Society Treasurer Training

Janet Vowles

Maintaining the society accounts Ensuring that all members register and pay their

memberships on-line. Please remember: - No Pay, No Play!! Ensuring that relevant class or session fees are collected Maintaining a log of all the ingoing and outgoing payments

to the accounts Organising payment of external facilities, speakers etc. Being aware of specific financial tasks which may be

delegated by the society committee to other society members

Assisting with the Development Plan in Term 3 Liaising with society chair i.e. president or captain on the

society spending

The role of the Treasurer

Responsible and reliable with monetary matters

Serious about the position and liaise with the Society chair, and or, Societies Activities Assistant

Someone who is available all year with no other heavy commitments

You as a Treasurer

ALL TREASURERS AND CHAIRS MUST PROVIDE JANET GREAVES

WITH A PASSPORT SIZED PICTURE OF THEMSELVES.

Identification

Each Society fund is broken down into four main accounts: A/C 1 : Travel costs A/C 2 : Equipment A/C 3 : Fees and Hire Charges A/C 4 : Private

There are also four other private accounts which have been allocated to each Society and can be used as necessary:

A/C 5: Other Private account – mainly used for clothing purchases A/C 6: Meal account – enables Christmas meal and End of Year meal

money to be kept separate A/C 7: Charity account – this is the account where the fundraising for your

nominated charity is paid in to A/C 8: Events/Tour account – payments for specific events, competitions

and tours are kept separately

Please see hand-out for the more information.

Society Accounts

In the third term, it will be your responsibility to apply for a grant for the following year. The Students’ Union has no obligation to provide funding, however, the Students’ Union usually does so, providing several conditions are met:

The activities of the Society must be consistent with the aims and objectives of the Students’ Union and in line with Students’ Union Policy

The Society’s committees must attend all advertised meetings , failure to do so may result in a fine being levied against your society

The Society must be run in a way which is considered safe and acceptable by the Students’ Union

The Society must submit a completed Development Plan on or before the stated deadline.

Grants

Before you order any goods from Suppliers you must ensure that there are sufficient funds available in your society accounts to meet the cost of the goods or services and the expenditure is in accordance with the aims and objectives of your society.

See hand-out for more information.

Ordering from Suppliers

BE AWARE!!! It is important to remember V.A.T is chargeable on certain items. Society

memberships are vatable and 20% of your society membership fees will be deducted and paid over to H.M. Revenue & Customs. V.A.T. may also be payable on fund-raising events in aid of society funds and on most equipment/clothing that is bought.

One specific area to be cautious about is the buying of personal clothing and advice should be sought from the Finance Office before going ahead with orders. Please make sure any quotations for clothing include V.A.T.

Please ensure you obtain a V.A.T receipt for any purchases as the Students’ Union may be able to claim back V.A.T on your behalf.

Please note: If your society is collecting money for personal clothing, you MUST collect and pay in the full price of the goods including V.A.T.

See hand-out for more information

V.A.T

It is the policy of the Students’ Union that under NO CIRCUMSTANCES are clubs or societies allowed to hold an external bank account, nor must funds be held by a third party.

If a club or society is found to be operating such an account then their funds will be immediately frozen and will be disciplined as necessary - possible cessation of the activity.

It is the responsibility of the club/society captain and committee members to ensure that the funds are being properly handled and that at NO TIME should money be used to reward committee members.

Accreditation schemes may be introduced to reward members if the union recognises that individuals have worked very hard for their club/society, however, this does not allow for money to be used fraudulently.

Important Accounting Information

Many societies raise funds by finding an outside organisation willing to provide sponsorship. It requires the two parties to work together for different aims that benefit each other. It is a business transaction with the sponsor providing the society with funds in return for a service. It is vital that you clearly identify what you as a society can offer to the sponsor and what you require in return.

Please note: Sponsorship arrangements may be liable for payment of V.A.T so please ensure that you take this into consideration when agreeing an amount with your sponsor.

If your Committee need any assistance in finding a potential sponsor, please contact Joanna Gunns, Marketing and Communication Co-ordinator on j.gunns@yorksj.ac.uk who will be able to assist you.

Sponsorship

Provided that events have been carefully planned and that all aspects of the activity have been properly thought through, fundraising events can often go a long way towards funding a society. Fundraising events may include car washes, raffles, charity events, rowathons, bag packs, parties and much more.

Depending on the activity, you may or may not need to pay V.A.T. - please speak to the finance staff for more clarity.

Fundraising

Financial reports for your society are available from the Students’ Union Finance Office and will provide information relating to the current balance, year to date transactions and historical data if required.

Please call up to the Finance Office at the start of term to collect the report on your society balances going forward into the new financial year. The Students’ Unions financial year end is 31st July and any Private Account monies for your club are carried forward.

On an on-going basis, it is essential that as part of your role as Treasurer that you collect your club reports and review them.

Financial Reports

The Treasurer’s Clinic is a service where you can make an appointment to call in and discuss any adhoc financial queries that you may have relating to your society.

Feel free to email Janet Vowles, or make an appointment via the Reception Staff, in which you can discuss, in depth, the societies financial situation.

Treasurer’s Clinic

Janet Vowles (Finance Manager) j.vowles@yorksj.ac.uk

Janet Greaves (Finance Adminstrator) j.greaves@yorksj.ac.uk

The Finance Office is open for Society enquiries and financial transactions between 9.15am-12.45pm and 2.15pm-3.45pm Monday and Wednesday - Friday.

For any additional assistance contact the Societies Activities Assistant.

Finance Contacts

Questions??

Thank you for listening