transferable skills
Main Responsibilities:
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Main person responsible for managing the
finances of your club.
Ensure that the committee are kept up to date
with the financial state of the club and consulted
on all financial decisions.
The treasurer must not be a final year student.
The club must not hold external bank accounts.
General Information
 We
offer a wide range of services to
clubs:
Private and Grant Accounts
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Grant Account: accessible funds
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Private Account
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Money available from the Students’ Union for
day to day sporting activity (equipment,
transport, kit etc)
Needs to be spent first
Membership money, fundraising, sponsorship.
Can be spent on anything the committee
decides (within reason!)
To get your account codes email
sufinance@nottingham.ac.uk
The Students’ Union Finance Office
 Used
to pay money in, claim expenses and
get invoices paid.
 On B Floor in the Portland Building
Staffed hours:
Open
Close
Term Time (M-F)
10:30
15:00
Non Term Time (M-F) 12:00
14:00
 Drop
Box available for paperwork/ requests.
 General Enquiries email:
sufinance@nottingham.ac.uk
The University Finance Office
 Portland
Building E E123 floor
 Take BUCS claims forms here.
 Always come to Lynn in the Societies
and Sports Office to fill in this claim
form.
 You MUST have a receipt attached.
 For BUCS related expenditure.
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Accommodation, travel etc.
BUCS
Claim form
• Need photo ID
• Come to the
Sports Support
Staff in the
Societies and
Sports Office to fill
in form
Depositing money into the
Private Account
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Fundraising, petty cash from subs etc.
To be depositing into the private account
using the cash machine in the Finance
Office.
Get help the first time you use the
machine.
Contact last year’s Treasurer for password.
Always keep a record of what you have
put in and keep receipts!
Good idea to write on the reciept!
Do not keep money lying around- you do
not want to be responsible for lost cash.
Your money is not insured if it is not
banked in the Union.
Getting Money Out: Expenses
Claim Form- to your bank, not cash
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One of the most used forms
Used to claim back expenses paid for by members
of the committee/ club.
MUST have a valid receipt (apart from fuel)
Best to fill in on the computer
Can send by email but will need scanned receipts
and signatures.
Fill in the form as fully as possible.
Always save copies and keep a record of
everything.
If the Treasurer is claiming the money back it MUST
be signed by another committee member.
Getting Money Out: Other
Forms
 Credit
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Card Request Form
Can only use this during Finance Office
opening hours.
Fill the form in and use the Card.
ONLY to be used in exceptional
circumstances.
 Purchase
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A
Order Form
To be used when ordering kit from Kukri
MUST do this during Finance Office hours
guide to fill in forms will be available
Getting Money Out: Paying for
things by BACS
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BACS is an electronic payment of money
BACS is the preferred option to pay for things
If you do pay cash in hand for something you
MUST get a receipt. You MUST have a paper
trail.
When purchasing anything (external facilities,
equipment etc) always remember to get an
invoice sent to your pigeonhole in the
Societies and Sports Office.
Asking for an email invoice is quicker and
easier.
Getting Money Out: Paying for
things by BACS
Invoice must be addressed to the Students’
Union with reference to your club.
 Invoices must be signed by the Treasurer,
dated and the right code written.
 Take the invoice to the Finance Office or send
a scanned signed copy to
SUPL&POqueries@nottingham.ac.uk
 Invoices will be paid by the payment date
(not necessarily straight away).
 BACS payments are every Thursday.
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Paying for
Officials
Other Forms
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Statement Request Form
To find out how much you have in each
account.
• The YTD (year to date) Balance on Grant
Account figure is the amount of grant spent, not
how much you have left.
• The YTD Balance for your Private account
should read (-). If it reads (+) then you have
overspent.
• Keep looking at the Statement User guide for
information.
• Easiest way is to Email:
SUAccountRequest@Nottingham.ac.uk
for statement requests
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Other Forms
 Transfer
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Used to transfer money to another
Students’ Union account (Club/ Society/
Department)
Forms found in the Finance Office
 Paying
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Request form
in Form
Used for cheques only
To bank money into your Private account
Things you need to know
 BUCS
Transport gets paid by the
University (and normally ordered by
the University).
 Other transport costs will be paid out
of your grant or private account.
 All other BUCS costs currently get paid
by the University up to a certain
amount.
 Always ask Lynn.
Coach’s Forum
 Thursday
2nd May
 18:30
 Highfields
Pavillion
Keeping a Record of your
Finances
 Always
a good idea to use your own
accounts sheet
 Important that you always know the
financial activity of your group.
 Look at the statements that the Finance
Office give. If you see a problem with
these and the Finance Office can’t
answer your question, go to your
Development Coordinator.
Tips and Hints
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Email angela.lee@nottingham.ac.uk to sell
stash, tickets and equipment online.
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Easy way to collect money off members and
students.
You as a Treasurer don’t have to worry about
handling cash- the money goes straight into
your private account.
ALWAYS keep a record of who has ordered,
their sizes and how much they have paid etc.
ALWAYS make sure money is paid for up front
before ordering kit (even if this is a deposit)
Tips and Hints
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Use the Drop Box in the Treasury for invoice
payments, statement requests and transfer
requests.
Keep an up to date account of everything
and present a report of the club’s accounts
at every committee meeting.
Keep your committee involved in all
decisions.
If you run into financial trouble: Don’t worry!
Come and see your Development
Coordinator or myself as soon as you can.
We can work any problem out together.
Thank you!