HUU Club & Society Treasurer Training

Transcription

1 HUU Club & Society Treasurer Training

2 Introduction Well done on being elected for the forthcoming year! You will take care of the financial activities of your club or society, ensuring that it is sustainable and able to grow in the future. As a committee member with significant responsibility you ll gain new skills throughout the year. The best way to do this is by interacting and

3 Aims & Objectives AIM: Participants will understand what the role of a Treasurer involves OBJECTIVES: You should be able to: Identify the responsibilities of being a Treasurer Identify the procedures and key duties of the role

4 Turn to the person next to you, introduce yourself and tell them what club or society you are representing today as treasurer. Please tell each other a little bit about your experience as treasurer on your committee. On your post it note please write down one thing that you are hoping to get out of the session today.

5 Support you can access You are not on your own! We have lots of people who can help you.

6 Student Voice and Opportunities Staff Team Sports & Societies Co-ordinator: Vicky Dean Student Activities Co-ordinator: Chloe Birr-Pixton Volunteering Co-ordinator: Angie Drinkall Democracy & Governance Co-ordinator: Tania Struetzel Education Co-ordinator: Benedict Greenwood Student Engagement Co-ordinator: Samantha Page

7 Student Officer Team President: Osaro Otobo Sports Officer: Caitlin O Neill huu-sport@hull.ac.uk Activities Officer: Jack Craig huu-activities@hull.ac.uk Welfare & Community Officer: Jennie Watts huu-welfare@hull.ac.uk Education Officer: Salman Anwar huu-education@hull.ac.uk

8 Laura Huntenburg Sports Experience Officer Working with clubs and their development strategies ensuring they are sustainable, realistic and have measureable success. In this, I can help with funding plans, budgeting and sponsorship. Works with the clubs to ensure they have transition pathways into external clubs in both competing and volunteering. Assist s campus sport with the excellence, performance and participation pathways. All other duties that HUU or Campus sport need help with recruitment, taster sessions and helping with the bridge between the AU and the SFC

9 The Societies Executive Committee (S.E.C) Support all societies with their development strategies ensuring they are sustainable, realistic and accessible to all students and are operating in line with HUU policy. Support committees and members in addressing any issues. Providing mediation and assisting struggling societies. Promote and ensure that societies are supported by HUU and the University. Bring societies together and act as a medium for exchanging ideas and good practice Responsible for the Societies Grant

10 HUU Finance and Resource Manager Kevin Pearson

11 Hull University Union : Mission Statement To enhance the lives of every person studying at the University of Hull 1. By bringing you together 2. Offering you opportunities to develop 3. Representing & empowering you to make change.

12 The Role of Treasurer You are responsible for all of your club s money You will be a signatory for the club account It is your responsibility to make sure any money received by your members is deposited into the appropriate account with paperwork in a timely manner Keep an accurate record of your expenses and incomes Keep your club informed of your financial situation account info is available from the cash office Ensuring funds are available before payment

13 Being a signatory means You re responsible for; All money that goes out of the account when its signed for Anybody who spends money on things they shouldn t (i.e. things that are not in line with club constitution) Anybody who signs for a payment, takes money out or agrees to an invoice/contract that causes club to go overdrawn will be made to pay the money back

14 Responsibility for Money $$ et into good habits from the start

15 Finance Team - In the Membership Services Cash Office PAYING IN MONEY Collecting expenses Processing payments Checking balances of bank accounts List of recent transactions

16 Important things to remember. ALL Society/club money must be paid into your HUU account No Society/club can have an external bank account No Society/club member or Executive can receive financial payment or profit as a result of society/club activity Societies/clubs CAN make a profit HUU (and by extension YOU) have a legal liability to ensure we do not overspend If you sign it you are responsible Membership fees are paid directly to HUU by the individual NOT to a committee member. ALL external (not for yourself) fund raising MUST go through Raising and Giving RAG

17 Policies & Procedures Equal Opportunities Policy Harassment and Bullying Policy Zero Tolerance Policy External Speakers Policy Alcohol & Initiations Policy These policies can be found at: As treasurer you have a responsibility to ensure that the money you authorise as expenditure does not compromise any of the HUU policies above.

18 Primary Account The Primary Account is your first and main account. It must hold: ØAll membership money ØAll money for society/club activities ØAny profit the society/club makes ØAlmost all money should be in here Basically most of your money should be in here

19 Secondary Account Generally speaking your secondary account should not be used that often - think of it as a fun/social account! ØAny money not for use by all the society/club ØAny funds for socials/balls/dinners ØAny funds for clothing ØFunds for things that aren t in your constitution There should be very little money in here

20 One Stop: Sports and Societies Area

21 Paying for things paying for things can be a pain, but there are easy ways Ø Invoice we can pay these direct Ø Pay by cash (least preferred) must have receipts Ø BACS Fill out a claim form at the new area attach your receipts make sure you have 2 committee member signatures (if you are the claimant you cannot be one of the signatories) Post in the box for authorisation If it s a cash claim, collect after 72 hours at the cash office

22 Finances: Claim Forms Money that you/your club spends might need to be claimed back, i.e. train tickets, petrol costs, venue bookings, etc. Fill out a claim form at the one Stop area, code to your clubs account or relevant department. Drop in the relevant box. **Receipts must be attached to the claim form in order for it to be authorised** Wait for 72 hours for your paperwork to be processed You will then receive the money back, as either cash collected from the cash office or a bank transfer.

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24 Remember consider V.A.T!!! When ordering or committing to any spending make sure you ask the question. Is VAT included in that price? This will help prevent any surprise invoices. V.A.T can be a hidden cost that you need to be aware of.

25 Charity Fundraising Societies/Clubs cannot pay money destined for a charity into their account If you want to raise money for other charities you can, but you MUST first contact RAG, and all funds must go through them (huu.rag@gmail.com) They will explain the whole process if you are wanting to fundraise They won t interfere

26 Some good practice guidelines: DO regularly check your balance with the Cash Office (Monday-Friday, 11:00 15:00) It is suggested that the Treasurer signs ALL cash claim forms along with another committee member (unless they are claiming for themselves) DO know what you are spending; You can get a print out of your account history and transactions from the Cash Office DO work closely with your president to enforce some guidelines on your society/club exec. DON T ignore HUU rules and procedures DON T be afraid to ask; Any of the Student Officers, Exec Members, the Finance office or any other member of staff

27 Financial Planning No club or society should be in debt. If this happens you must seek help and support from HUU staff and officers as soon as possible to make a plan. No unauthorised payments are allowed. Be clear on what you can and can t spends money on. At the start of the year work with your president to develop objectives and then set a budget which matches this. Monitor your finances carefully and keep on top of paying in and paying bills and invoices. Access to your finances should only be done by you and your president.

28 Sponsorship We encourage you to find sponsorship for your club or society! You can speak to the Student Officers about this, also to Vicky Dean Kevin Pearson can advise, look over contracts. DO not sign anything without taking advice first We plan to offer more support and help in the forthcoming year to make obtaining sponsorship easier and less stressful. Watch this space

29 Other Sources of Funding Societies Societies Grant Please contact the Societies Executive Committee or look at the form here Sports Teams Coaching Fund & Non BUCS Fund Contact Caitlin O Neill for further information

30 Room Bookings & External Speakers q You can book a meeting room through Reception (huureception@hull.ac.uk) they will provide you with a form to complete q If you are having an External Speaker to your event, your society/club must fill out an External Speaker Form, which can be found on the website along with the policy for this. This must be approved before you can book any of the meeting rooms. q If the correct procedures are not followed, you will not be able to claim any refunds from your society/club account for your events

31 Trips & Events q You must fill out a Trip Pack at least one week in advance of any trip and post it in the box in the Membership Services Area for authorisation and booking of any transport q If you are going on a trip outside of the UK a Trip Pack must be submitted at least four weeks in advance of the departure date. q If you do not submit a Trip Pack you will not be able to claim any refunds/expenses from your society/club account for your event.

32 Finally You are a volunteer! Extremely important to future employers! Being a treasurer is an excellent example of being: Reliable Trustworthy Honest Accurate and having attention to detail Think about the total amount of money you have overseen and the number of people in the club and society. Visit the careers department who can hep you to think about how to articulate the skills and experience you develop in the role in job applications and interviews. Doing this role will give you many elements needed for achieving the Hull Employability Award

33 SCENARIOS A) You return back after a very successful first semester in managing your finances. You are given an outstanding invoice of 2000 from the previous year that wasn t paid. You have 350 in your club/society account what do you do? B) You put on an event and invite an external speaker. You pay for their travel and accommodation expenses and bring in the receipts to get a refund. HUU hasn t received any paperwork for this event and explains that you can t be refunded What do you do? C) It is halfway through the first semester and you realise that a lot of students who are attending your sessions and are actively taking part in your events have not paid their membership What do you do?

34 Questions Have we answered the question on your post-it note???