Being a Treasurer - a quick introduction
Every society must have – along with a President and Secretary – a treasurer: it is arguably the most important role in a society's committee. The position includes such responsibilities as:
• Arranging the books (accounts) for the society
• Signing off all purchases made by the society, only the society’s treasurer can do this.
• Liaising with the Student’s Association about any money they receive from outside sources, or wish to donate to charity
• Discussing with other members of the societies committee and filling out the society’s budget proposal form[/] [Link to appropriate form] and thereby planning the budget for the society for the semester, and individual events.
• Sorting out and handing in a complete account of your society’s income and expenditure at the end of the academic year. Click here for further details.
You are required (by law) to produce adequate records to show that no fraud has taken place. If this cannot be proved and you, or someone else in your society, is accused, it could lead to criminal prosecution. To avoid this please keep accurate accounts, keep up to date with deadlines and use the support of the Union.
Support from the Union
• Please contact the Societies Committee Grants Officer regarding any money difficulties or questions. Alternatively you can contact the Societies Officer.
• The Student’s Association Cash Office (on the first floor of the Union) is also on hand for extra help.
• For more urgent worries please contact the DoSDA either on e-mail or in his Office in the Union.
• If you have a money problem please let us, or the Cash Office, know sooner rather than later so that we can help you as much as possible.
• All society Treasurers will receive Treasurer Training
The key to being a good treasurer
• Keep clear and up-to-date accounts, for instance every time a purchase is made write it in your records to save having to go back and do it weeks later.
• Keep all receipts
• Work with the Societies Committee and attend Treasurer Training
• This is a mandatory part of being affiliated and must be completed by all society Treasurers (and preferably Presidents also). If you wish to have Treasurer Training again you are welcome to, simply get in touch with the Societies Grants Officer.
• It will cover the basics of book (accounts) keeping, filling in of receipts, how to apply for grants or loans and what each society can and cannot do with their money.
• It will also involve going to the Cash Office to be introduced to the staff there and, in the case of newly affiliated societies, to pick up a £50 cheque that can be used as a starting point to get their new society up and running.
Treasurer is a very important position for every society so it is important that as an outgoing president you give a good handover to your successor: particularly regarding the end of year deadlines for the treasurer. These deadlines are best dealt with if the outgoing treasurer and the new treasurer work together as part of their handover.
You must change over the names of your society bank account and hand in a new bank mandate form to the Cash Office.