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