126 lines
8.2 KiB
Markdown
126 lines
8.2 KiB
Markdown
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# President
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The purpose of this document is to assist the
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incoming CompSoc Public Relations Officer for the AY 2022/23
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## Duties:
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The duties of the Treasurer of CompSoc are to record income and expenditure, and to manage the use of
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the society’s bank account and online banking facilities. This involves the following tasks:
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- Changing the bank mandate at the beginning of the semester (could take a while as BOI are annoying)
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- Changing the online banking admin details (Currently Leo and Eve are the admins)
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- Collecting ALL receipts for all income and expenditure (very important)
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- Recording all income and expenditure on wolves.ie
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- Uploading copies of all receipts to the online budget
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- Collecting bank statements and other post, from our pigeonhole in the C&S room (up the stairs in the
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SU, first door on the right (double doors), on the right hand side of the wall in a cupboard)
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- Keeping bank documents and records in order, upload to wolves as well
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- Collecting membership fees and other payments from members of the society (best to use bank
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transfers for any large payments, avoid cash if you can)
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- Doing the annual Budget at the end of the academic year (very important, so we get a budget the
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next year)
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## Guide
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Treasurer’s workshops are held near the beginning of each semester and are quite useful. These workshops
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are useful to learn about the budgeting system, and they also count towards budget points.
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As Treasurer, you are responsible for everything related to finance within the society. You will weigh in and
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ensure that the society doesn't waste money, but instead focus on spending money on one event and improving the society. A €1000 drone may be not be very useful, but getting that much worth of raspberry
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pi kits or electronics kits to run events with may be more useful etc.
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### Banking-Mandate+AdminSetup
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The first thing that you should do after the AGM is change the bank mandate which will be made up of the
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newly elected core committee (President, Secretary and Treasurer), this is essential in order to access funds.
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BOI like to change the forms that are required to do this all the time, so what might be correct one month,
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will be the wrong form the next month. You do not need to fill out Credit Card application / Debit card
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application sections. The bank account we have is an Unincorporated Bodies account. The best bet is to go
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to the bank in person and get the correct form from them, Paul, Aisling and Lisa may also send it out in an
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email.
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BOI may not email/text/notify you that it has gone through, so you will need to contact them to check up on
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it and make sure it’s being worked on.
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Then online banking should be setup. The way of doing this changes as well unfortunately. Currently, Leo and
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Eve are admins for the account. They can add users who can access the business online banking. Currently,
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the Approval app is used for that. You will want to change the admins after sorting out the mandate. Choose
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two people from core who will be with the society for the next year as this makes it easier to keep access to
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the account. There is a change of Admins form where you fill in the current admin details and the new admin
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details, and then you go into the bank with this. Then the two admins will need to call and activate their
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accounts, it helps if they are in the same place as they will need to enter a code together.
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### Receipts+Expenditure
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Throughout the year you must ensure that every expense that the society has is accompanied by a receipt.
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No matter how small/large it must have a receipt. An amazon purchase, something from a shop, receipts
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from a foreign trip, you must save everything. Take photos/scans as soon as possible of the receipts and
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upload them straight away to wolves, that way you can’t lose/forget about them.
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To be a valid receipt, it MUST HAVE: Date, Price and should say PAID. Try to have it in Euros or get the
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amount charged in euro from the bank account that paid it to accompany it. If it says Invoice, it must say
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paid on it to be valid (unfortunately places incorrectly call receipts invoices).
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In the online budget system every expenditure is accompanied by a digital receipt which will be reviewed
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throughout the year and approved and denied if a receipt is denied then you need to go and talk to Lisa
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about why it was denied and what you can do to fix it. (It might take a while for things to be
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approved/denied, that’s fine, just keep up to date with your receipts and upload as you go, don’t wait till
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the end of the year).
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### Handling Cash
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There are THREE CASH BOXES in the server room, one is where we keep petty cash and the other is where
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we keep physical receipts from this year, sorted cash/coins from events, and the spare server room key, and
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it’s logbook. Neither cash box has a lock but as they are kept exclusively in the locked server room it doesn't
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matter.
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The THIRD cash box is to be used for events. It has a key, so it stays closed, it is not very secure and should
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be kept safe, watched, and not left unattended. It is intended for collecting €2 from everyone for a code-off
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for example and then emptied at the end of the night into a Ziploc bag or something to sort for depositing.
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### Income
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All cash should be deposited into the bank account. There is a QUICK LODGE CARD in one of the lock boxes,
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it can be used to deposit notes into the bank account. Loose change needs to be sorted into bags of €50 for
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€2 etc., it’s best to wait for coins until later on in the semester, so you can group them better. You may need
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to personally just swap €10 of mixed coins for a €10 note.
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The bank only accepts coins on certain days.
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UPLOAD the receipt to wolves for the income.
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For any sponsorships, get an invoice stating the amount sponsored for wolves. Use the current date as the
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invoice id. Ask the president for the template. CompSoc Internal Invoice Number: #YYYYMMDD
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### Sponsorships
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We try to get sponsored by companies for our events which help our budget.
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Red bull typically sponsor our code-off every year with a donation of cans.
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Aristea Networks Ireland started to sponsor us this year and want to partner with us for sponsoring prizes for
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events / hoodies etc. Emer O’Kelly eokelly@arista.com is the point of contact.
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Analog devices have sponsored €400 towards hoodies for us in the past.
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The UL ECE department sponsored part of the cost to visit an AI conference as well.
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### Recruitment Drive Payment
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The society receives €2,500 each year from C&S for our services at the Recruitment Drives, when the January
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drive is completed you need to issue the C&S office with an invoice for €2,500 for “I.T. Services at the C&S
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Recruitment Drives”. From time to time we get paid for things by companies and departments in UL for these
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invoices also need to be issued in the same way. When dealing with UL for money our UL supplier ID is 14521,
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this number must be provided on any invoice submitted to UL. We are an approved supplier to UL, and they
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use this number to pay us. There should be invoice templates on the Google Drive or ask the President as
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they are in the documents section of the Presidents folder
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### BankAccountsBestPractices
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Try to keep a minimum of €1000->€2000 in the bank account at all times. It’s useful for making purchases
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without having to wait for capitations to open in October. We also use it to float purchases until capitations
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come through. Try not to use this money unless you know it will be replenished. Get capitations as soon as
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possible to replenish it.
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### Paypal
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We do have a PayPal account, it’s too much hassle to keep using it / access it, try to avoid it.
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### Alumni
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Alumni pay membership fees as a bank transfer for 5-year accounts. If they pay on wolves it’s only a year.
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## Summary
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To summarise the Treasurer is one of the most important roles on the committee because without money
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the society would cease to function. It can be a difficult role, but it is a very rewarding one. Make sure to
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keep track of all the society’s income and expenditure and have the receipts and bank statements to back
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up what you have submitted. Good luck with your new role, should you need any help you can contact me
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on discord, or you can have a look at the other treasurer handover documents that are available on wolves.
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