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/
Paying money in
• Your members can 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 contact the
administrators with full details who will send an Invoice Request Form
to the finance office.
• We will only record the income on your accounts when the money is
received.
Paying money in part 2:
• If you have a significant number of members paying for the same
thing (such as buying hoodies or paying for an event) then you must
inform the sports/societies administrators who will provide a
Collection Sheet for the finance office (on website shortly)
Spending your money:
• The money raised by your membership fees and fundraising belongs
to your club/society. However, it is all held in one bank account that
is also used for the Student's Union, so if you overspend it becomes
the Union's money! For this reason:
• ALL purchases must be authorised by the clubs/societies admin staff.
• You must send an email to the sports/societies administrators 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.
• For purchases under £50 then we will not usually raise a PO and you
should pay for the expense and claim the money back.
Spending your money part 2:
• Claim Forms
If you do not go through the procedure of creating a Purchase Order and have
paid for something yourself you can 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 presented to the finance office by 4pm on Tuesday.
However, if you have not had the expenditure approved beforehand you
run the risk of your claim not being paid.
We intend to set up 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.
Keeping Records
The Finance Office will email you an excel spreadsheet every week that
will show all transactions and a summary of your financial position:
AMERICAN FOOTBALL
INCOME
EXPENDITURE
FUNDS REMAINING
AMERICAN FOOTBALL - COMMISSION
1657.24
-1090.00
567.24
04/11/13
13/11/13
23/01/14
06/02/14
09/04/14
AMERICAN FOOTBALL PAID IN BY AIDEN FLANNAGAN
PAID IN BY M TORCATIS FOR BUS FARES & SUBS
AMERICAN FOOTBALL SUB, LEAGUE REGISTRATION & REFEREE
CREDIT NOTE FROM AFL
SUBS PAID IN BY JOSH MARSLAND
AMERICAN FOOTBALL - EXPENDITURE
409.00
324.04
480.00
55.80
500.00
16/10/13
12/11/13
18/02/14
01/03/14
15/03/14
BRITISH AMERICAN FOOTBALL REFEREES ASSOCIATION
REFUND FOR OVERCHARGE FROM BAFRA
PO ACCRUALS
PO ACCRUALS
COACH HIRE
940.00
80.00
240.00
240.00
230.00
Income and Expenditure codes have two columns each - negative entries are
for costs reversed, refunds given and other adjustments.
Keeping Records - 2
• Accruals
You may find an entry "PO Accrual"
This is a Purchase Order Accrual:
The cost of the event or purchase is taken from your available funds
WHEN THE EVENT OCCURS - NOT when it is actually paid for.
Example:
Event in March costing £300 in coach hire - invoice from coach company
not received until April
(example)
coach hire in March costing £300
- invoice from coach company not received until April
AMERICAN FOOTBALL - EXPENDITURE
#REF!
31/03/14 PO ACCRUAL
01/04/14 PO ACCRUAL
14/04/14 NEILSENS COACHES
#REF!
300.00
0.00
300.00
300.00
0.00
In March
Taking the value of the Purchase Order for the coach hire, accounts
department will create a value in your March accounts for £300
In April
The accrual is reversed at the start of April. The invoice for £300 is
received in April. The 2 values cancel each other out so the value in
April is zero
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
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?
• Budget Request forms
Later in the year you will have a chance to submit a request for additional
funding.
• Crystal Tickets
You are able to collect tickets for the Crystal nightclub from the finance
office and sell these to your members. You club will receive £1.50 from
each ticket sale. The money is returned to the finance office and we will
allocate accordingly.
Any questions about your club/society finances please
contact hubsfinance@shu.ac.uk
Matthew Leese
James Hancock
Sameena Kauser
Management Accountant
Finance Technician
Finance Assistant
Any Questions??