Club Treasurer Training

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Club Treasurer Training

• Dave Crawford
• AU Finance Officer

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Overview

• Union Finances
• Allocation Process
• Union Accounts
• How to Claim Money
• Private Accounts
• Account Books
• Support and Advice

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Union Finances

• Brief Overview
• 2 sources of income
• Profit made from shops/bars/commercial services
  etc.
• Annual grant from the University

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AU Finances

• Sources of income
• A portion of the Union grant
• Club subscription fees
• Hey Ewe

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Club Budget

• Subscription fees AU Grant
• Home Matches Refs/Opposition Meals
• Transport Minibus hire/petrol costs
• Fixed Costs Affiliations/Entry fees
• Equipment
• Coaching
• Sundry

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Subs AU Grant

• An example
• Club X requires 4,000
• Subs are set at 20 for 100 members (2000)
• Club X requires further 2000
• Where does it come from?

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Home Match Costs

• Opposition Meals
• Meal tickets from Lynn (1.55 per head)
• External venue receipt/invoice
• Supermarket - receipt
• Referee Costs
• Fill in yellow referee form
• Facility Hire
• Book at sports hall reception invoice to club

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Transport

• Coach/Minibus Travel
• Book through Lynn paid for automatically
• Minibus 75/day. Coach 300 upwards
• Minibus Drivers 21, Union test, 2 required 150
  miles
• Car Travel
• Fill in car registration form at beginning of the
  year
• Petrol Claims
• 14p/mile for car travel. 20p/mile for minibus
  travel
• MUST be VAT receipts
• Other Forms of Transport
• Train fares refunded at the Young Persons
  Railcard rate
• Other forms of transport must be booked through
  the AU Office

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Fixed Costs

• Affiliation to National Governing Bodies
• Sports specific insurance
• Competition entries (via entry forms)
• External facility hire
• Storage hire

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Equipment

• Check your budget
• Shop around for the best supplier/price
• Come in to the AU Office with the details
• A Purchase Order will be raised
• The equipment will be ordered
• Equipment and invoices will be delivered to the
  AU
• Invoices are paid by the AU
• Add the items to your clubs equipment list
• Cheque/cash purchases can be made

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Coaching

• Coaches Paid by LSU
• Must complete a Coaching Contract every year
• Paid monthly around the 18th
• Coaches Paid by Invoice
• Must be issued by their own coaching company or
  from a company they work for e.g. National
  Governing Body
• Coaching course costs can also be claimed via
  invoices or receipts

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Sundry Costs

• All photocopying should be done through the Union
  Reception automatically paid from your budget
• Where necessary, stationary should be bought from
  the Union Shops and claimed back with receipts
• Envelopes, stamps, headed paper, compliments
  slips, phone and fax are available in the AU
  Office

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Invoices

• Ask the company to invoice your club at the
  Athletic Unions address
• Loughborough Students XXXX Club
• Athletic Union Office
• Union Building
• Ashby Road
• Loughborough
• LE11 3TT
• If you want the cheque to be sent directly to the
  company, add a stamped addressed envelope (with a
  compliments slip) to the claim form. (All of
  these things are available in the AU.)

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Making Claims

• Club claim form (Green)
• BUSA claim form
• BUSA representative form
• Special Circumstances Supplementary Award
• A worked example..

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Example

• Fill in a claim for the following
• An away match/event at Birmingham Uni
• 50 miles each way
• Minibus travel
• 22 competitors _at_ 6.50 each

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Union Account - Golden Rules

• Fill in claim form FULLY and CLEARLY
• No VAT receipts No money!
• No signature No money!
• Place forms in the Finance In tray
• Allow 5 days processing
• Collect cheques from Finance Office

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Private Account

• YOUR responsibility
• Audited by AU and Union Treasurer
• Collection of Cheque/Paying in books
• From Ann
• Cheque countersigning
• AU Pres, Ann and Dave
• Statements
• Once a month if there has been any activity
• AU Office Account Book
• Record ALL cheques in this book

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Account Books

• Do
• Use an A4 hardback accounts book
• Use Colour
• Incoming Black
• Outgoing Red
• Other text Blue
• Show Cheque/ Paying In Numbers

• Dont
• Use Pencil
• Use Tippex (Cross out)
• Lose Pages
• Panic!!

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Support and Advice

• AU Finance Officer
• E-mail Davecrawford_at_lborosu.org.uk
• Call 01509 635048
• AU President
• E-mail au_at_lborosu.org.uk
• Call 01509 635052
• Or just come in and have a chat!