Merge branch 'handover-2024-treasurer' into 'main'

Mergeing in Treasurer Handover

See merge request compsoc1/compsoc/open-goverance!2

Committee/_Handovers/2024/Treasurer.md

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+# Handover
+## Treasurer
+The purpose of this document is to assist the incoming Treasurer for the AY2024/25
+### Duties
+The main duty of the treasurer of UL Computer Society is to manage the finances of the society, so that the society can
+grow. This may involve the following tasks:
+* Transferring the **bank mandate** and online banking details with Bank of Ireland (<u>BoI</u>).
+* Planning income and expenditure for this year (income / (expenditure + projections) = **1 + 2 ratio**)
+* Requesting capitations after large purchases
+* Ensuring we use our capitations
+* Projecting expenditure for next year
+* Uploading all receipts and bank statements to UL Wolves website
+* Ensuring our budget points stay intact
+* Issuing invoices e.g. for the C&S Fair
+* Ensuring we receive sponsorships where relevant
+* Collecting money from members (event fees, memberships)
+* Lodging in cash to Bank of Ireland branch (beside Spar by the Flagpoles)
+* Collecting the post
+* Keeping the bank documents in order
+* Planning the budget part of the trip and making a projection early, if you are planning one
+* Doing the annual budget before the deadline in May.
+* Attend the yearly treasurer's workshops
+* Attend some C&S Council meetings
+
+### Guide
+As Treasurer, you are in charge of the society's finances. You need to make sure the committee makes good financial
+decisions. Sometimes this means telling them to save money, other times you have to encourage them to spend it. It's
+important to use the capitation funding for activities that benefit the society so that we can get enough funding in the
+future.
+
+I mentioned in duties that you are to attend the yearly treasurer's workshops, these dates will be communicated with
+committees some time in advance of the workshops. I would advise you to attend, but it is possible that if you are on work
+placement and are unable to attend the workshop yourself to ask another committee member to attend in your stead. 
+
+All receipts must state paid, or be obvious that it is paid, examples of this are:
+* Invoices that state that there is no balance remaining, or mark that they have been paid in some way shape or form
+* Receipts from shops that either state card payment or cash payment
+* Electronic bus tickets if required for a trip.
+
+On receipts, get them uploaded to the Nextclod drive in the with the name format ``YYYYMM-{Event}-{Person}.{extension}``
+and upload them to wolves on a regular basis as they may be worth budget points (8 total, 4 per semester, 2 per quarter).
+Unfortunately budgets only get released around week 3 or 4 as capitation available is based on attendance at the admin
+seminars in weeks 1 and 2 of each semester.
+
+Mentioning the admin seminars above, as a core committee position, you, along with the other core positions, (President,
+Secretary, PRO & HSO) must make up one of the 2 attendees at C&S Council, so if it is possible for you to attend some of
+them please do so, the other attendee just has to be a committee member.
+
+After the AGM, you have to begin the process of getting the change of admins on the Bank Account, these are at least the
+President and you, sometimes we have the secretary, though it is possible for another core committee position to take the
+place of either the President or secretary as signatory if required. There is more information in regard to this on Nextcloud
+due to the nature of the information.
+
+It is also your responsibility to invoice C&S for the networking services that we provide at the C&S fairs each semester,
+we are to bill them €2500 after the second semester one, there are more details available on the document on Nextcloud 
+where I go into specifics on it. The template for the invoice will be on Nextcloud too.
+
+We need to remember to keep arround €2000 in the bank account as a float for purchases. This money must be replaced every
+year. 
+
+When making large purchases, it must be added to the 3-year plan. Purchases are made first by a committee member and then
+they are paid back, generally by Electronic Funds Transfer to the committee member.
+
+There are 2 types of events where we would be accepting payments, trips and fundraisers. For trips, I would advise that 
+we use the Stripe payment facility available through the event on UL wolves, while there is a charge applied to this by
+Stripe, it makes things easier on our end as we don't have to keep track on who had paid and who hasn't paid. As for the
+fundraising events, we can accept cash or electronic payments. Cash is simple enough, you take the **lockable** lock box,
+while for electronic payments, we have 2 options, we can go out and get one of the sum-up readers and set up the account
+with Lisa in the C&S office, or we can use a committee member's revolut account and then transfer the money into the bank
+account then. 
+
+If you are in doubt about anything, ping Eoghan (eoghanconlon73), or the advisors role on Discord for help.
+
+### Plans
+Last academic year, we had a plan get delayed where we were applying to the Strategic Fund that C&S had, to back up our
+application we had to get sponsorship ammounting to 25% of the cost (€700), unfortunately, due to this delay, the money
+has been left in the account, this money is **NOT TO BE TOUCHED** under any circumstances, unless plans end up changing
+next semester with the agreement of all parties involved. Should that happen ping me for the contact at NetApp so you
+can run it by them. Hopefully there will be news re. this over the summer.
+
+### Summary
+The Treasurer is one of the most important roles on committee, it helps with the running of the Society. Make  sure that
+you keep the receipts up to date, and plan the income and expenditure, and always remember to project all the funds that
+we have available. Also remember that filling in the Budget is a team effort, get help with it. Most importantly enjoy 
+your time on committee. Best of luck for the upcoming academic year!