How to be a “good” Club Treasurer

1. How to be a “good” Club Treasurer Paula Park- Director of Finance df.union@ncl.ac.uk 0191 2393911

2. TRAINING AGENDA Introduction Grant Applications Roles and Responsibilities NUSU Financial Systems Sponsorship Preventing Fraud Student Group Finances (SGF) Reports Vehicle Booking Fundraising

3. Peter Brown Finance Assistant George Williams Finance Assistant Edward Sheils Finance Assistant Sultana Khatun Activities Finance Paula Park Director of Finance Introduction to the NUSU Finance Team Bernie Dick Finance Assistant Michelle Wills Senior Finance Assistant

4. WHAT DOES A TREASURER DO? THINK OF SOME ROLES & RESPONSIBILITIES YOU MAY HAVE THIS YEAR

5. APPROVE TRANSPORTCOSTS SUBMIT & APPROVE CLAIMS APPLY FOR FUNDING LEARN & UNDERSTAND FINANCIAL SYSTEMS KEEP TRACK OF INCOME & EXPENDITURE ROLES AND RESPONSIBILITES ATTEND TRAINING & CLUB MEETINGS ORGANISE FUNDRAISING & SPONSORSHIP UPDATE COMMITTEE MEMBERS ON FINANCIAL SITUATION BUDGET FOR EVENTS & ACTIVITIES

6. What we’ll cover • Grant Applications • Reports • Member’s balance • Grant balance • Student Group Finances • Money requests • Sales invoices • Purchase orders • Invoice approval • Sponsorship & fundraising • Vehicle bookings NUSU Financial Systems

7. CLUB GRANT IS DISTRIBUTED AT THE START OF THE YEAR • Decided by the AU officer and based on a number of factors • No grant spending on food and drink • Only available for the academic year and then the union will take it back • Try to use up your grant money first! Grant Applications

8. WEEKLY BY EMAIL SUMMARY OF BALANCES FULL DETAILS Will be sent automatically to treasurer. Amounts in each account. All transactions by account. Reports

9. NO EXTERNAL BANK ACCOUNTS SHOULD BE HELD. -Cash/ cheques go to the financeoffice at level 2 • Cheques must be made payable to: “Newcastle University Students’ Union” • Write the name of your club on the back of the cheque • All cash should be paid in as soon as possible -PayPal card readers available to loan from the Union for events & fundraising Paying into the account -Online ticket sales through the NUSU website -Sponsorships paid in through SGF -Transfers to bank account (with prior agreement only)

10. VAT- You need to pay it! -Money requests on SGF • Reimburse yourself, another student, or a supplier • Approve invoice payments on SGF- we can pay suppliers directly with your approval -Costs for events held in the Union Spending from the account -Consider timescales -Payments made once a week

11. Need help using SGF? SGF IS THE MAIN SYSTEM YOU’LL NEED TO GET YOUR HEAD AROUND AS A TREASURER

12. Student Group Finances (SGF) • Navigate to SGF through your club page, and go to “finances” • Here you can make 3 kinds of requests • You can view your account balances here (not live, updated weekly). They are split down by account type.

13. Balance Available Balance This is combined amount between your grant and general members balances. This balance is not live, it is updated weekly. We hope to move to more frequent balance updates. This is the balance (as described above), plus/ minus the expected income/ expenditure from the requests you have made in the past week Balance VS Available Balance

14. Purchase Order Money Request Sales Invoice • Use this only when a company requests you provide a purchase order number for goods/ services before you receive them. Do not use this if you have already been given an invoice. • This is when you are requesting money being paid into the account, such as through sponsorship. • You do not need to do this for products on the NUSU website, income is automatically processed for these. • This should be used when wanting to reimburse someone for a payment they’ve already made on the club’s behalf. • Also use this to pay a supplier if they give you a purchase invoice for goods/ services you have bought or are buying. Request types

15. Student Group Finances (SGF) • In money request, you can request a reimbursement or pay a supplier directly. • Provide as much detail as you can, justification is important! • Ask yourself: • Members or grant account balance? • Does the amount requested match the amount on the receipts uploaded? • Have you got enough in the account to pay?

16. Student Group Finances (SGF) • Members can also make money requests, but all requests must be treasurer approved. • You can also add multiple items to one request if the payee is the same. • Reviewing: • Approve: if request looks ready to go to the next approval step. • Refer to Requestor: if the requestor needs to edit/add more information. • Reject: completely cancel the request. • Return to draft: you can edit the request yourself. • You can see the full history of the request below.

17. Student Group Finances (SGF) • For Sales invoices (money coming in) and purchase orders (money coming out): • Click on corresponding request type in the “finances” section • Complete ALL boxes • To add multiple requests to one company just create the first one and then “add item” to add another.

18. You should track each request on the SGF timeline to see which stage it is currently at. When you see that its status is “complete”, you should email the supplier/ payee to confirm they’ll receive their money. You should tell them in the email what to look for on their bank statement: “NUSU” and the SGF request number

19. All requests go through a train of approval before processing: FRAUD IS A CRIMINAL OFFENCE Treasurer | Secretary/ President | Activities | Finance If you see a request that looks fraudulent, reject it or refer it back to the requestor. YOU have responsibility to stop Fraud Comply with University Fraud, Corruption, Bribery and Financial Misconduct Policy and Procedure This is why justifications and receipts are important. Documentation should include bank details when paying a supplier

20. RULES • No sponsorship from bars/ clubs or anything alcohol related are permitted • Upload a sponsorship request using sales invoice on SGF • Sponsorship must be pre-approved by an AU Officer before signing up to anything. Sponsorship TIPS • Don’t underestimate the value of advertising to students • Look out for national organisations • Sponsorship isn’t always a monetary value- look out for discounts for your members

21. Follow NUSU guidelines NOTE: You can’t just give members or grant funds away to charity! • Who are you fundraising for? • Only raise funds for official registered charities or your own society • Follow Charities Commission guidelines • Make sure funds raised are secure e.g. sealed collection buckets Fundraising Bring funds raised to the cash or finance office promptly No funds can be paid out to charity without evidence they were raised for the charity

22. Driver registration forms Vehicle bookings Treasurer must approve Invoice will be paid automatically Vehicle booking forms Costs added when vehicles are booked Will you need any minibus drivers? Online submission by any club member AT LEAST 2 WEEKS IN ADVANCE Online approval of transport request Check account balances Check account balances Change in “available balance”

23. You may be able to claim some money from our BUCS account to help you compete! Spending money on BUCS? • Read the instructions on the NUSU website before claiming • Speak to the AU officer in the SU • You may get 20p per mile in fuel from the SU to the hosting venue . Travel arrangements should be approved in advance by Emma Anderson • You may be able to get £10 per competitor per night (up to 2 nights) they have to stay away for a competition

24. Finance documentation: https://www.nusu.co.uk/getinvolved/sport/clubs/running/finance/ Transport booking documentation: https://www.nusu.co.uk/getinvolved/sport/clubs/running/transport/ Resource links