Club Treasurer Training 202021 We Will Cover Who

Club Treasurer Training 2020/21

We Will Cover Who we are Role of the treasurer Operating budget Account spreadsheet Claims Clothing Transport

Who We Are

Rebecca – AU Treasurer Student-facing First Athletic Union Exec member point of contact with the AU about finances Student like you, experience as club treasurer If you have problems, I’ve probably dealt with something similar Weekly Office Hours autreasurer@st-andrews. ac. uk

Mark – Saints Sport Finance Officer Full time Saints Sport staff member Administer Assist all financial transactions in management of budgets Ensure financial propriety sportsfinance@st-andrews. ac. uk

Sophie – AU President Elected Student Representative Full time Sabbatical Officer Queen of Sport aupres@st-andrews. ac. uk

Duncan – Club Development Funding e. g. Equipment dac 9@st-andrews. ac. uk Individual Development Claire – Student Development Funding e. g. Coaching Courses cls 25@st-andrews. ac. uk

Alison – Bookings Elaine – Admin & Memberships Manager Bookings and Transport e. g. Cars, Coaches sportbookings@standrews. ac. uk Entries and Fixtures e. g BUCS, SSS sportsadmin@st-andrews. ac. uk

Treasurer Structure AU Treasurer – AU President – Sports Finance | | Treasurers Directors of Sport | | Student Sport Treasurer | Performance Sport All three of us are here to help you, feel free to email any of us!

Financial structure University | Department of Sport and Exercise

Role of the Treasurer

Your Remit Ensure financial well being & maintain accounts Protect Attend club committee meetings Financial Identify management and planning potential income sources (with sponsorship / fundraising officers)

The Treasurer’s Role Being a voice of reason Fraud protection Having difficult conversations Preparing for the future

Get Organised Keep a record of everything Take pictures of receipts Email doesn’t count as a record – store information in One. Drive Deposit cash into the bank ASAP Keep cash box and loose change secure Keep a record of all receipts and bank statements Keep cheque stubs and screen captures to support records

Your Bank Account You should have Internet Banking Remember to change Account Signatories https: //www. business. rbs. co. uk/business/support-centre/manage-your-account/manage-your-signatories. html https: //business. bankofscotland. co. uk/0 -3 m-turnover/business-accounts/amend-signatory-access-to-youraccount. html Add Any Mark to your account to ease yearly handovers problems, contact us

Operating Budgets

Operating Budget Funds allocated by the University to, and managed by, the Department of Sport and Exercise How does it support AU Clubs? Affiliation to national bodies BUCS entries External bookings e. g. swimming pool hire

Operating Budget What it’s not Individual AU Club money Managed by AU Clubs Ask us for support before committing to any expenditure

Operating Budget There will undoubtedly be less money this year due to the current climate. All clubs need to ensure they are financially viable without support from the Department of Sport and Exercise You’ll need to plan accordingly around this e. g. cost of memberships etc

Transport The AU budgeting for transport has changed dramtically clubs will not have to pay to hire any AU vehicles are to be returned fully fuelled at the club’s expense Clubs may be expected to contribute to/fully fund hire costs of vehicles out with the University e. g. trains and coaches

Department of Sport and Exercise’s Budget Allocation AU Clubs are asked to assist with budget planning Beginning Fill of Semester 2 in spreadsheet and send it to us We’ll consider all returns before submitting our budget request to the Finance Department

Account Spreadsheet

Account Spreadsheet Financial Keep monitor and a report for every club updated continuously Every transaction through bank account should appear on this spreadsheet Updated this year, should be easier / more flexible to use Consider similar for cashbox

Account Spreadsheet

Audit Once a semester, send your account spreadsheet and matching bank statements to AU Treasurer Should give a clear indication of how your club has spent money Can’t We’ll be too detailed! respond with any questions we have.

Claims

Making a Claim Hey Rebecca

Deadlines for Claims Claim needs to be submitted no more than 1 month after receipts dated e. g. Payment for preseason on 04/08/19 Claims Money Fuel form must be submitted by 04/09/19 is paid out at the end of every month for AU vehicles is not likely to be refunded

Clothing

Clothing Revised HMRC regulations have brought about a necessary change in the way clothing is ordered. Authorised club reps will be given access to their club’s online club shop with Macron Store Dundee Payment will be required from the club at the time of order Completed orders will be delivered to the Sports Centre