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Club Treasurer Training

Club Treasurer Training. Ewan Paterson AU President. Overview. Union Finances Allocation Process Union Accounts How to Claim Money Private Money Support and Advice. Union Finances. Brief Overview 2 sources of income: Profit made from shops/bars/commercial services etc.

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Club Treasurer Training

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  1. Club Treasurer Training Ewan Paterson AU President

  2. Overview • Union Finances • Allocation Process • Union Accounts • How to Claim Money • Private Money • Support and Advice

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

  4. AU Finances Sources of income: • A portion of the Union grant • Club subscription fees • Sponsorship • Hey Ewe

  5. Club Budget • Subscription Fees & AU Grant • Home Matches – Refs/Opposition Meals • Transport – Minibus hire/petrol costs • Fixed Costs – Affiliations/Entry fees • Equipment • Coaching • Sundry

  6. Subs & AU Grant AU Grant is allocated according to: - Historical spending - Grant Allocation Form AU Grant is added to the subs to give a total budget figure. Subs should be paid by the end of October. The general rule is no refunds after 31st October.

  7. Home Match Costs • Opposition Meals (£1.80 per head in 10/11) • Meal tickets • External venue • Supermarket • Referee Costs • Payment by cash through pre-arrangement with AU • Return form as soon as possible after match

  8. Transport • Coach/Minibus Travel • Book through Becky • Minibus = £80/day. Coach = £300 upwards • Minibus Drivers: 21+, Union test, 2 required for journeys of 150 miles+ • Car Travel • Fill in car registration form at beginning of the year. Need to bring in driving licence, insurance certificate and MOT • Petrol Claims • 20p/mile for car travel & 26p/mile for minibus travel • Other Forms of Transport • Train fares refunded at the Young Person’s Railcard rate • Other forms of transport must be booked through the AU Office

  9. Fixed Costs • Affiliation to National Governing Bodies • Sports specific insurance • Competition entries (via entry forms) • Regular external facility hire • Storage hire

  10. 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 club’s equipment list

  11. Coaching • Coaches Paid by LSU • Must complete a Coaching Contract every year • Paid monthly around the 18th • Coaches can not claim for mileage • Coaches Paid by Invoice • Invoice must be issued by their own coaching company or from a company they work for – e.g. National Governing Body • AU Student Development Fund • Needs to be agreed by AU President

  12. Sundry Costs • All photocopying should be done through the Union Reception – automatically paid from your budget • Where necessary, stationery should be bought from the Union Shops and claimed back with receipts • Envelopes, stamps, headed paper, compliments slipsand phone are available in the AU Office

  13. Making Claims • Club claim form (Green) • BUCS claim form (Red) • BUCS representative form (Blue) • Supplementary Award for special circumstances

  14. Invoices • Ask the company to invoice your club at the Athletic Union’s address: Loughborough Students XXXX Club Athletic Union Office Union Building Ashby Road Loughborough LE11 3TT • Invoices can not be paid if addressed to individuals or Loughborough University • LSU is no longer able to make payment by cheque. Bank details are required to make payments by BACS.

  15. Union Account - Golden Rules • Fill in claim form FULLY and CLEARLY • No receipt/invoice = No money! • No treasurer’s signature = No money! • Place forms in the ‘Finance In’ tray • Allow 5 days processing • Need to enter bank details on profile on lufbra.net to receive payment

  16. Private Money • Non-budget money is collected: - Through the E-Shop system - Via cash or cheques payable to LSU • Products set up by AU Finance Administrator • £1 charge per transaction • Private money is held in individual accounts for each club • Claims are made in the same way as from budgets

  17. Support and Advice • Account statements available from AU/Finance Office • AU Finance Administrator E-mail: clairespencer@lufbra.net Call: 01509 635055 • AU President E-mail: au@lufbra.net Call: 01509 635052 Or just come in and have a chat!

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