Finance

This is your main account. It holds all the income from:

• Membership fees
• Ticket sales from events

This is where any grant money from the Students’ Union will appear, along with a breakdown of how it’s been used.

• The President and Treasurer will be emailed a link to your society’s Accounts Spreadsheet
• This link can only be opened using your student email address It is the Treasurer’s responsibility to make sure the society has enough money to cover purchases and that your account does not reach zero

• The spreadsheet is not automatically updated
• All codes you require for making orders can be found on your Club/Society Account Spreadsheet. Your unique Club/Society code is at the top of the document.
• Outgoing transactions (e.g. purchases) will appear straight away, with full details
• Incoming transactions from the website (e.g. memberships, ticket sales) are added during the first week of each month
• Other income, like sponsorships or donations, may take longer to appear and must be processed manually

The best way to handle donations to charities is via a JustGiving page.

JustGiving is a recognised online platform that enables groups to send funds to registered charities, without the need to handle the finances themselves. To do this follow the steps below:

• Log-in to the platform and register who you are raising funds for. All registered charities should be available.
• Link the page via a QR code for in-person events or via a link on the webpage for your event.

You may want to run events and sell tickets with proceeds going towards your chosen charity. In this case we can arrange the following:

• A ticket or Donation can be set up on your Club/Society page or event listing.
• When setting up donations, make sure to clearly advertise and explain where proceeds are going so attendees know what they are supporting.
• Charity donations are not subject to VAT if all proceeds are going towards the charity. All promotional materials must clearly state that all proceeds are going to the charity to be exempt from paying VAT on the purchase. If this is not done, VAT will be charged to the funds collected.
• Once funds are collected and paid into the society account – A payment can be arranged on behalf of the Club/Society to the charity of their choice. The payment will be recorded on your society account spreadsheet.

At times, cash donations might be offered during a fundraising event by those looking to support your chosen cause. In this instance, please follow the steps below:

• Inform the Students’ Union staff that you will be collecting cash donations.
• You must use a sealable container/ donation box with tamper proof stickers applied.
• Once your event has concluded, head straight to the SU to count the donations.
• The committee must count the donations themselves before the SU staff make a separate count. The amounts are then compared to ensure the count is correct.
• Once the value of the donations are counted they will be paid into the Club/Society account, where they can be paid to the appropriate charity or cause.

Your Details

• Fill in your Full name, Student email address, SID Number and the date requested.
• Fill in your bank details – your Sort code (6 digits) and your account number (8 digits).
• Add the total amount requested of all items on the BACS form.
• Fill in your Club/Society name

Itemised Breakdown

This section is where you will fill in each of the receipts you have to claim back. Each receipt will be a separate line. Fill in the details as listed:

• Date of Purchase – The date that appears on the receipt
• What is the payment for? – Summary of the payment E.g. Welcome Fair Stall Items
• Company – These stays as Z1. DO NOT EDIT IT
• Cost Centre – Is it coming from Memberships or Grants (Society or Club)? Select the option from the dropdown menu.
• Subjective – If you are claiming from Memberships, select that option. If not, select the area of your grant you are claiming from, e.g. Cultural Events, Educational Events, Etc.
• Project – This is the unique code from your society account spreadsheet (Found at the top of the page). This code will be 2 letters followed by 3 numbers (shown as ‘x’), As listed below:
• Society Memberships – ESxxx
• Society Grants – DSxxx
• Club Memberships – ECxxx
• Club Grants – DCxxx
• Amount – The value of the receipt you are claiming back. This does not need to be the full value of the receipt if you are not claiming back all items. E.g. you bought personal items at the same time as items for an event.
• Month Expenses Incurred In – Month the items were bought
• Requested By – Add your name here
• Signature – Sign your name
• Authorised By (Committee Member) – This can be anyone else on your committee
• Authorised By SU Staff – LEAVE THIS BLANK.

• The details. Any errors will delay your payment.
• That the codes are correct, codes can be found via the BACS form drop down options, or your Club/Society account documents.
• Receipts are easy to read and sent as a PDF.
• You have not used screenshots or emails, Apple/Google Pay or Bank Accounts as receipts.
• All documents and receipts are is clearly labelled. Generic file names delay your payments being processed.