From 38db1583de54cce1c325056a94441a3a46184d76 Mon Sep 17 00:00:00 2001 From: Eoghan Conlon Date: Wed, 8 May 2024 20:58:01 +0000 Subject: [PATCH] Mergeing in Treasurer Handover --- Committee/_Handovers/2024/Treasurer.md | 85 ++++++++++++++++++++++++++ 1 file changed, 85 insertions(+) create mode 100644 Committee/_Handovers/2024/Treasurer.md diff --git a/Committee/_Handovers/2024/Treasurer.md b/Committee/_Handovers/2024/Treasurer.md new file mode 100644 index 0000000..8548da0 --- /dev/null +++ b/Committee/_Handovers/2024/Treasurer.md @@ -0,0 +1,85 @@ +# 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 (BoI). +* 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! \ No newline at end of file