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Join us for a morning of informative presentations and discussions on budget setting, treasurer responsibilities, and key issues for societies, sports, and clubs. Don't miss this opportunity to learn and ask questions!
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10.00-10.30: Register/collect sponsorship information/have Breakfast. • 10:30 – 11.00: A short presentation from each team of Exec Officers with Q&As in-between. • 11:00 – 11:30: Budget Setting Guidelines + Your Budgets • 11.30 – 11.45: Break • 11.45 – 12.30: Budget Appeals, Match Kit Application, Bidding form • 12.30 – 13.00: How to be a Treasurer: Invoices, Claimsform, Payment runs • 13:00 – 13:30: VP covers some key issues e.g. minibus/rob lowe, storage spaces etc. • 13:30 – 14:00: Final feedback/Q&A split into each zone: Societies/Sports/CPs; Discuss what works/doesn’t work. Session Plan
Vafie Sheriff • Graduated BSc Biomedical Science • Been president or treasurer of multiple community projects, societies and clubs over the years. • Office Hours: 9-5 Monday-Friday • Email: vpfinance@su.sgul.ac.uk • Phone: 020 8725 5078 VP Finance and Student Activities
Counts and banks cash. • Coordinates the Freshers’ Fayres. • Works closely with the SGUL Finance Department. • Manages the Music Room. • Manages the Minibus. • Manages Rob Lowe • Processes Invoices, Claims forms & Charity Donation forms. • Makes floats for events. • Assigns budgets and processes appeals as part of the Finance Committee. • Helps students who want to set up new societies. • Also works on the Commercial side – SU Shop, Eddie’s, SU Bar etc. • And much more! Plans for this year: • Planning on meeting all of our societies • Planning on recognising and celebrating our societies achievement on a monthly basis The VP Role
Coming soon… • www.sgsu.org.uk • Scroll down. • Click on my face! How do we know when you are free?
Our main responsibilities include: • Run Post- and Undergraduate Freshers’ Fayres • File and organise society handovers • Look after the music room • Organise Awards Evening What do we do?
We send out emails during the summer before term starts asking societies if they require a table/board/plug at either fayre – the faster you respond the better chance your society has of getting the resources it requests! • We assist on the day handing out ‘shopping lists’ including barcodes which are scanned to add freshers to society mailing lists • Deadline for sending in requests for Undergraduate Fayre will be Wednesday the 20th of September. Freshers Fayres
Handover forms can be found on: https://docs.google.com/forms/d/1Y0yurToETsPI96USfODRV8WGVSwEOsHjZJQclUKs37I/viewform?edit_requested=true Please fill them out and email it back to our email: susociet@su.sgul.ac.uk • We file the handovers with VP Finance and update the mailing lists for next year • If handovers are missing/late we have no way to contact you/prove the society is active, and as such your society might be at risk of being dissolved at the end of the year Handovers
We work with Tech Officers to keep the music room tidy all year round and ensure equipment is maintained in good condition • Music room locker rental can be obtained by a form from VP Finance or Michelle for £5this • If you have any problems, please email us and we will get back to you shortly • Users of the music room who are not conscientious of others/ abuse equipment will be disciplined and repeat offenders’ access may be revoked – the room is CCTV monitored by Security Music Room
Membership: • Costs £30 for students and £45 for non-students for one year • The application for membership is found online. If you would like to pay online complete the online form and purchase. Then bring in the proof of purchase/cheque/cash and the completed application form to the Vice President of Finance and Student Activities – Vafie. • These forms can be found under ‘Facilities’ on the SU website • When you have access you need to book the room through the online room booking system also found on the SGSU website under ‘Facilities.’ The General Secretary YunaKishimoto (secretary@su.sgul.ac.uk) will give you a username and password if you do not already have one. Music Room
A night to celebrate the great achievements of students and societies here at St George’s • Students will have the chance to nominate other students/societies for awards, this requires them filling out a form listing (serious) reasons this person/society should receive an award • Awards available include: Colours, Silver/Gold Awards, Laurels, Performer of the Year, Sportsperson of the Year, Society of the Year, etc. Awards Evening
1. Fill in the Committee Form, Constitution Form, Budget Plan & Document of Interest (found in starter pack found under the clubs and societies section on the SGSU website) 2. Attach and send an email to YunaKishimoto, the General Secretary at secretary@su.sgul.ac.ukrequesting to present your society 3. Attend the next Exec meeting for a presentation (explaining why you want your club or society to exist) where the exec members will either vote accept, reject or re-present in two weeks. There will also be a 6 month review on the new society Starting a Society
A society can be dissolved through Council by requesting it as an agenda point. This needs to be done by emailing the General Secretary. • The SU can also dissolve a society if it shows inactivity. This is assumed if two of the following are true: • Lack of a valid constitution. • Lack of a committee (President & Treasurer minimum) whose details must be held by the SU. • Missing three or more council meetings without giving apologies. • Not producing an annual report. • Lack of any financial activity for one academic year. • Info can be found in the council manual found on the SU website. Dissolution of a Society
Society Constitution • The SGSU constitution requires every club/society/community project to have an up to date constitution that reflects the current aims and roles of the society. Handover Forms • A handover form needs to be filled out at the beginning of the year and when your committee changes. • The mailing contact for your society will only be updated when your form has been handed in. • Handover forms can be found on: https://docs.google.com/forms/d/1Y0yurToETsPI96USfODRV8WGVSwEOsHjZJQclUKs37I/viewform?edit_requested=true and needs to be filled in and returned to the susociet@su.sgul.ac.uk Important Paperwork
Every club/society needs to submit an annual report at the end of the year, no more than 1 A4 page. Please include: • General activities of your society/club this year • What your society/club has achieved this year • Number of members and how this changed from last year • Major issues encountered over the year and if/how you overcame them • Please do remember to send them to Vafie Sheriff at vpfinance@su.sgul.ac.uk. Even if you are a relatively new society/club or have not done much this year, please ensure you submit an annual report. Annual Report
All societies are required to fill out a risk assessment form. This can be found on the SGSU website under clubs and societies. • Please send the completed form to Vafie Sheriff at vpfinance@su.sgul.ac.uk Risk Assessment
susociet@su.sgul.ac.uk Contacting us: Any Questions?
We’re here to help. CPO’s are the first point of contact between the community projects and the SU. Community project officers - CPOs
CP Evening – 5th October • vInspired • Alternative funding list • CP cupboard • Volunteer of the Month What we do
cpo@su.sgul.ac.uk Any Questions?
Co-ordinate Rob Lowe • Deal with any match rearrangements and problems within leagues • Fresher’s Trials • Represent the sports teams at St George’s • Fresher’s Sports Handbook Our job…
Balanced Budget • Changes from previous years • “Carry-forward” budget • Capital Budgets Budget Setting Guidelines
How much money are we carrying over from last year? • You are only carrying over money you have raised from last year for example through sales, subs, charitable donations. • You will not carry over any money granted to you by the SU which you have not spent. • Any grants/sponsorship rules will be according to the agreement between your society and the organisation. • How do I find out how much we are carrying over? • We are finally up to date. We will be introducing a budget tracker this year that will be officially going up in October https://www.sgsu.org.uk/club-soc/committee-resources/budget- tracker/ Accounts
You should have all received your budgets – if not then you’ll see them after Budget Appeal, when all Budgets will be updated • Budget Appeals deadline is on Sun, 24th September 23.59pm – please include as much information as possible! Multiple quotes, proportion of members who would benefit, current budget, proposed budget in a word document. • I will not accept Appeals after this date. Budget/Budget Appeals
Your Budget Appeals will be reviewed by the Exec Finance Committee – Sabbaticals, CPs, Sports, Societies + can include Student Trustees • Coaching, accommodation, petrol, travel, refreshments, training kit do not get funded by the SU. • You should use your subs (the 75% that do not go to running costs for sports clubs) to cover any of these extras as well as maintaining your equipment. • Remember your budgets are for the fixed cost of running your Society? Budget Appeals
The budget line being challenged, and the amount your club/society feels should have been awarded; • The reason why you feel your club/society needs this additional budget and the operational implications of the budget not being amended. • You also need to think about how many members that will be impacted, for example if you are asking for more pitch hire funds, will it be used for only one team? Out of how many? Is the cost justified by the student impact? Budget Appeal – What to include?
All Clubs this year will be provided with Match Kit • To request for Kit, fill out the Match Kit application and send it to su-financebid@sgul.ac.uk • Deadline 29th September • Please, remember the SU has a finite amount of resources when filling out your applications Match Kit
No budgets have been allocated for equipment purchases or extra-ordinary costs (for example, costs associated with a campaign or event that has not previously been undertaken). In line with the budget setting guidelines, a sum of money has been ring-fenced and held back by the Students’ Union to fund such purchases/activities throughout the year. • To access this funding, your club/society must submit a bid, detailing why the funding is required and how the spend will benefit the student body. All bids submitted will be assessed by a committee comprising of the Sabbatical Officers, the Chief Operating Officer, and another member of the Board of Trustees. • Bids for funding can be made at any point in the year, but will be assessed on a quarterly basis. Following the assessment process all applicants will be informed of the outcome of their bid in writing. Where a bid has been unsuccessful applicants will be encouraged to reapply later in the year if the spend is still considered necessary by the club/society. • Submit your bids to su-financebid@sgul.ac.uk Bidding Form
We do a weekly remittance proposal on a Wednesday afternoon, which clears by a Friday. • These are all processed by the SGUL Finance team downstairs, in order for them to have time to process our payments as well as theirs we need to take our invoices down by Friday afternoon. • Therefore please send me your invoices/claims forms by midday Friday to allow time for me to go through them, approve them, code them, take them downstairs, them to put them all on the system, scan them in and file them before a Wednesday afternoon! • There will be NO urgent payments using the online banking or credit card as this causes problems with the bank statements, accounting software and makes much more work for everyone! If any suppliers are dissatisfied by this I am happy to talk to them for you. Invoices/Claims Forms
Unless specified otherwise on the invoice we assume standard business terms which are due 30 days from the invoice date. If they need payment sooner you must double check this has been included as otherwise they will not be detected as due on our system until 30 days later. • Claims forms must be co-signed, once by the claimant and once by the Treasurer/President to approve the payment and verify that it is legitimate and they are happy for it to be paid out of the society account – you cannot sign it twice! • Claims forms are all marked as due immediately as we understand you are using your personal accounts and need the money for rent/food etc.! Invoices/Claims Forms
Claim forms can be picked up outside my office or found online on the resource committee page on sgsu.ork.uk • You can leave filled out claim forms outside my office in the tray or I’m happy to receive an email of a signed copy of your Claims form and receipts Invoices/Claims Forms
You may want to donate to charity during the year, not just community projects but also sports teams and societies. • Please fill out the Charitable Donations Form found on the website, a scanned copy emailed to vpfinance@su.sgul.ac.uk is fine as well as handing in a paper copy. • These are processed with the weekly remittance proposal on a Wednesday so please make sure I have them by Friday midday latest as with the claims forms and the invoices. Charitable Donation Form
If subs or entry for an event are collected in cash, you’re directed to transfer the money into the SU account using your society as a reference Account Name: St Georges Student Union Account Number: 23858448 Sort Code: 20-01-58 • You can also ask for an invoice for your accounts, in the case that companies or possible sponsors want to donate money into your accounts. How do I pay-in money
Accountable for society finances • Aware of your income + expenditures throughout the year • Keep a record of your societies finances • Look for potential additional sources of income Responsibility of Treasurer
What happens if I crash?! • Please make sure you read the Minibus Folder for all the procedures, in regards to finance we will assess the Incident Report and discuss with you what happened. Society excess is £300 this year • If the accident has been caused due to negligence unfortunately your society will have to pay 100% of the repairs. If it is not your fault e.g. weather conditions we will split this cost with you 50:50. • What is the Driving Licence Declaration? • Security will not let you drive the minibus without having signed this document, you declare that you have no points on your licence and if you get any during your time at St George’s you will let the SU and Security know asap so you are removed from the approved driver list. • You can collect this from the VP Finance Office and VP Finance will witness your signature and take a copy down to SCC for you. • I have to fill up with petrol but what else do I have to do? • You must also clean the minibus on your return using the dustpan and brush provided (next to the first aid kit and petrol can) – otherwise your society will be charged £40 for cleaning! Minibuses
Sports officer currently making the timetable, more times available for SGSU societies • All Students and SGUL staff can access with IDs • Bookings available: Sports hall, Squash courts 1,2 & 3 Bookings are done trough me • New Opening Times Mon - Fri 08:00 – 22:00 Sun 09:00 – 22:00 Sun 09:00 – 20:00 Rob Lowe
As we all know there are limited spaces available for our societies but there are spaces, which will be hopefully cleared up this year • RAG room • Rob Lowe Sports Cupboard • Community Projects Cupboard Space!
It looks like this: • Please submit this at least 48 hours before your event! • I have to make up each individual float, sign them out and sign them back in. I would really appreciate as much notice as possible so that I make sure you have your float on time without sacrificing any of my other duties that week. Float Requisition Form
What are the minimum subs we can charge? • Your subs can be as low as 1p. • Why do we have to charge subs? • The reason subscription fees are in place are to track how many members you have, it ensures that only full members can vote in your elections at the end of the year, it allows your members to have perks for example use of the music room for society rehearsals, use of the pitch for society practice when your society pays for use of these facilities. • We also like to see how active societies are, whether they are needing help or are serving the student body well, whether you are growing or shrinking etc. • If you have no financial activity you have no subs and therefore no members so that is one criteria for dissolution. Subscription Fees – Why?
