Standard 7: Clubs Secure Finance Reporting

Transcription

1 OPERATING STANDARDS FOR NSW GREYHOUND RACING CLUBS Standard 7: Clubs Secure Finance Reporting The Clubs Secure internet based reporting system was developed by GRNSW in 2004 to streamline club reporting and budgeting requirements whilst also providing GRNSW with instant access to the financial data of all clubs in NSW. The financial performance of all clubs is critical to the continued viability and sustainability of the NSW greyhound racing industry. Therefore, GRNSW established benchmarks to measure the financial performance of all clubs. Clubs Secure is the tool through which these benchmarks are measured and club performance is monitored. Your Club can benefit from the use of Clubs Secure as it provides immediate feedback on how your club is performing against the established benchmarks. It also provides a quick and relatively easy way to report your financials to GRNSW for review and monitoring. Furthermore, it enables GRNSW to closely monitor the performance of your club and assist in early identification of potential financial problems. Tools and Assistance The Clubs Secure Web Address is A Clubs Secure Finance - Getting Started Manual - is provided at ATTACHMENT A. A Clubs Secure Budget - Getting Started Manual - is provide at ATTACHMENT B. What GRNSW Requires From Your Club Annual Requirements (All Clubs) All clubs are required to generate a financial budget and submit it to the club Committee for review and adoption (see Standard 8). Once this budget is approved by the Committee, it must also be entered into the Clubs Secure website. This requirement must be completed prior to the start of each financial year (i.e. must be entered by 30 June each year). All clubs must enter their period thirteen data prior to the end of October each year. This data must be a direct reflection of the results of your audit report for the year so that it provides you with an accurate starting point for your clubs financial reporting in Clubs Secure for the new financial year. Monthly Requirement (TAB Clubs Only) All TAB clubs (including TAB C clubs) must submit their financial data to GRNSW via the Clubs Secure website on a monthly basis. This reporting must be completed by the end of the month, following the month for which you are generating the financial reports (i.e. your year-to-date September data must be entered by the end of October). In addition to reporting your clubs information by the required deadline, your club is also required to meet the financial benchmarks set by GRNSW. 7-1

2 OPERATING STANDARDS FOR NSW GREYHOUND RACING CLUBS Quarterly Requirement (Non-TAB Clubs Only) All Non-TAB clubs must submit their financial data to GRNSW via the Clubs Secure website on a quarterly basis. This reporting must be completed by the end of the month following the quarter for which you are generating the financial reports (i.e. your year-to-date data for the July to September quarter must be entered by the end of October). In addition to reporting your clubs information by the required deadline, your club is also required to meet the financial benchmarks set by GRNSW. 7-2

3 OPERATING STANDARDS FOR NSW GREYHOUND RACING CLUBS Clubs Secure Finance Reporting GRNSW, as the independent body established to represent, fund and control the operations of greyhound racing in NSW, has an important monitoring and mentoring role to ensure the welfare of the sport. Your club s financial performance is critical to the continued viability and sustainability of the sport in NSW. As such, a primary responsibility of your club s Committee is to ensure the viability and financial health of your club. Financial management is usually carried out on a twelve-month cycle from 1 July to 30 June each year. The information contained below is not intended to be a complete operating manual for managing the financial and taxation affairs of your club. It simply outlines the financial standards that your club is expected to meet as an important contributor to greyhound racing in NSW. You are also encouraged to obtain appropriate professional advice in the financial management of your club. Key Information for Clubs Secure There are some key factors that your club and bookkeeper should be aware of when reporting financial data into Clubs Secure. 1. Data reported should be year-to-date figures - this means that you should progressively be entering larger figures into Clubs Secure. As an example, when reporting your year-to-date September figures, your reports should include July, August and September. When reporting your year-to-date November data, your figures will reflect the clubs financial activity for July, August, September, October and November. Clubs Secure does not work as a snapshot of the clubs position at the end of each reporting month/quarter. 2. Clubs Secure reports in round thousands - to enable clubs to balance and lock off with minor discrepancies in data, Clubs Secure has been designed to report in round thousands only. This means that any line item with a value of less than $1,000 cannot be reported in a single line item. For smaller clubs, this can cause reporting issues early in the financial year as it may be necessary to merge two or three smaller line items together to enable it to be reported. This situation will improve as the club moves through the financial year and the values for each line item increase. In reporting round thousands, it should be noted that it is also not necessary to add all the zeros for the figure (i.e. $25,000 is reported in Clubs Secure as 25). 3. Clubs Secure does not accept decimal points - in line with point two above, Clubs Secure will not allow input of figures with decimal points. If an amount is entered with a decimal point, this will cause an error message to appear. 4. Budget apportionment - in the budget reporting section of Clubs Secure, the system will default to apportioning the amount you have entered equally over the 12 months of the year. To better reflect ebbs and flows in the clubs finances, it is possible for your club to apportion their annual budget figure so that it is higher in some months and lower in others. 7-3

4 OPERATING STANDARDS FOR NSW GREYHOUND RACING CLUBS 5. Balancing and Locking Off - this is an important feature of Clubs Secure that enables your club to inform GRNSW when your data entry is complete and ready for review. At the bottom of the balance sheet (Blue) section in Clubs Secure, there is an area that will automatically update your figures and if all the amounts balance it will advise you that you are able to lock off your data. This locking off signifies that you are happy for your data to be sent to GRNSW. It is extremely important that at the end of each reporting period, your data balances and you lock it off, so that it is sent to GRNSW. 6. Period thirteen reporting - In 2009, GRNSW introduced a thirteenth period into the Club Secure finance system. Period thirteen is a balancing and reconciling function that enables your club to enter the figures that you receive back from your auditor after the end of the financial year. It is important that once your club receives your completed audit that you enter your period thirteen data as this is the data that will be carried through in your Clubs Secure reporting for the new financial year. If this is not completed, Clubs Secure will use your existing data as at 30 June of the previous financial year, which may be close to correct, but may not incorporate changes or audit adjustments that are made by your auditor. Financial Benchmarks GRNSW monitors a number of financial ratios that are simple expressions of the financial and operational objectives expected of your club. Each performance measure or indicator is expressed as a percentage ratio. The following definitions apply when calculating the performance measures: Total income = Racing activity gross income and club management activity gross income plus trading activity net income; Total expenses = Racing activity gross expenses plus club management activity expenses; Total net income = Total income (as defined above) minus total expenses (as defined above); Total assets = fair value of all assets owned and controlled by the club; Race day income = Racing activity gross income plus trading activity net income on race days; and Routine maintenance = small-scale maintenance undertaken on a regular basis to ensure assets are in good working order and can provide reliable service. 7-4

5 OPERATING STANDARDS FOR NSW GREYHOUND RACING CLUBS The following table summarises the minimum or maximum benchmarks for each of the financial and operational performance measures: Objectives Financial Objectives Have sufficient working capital to stay financially solvent. Avoid excessive indebtedness to prevent financial collapse. To keep your interest payments within affordable limits. To achieve a surplus so as to build up working capital to withstand an adverse event. Operational Objectives To ensure that distribution income is used largely for prize money. To manage your club efficiently by keeping operating expenses to a minimum. To maximise non-distribution income so as to boost prize money and expenditure for on-course facilities. To undertake routine maintenance so that physical assets do not deteriorate, become unsafe and unsightly. To manage your race day activities effectively. Performance Measures Working Capital ratio: Current assets/ current liabilities Solvency ratio: Total liabilities (excluding IFIL s)/ total assets Interest cover ratio: Total net income (excluding interest)/ interest expense Financial Results Ratio: Total net income / total income Prize money Ratio: Prize money/ distribution income Expense Ratio: Total expenses (excluding prize money)/ total income Entrepreneurship Ratio: Total income (excluding distribution)/ distribution) Maintenance Ratio: Actual planned routine maintenance expenditure / required planned routine maintenance expenditure Race Day Margin Ratio: Race day income (excluding distribution)/ race day expense (excluding prize money) Metropolitan Racing Centres Premier Racing Centres Principal Racing Centres Country Racing Centres >100% >100% >100% >100% <50% <50% <50% <50% > 100% > 100% > 100% > 100% > 0% > 0% > 0% > 0% > 100% > 100% > 100% > 100% < 50% < 50% < 50% < 50% > 20% > 20% > 20% > 15% > 100% > 100% > 100% > 100% >75% >50% >50% >50% 7-5

6 OPERATING STANDARDS FOR NSW GREYHOUND RACING CLUBS Data Required from Financial Statements In order to enter your club data into Club Secure, the financial data must be in a format which matches the data input screen template. However the data produced from your accounting package may be in a different format. The location of the information required by Clubs Secure is provided in the following table: Data Requested in Clubs Secure Data Taken From Club P&L (the combined P&L for all activities of the club) GRNSW Distribution Take from P&L account Other Data Source (Note a cost centre is termed a job in MYOB and a class in Quicken) Final Distribution - accrued Other race-day racing income Prize money & trophies Other race-day racing - activities expenses Tote trading net income Functions, bar, kiosk trading net income Other race-day trading activities net income Trials Income Trials Expenses Non race-day trading activities net income Sponsorship - general income Grants - revenue grants Take from P&L account heading heading heading A single consolidated P&L cannot supply net income by activity. A single consolidated P&L cannot supply net income by activity. A single consolidated P&L cannot supply net income by activity. heading heading A single consolidated P&L cannot supply net income by activity. heading heading Run a cost centre report for Tote Trading Activity and insert the net figure from bottom of report. Run a cost centre report for each of: bar activity; catering activity; and function activity. Sum the net figures from the bottom of each report. Run a cost centre report for Other Race-Day Trading Activity and insert the net figure from bottom of report. Run a cost centre report for Non Race- Day Trading Activity and insert the net figure from bottom of report. 7-6

7 OPERATING STANDARDS FOR NSW GREYHOUND RACING CLUBS Other club income Routine maintenance expenses Marketing & promotions heading heading heading Sundry club expenses This is the sum of the subtotals for Wage Related Expenses, Utilities, Other Club Expenses, Administrative Costs and Finance Costs. Net interest expense This is the sum of Interest income and Interest Expense. Data Requested in Clubs Secure Data Taken From Club Balance Sheet Cash at bank Take from balance Sheet; subtotal for account heading Receivables and other current assets Take from balance Sheet; subtotal for account heading All non-current assets Take from balance Sheet; subtotal for account heading Payables Take from balance Sheet; subtotal for account heading Other current liabilities Take from balance Sheet; subtotal for account heading Loans Take from balance Sheet; subtotal for account heading Other non-current liabilities Take from balance Sheet; subtotal for account heading Member's equity capital (if any) Take from balance Sheet; subtotal for account heading

8 ATTACHMENT A Clubs Secure Finance - Getting Started Manual 1. To log onto Clubs Secure access the site via the internet by entering the web address (please note the double s ). 2. Select Financial Management.

9 3. Select your club s name (using the drop down menu) and then enter your password. If you do not know the password or need it to be re-set, please contact GRNSW for assistance.

10 4. Select Input Club Data for Month or Quarter. 5. Select the month and financial year from the drop down menus and click Get Data.

11 6. Enter your clubs financial data for the period.

12 7. Ensure that your financial data balances (if they do not balance, there will be a big red box at the bottom of the blue balance sheet section), tick the lock data box and press update data to finalise your entry.

13 ATTACHMENT B Clubs Secure Budget - Getting Started Manual 1. To log onto Clubs Secure access the site via the internet by entering the web address (please note the double s ). 2. Select Financial Management.

14 3. Select your club s name (using the drop down menu) and then enter your password. If you do not know the password or need it to be re-set, please contact GRNSW for assistance.

15 4. Select Input Club Budget for Year. 5. Select the financial year from the drop down menu and click get data.

16 6. In round thousands (i.e. $25,000 equals 25) enter your projected income and expenses against the appropriate line items listed on the left of the budget screen.

17 7. The system is set to automatically apportion the figure entered on the left hand side over the course of 12 months (as shown below) by defaulting the number 1 in each of the month columns on the right hand side. 8. To alter the default apportionment, you have the ability to change the figures in the monthly apportionment table on the right hand side so that it better reflects the ebbs and flows of the club s financials.

18 9. Once the profit and loss data has been entered, it is necessary to enter and balance the balance sheet section of the club s budget. 10. As was the case with the financials, it is also necessary for clubs to ensure that the budget balances and is able to be locked off. Locking off is only possible once all the figures have balanced and any red error messages have been removed.