Contents Welcome Contacts The Treasurers Role Forms Purchase Request Form Credit Card Payment Form Su Expense Claim Form Mileage Expense Claim Form Petty Cash Claim Form

Transport Booking Form Train Ticket Request Form Till Button request Form

Donations Form Department and Nominal Codes Accounts VAT Sponsorship Coaches and Referees Activities Lock Up BUCS Guidelines List of Forms Glossary Samples of Invoices and Quotes Nominal Codes

Welcome! This year, we have made some exciting changes to our Finance department to help support and assist Activities in the purchase of goods and services. We have now internalised Finance, this means that we are now able to process any finance related matter ‘in house’, increasing the effectiveness of the services we can offer you.

By updating and improving our finance procedures, Activities will be able to get up to date accurate account details on a regular basis and regular contact with SU Finance when required.

May I wish you every success and luck for the year ahead.

Dean Howard (Finance Controller)

Hello!Welcome to the Students’ Union Activities Department.

We look forward to working and supporting you over the coming year and hope that the exciting new changes will help to assist and develop not only you as individuals but also your Activity too!

If you need any help at all come and see us; we are always happy to help.

I wish you a fulfilling and successful year ahead as a valued volunteer!Tracey (Activities Coordinator)

Hey there!It’s an exciting year for Sports and Societies, with over 100 clubs and societies which you guys are at the heart of! You are all in an excellent position which will not only aid you in the future for career prospects but also enhance your student experience now.

Please feel free to contact any of us at the activities department with anything; at the end of the day we are here to represent you!Joe Burt (VP Activities)

ContactsFor general enquiries Email: activitiesoffice@lincolnsu.com

SU Finance Dean Howard Tel: 01522 886338 Email: finance@lincolnsu.com

Activities Officer Joe Burt Tel: 01522 886434 Email: jburt@lincoln.ac.uk

Sports Officer (Volunteer) Amy Womersley Email: sportsandsocieties@lincoln.ac.uk

Societies Officer (Volunteer) Connor Burton Email: sportsandsocieties@lincoln.ac.uk

Membership Services Manager/Deputy CEO Ian JohnstonTel: 01522 887620 Email: ijohnston@lincoln.ac.uk

Activities Co-ordinator Tracey Revill Tel: 01522 886460 Email: trevill@lincoln.ac.uk

The Treasurers RoleTreasurers are responsible and accountable for the further development and sustainability of the Activity through suitable expenditure which we will help support you with. It is important that they understand the financial processes thoroughly and will be required to sign an acceptance form outlining their adherence and acceptance of these processes whilst being a Treasurer.

All Treasurers will undergo thorough Finance training prior to any expenditure by a Activity being authorised. Once training has been completed, Treasurers will be required to provide a sample signature which will be verified when making any purchases or claims. The Treasurer will then be authorised to proceed with this position/role.

Should a Treasurer incur any expenses that he/she wishes to claim back, the President will be required to sign the relevant paperwork to authorise the expenditure.

Forms There are various forms which need to be completed when ordering any goods which you can download from the website www.lincolnsu.com/forms or collect from the Students’ Union Reception.

All completed forms should be submitted to Students’ Union Reception in advance where possible.

The Treasurer must always sign the appropriate form to authorise the expenditure, failure to do this is not acceptable and will prevent the request from being processed.

Submitted forms will be returned to you should they not fall in line with the Activities aims and objectives e.g. alcohol and tobacco

You will receive an email from SU Finance to let you know that your request has been processed successfully or detail any problems delaying the request.

You will be notified when you can collect any goods purchased and will be required to complete a Goods Received Notification Form to acknowledge receipt and note any discrepancies.

Purchase Request form - Complete a Purchase Request form for goods and services that you would like to purchase.

- Please do not confirm any order for goods or services with a supplier as you are not authorised to spend without prior permission from SU Finance.

- Any invoices which are received by SU Finance prior to authorisation will be forwarded to the individual who will be liable - You must attach to the form x1 detailed quote from the supplier for orders requested which are £500 or under in total and x2 detailed quotes from different suppliers for orders £500 and above.

- All sections must be completed on the form. Please provide as much information as you can on the goods or services being requested.

All goods must be delivered to the SU Office, it is not acceptable for goods to be delivered to your home address. The Students’ Union Address is; University of Lincoln Students’ Union, Brayford Pool, Lincoln, LN6 7TS

Credit Card Payment form * new for this year - A Credit Card Payment form can be completed when you wish to purchase goods or services in the event of all other suppliers/payment methods being exhausted.

- You will need to attach one detailed quote from the supplier for orders totalling £500.00 or less and 2 quotes from different suppliers for orders £500.00 or above to the form.

- If you prefer to be present when we process the request then please come to a credit card drop-in which occurs twice a week. You must still submit the form and applicable quotes prior to attending a drop-in.

- If you wish to be present please ensure that the credit card payment request form is submitted the week prior to attending a drop in so that the form can go through authorisation and approval.

- Drop in times are Tuesdays 14:00-16:00 and Thursdays 10:00-12:00

All goods will be delivered to the SU Office for collection.

SU Expense Claim form - Complete a SU Expense Claim form for expenses you have incurred when purchasing items that total £30.00 or above.

- Please ensure that you request a VAT itemised receipt when purchasing any items and attach to the form for submission. - The receipt must be within 28 days of purchasing the items. - Failure to provide the correct receipt will mean that the claimant will not be reimbursed.

- If the claim is successful, the claimants bank account detailed on the form will be credited with the amount requested. This can take 10-15 days to process.

- Please make sure that the claimant’s bank details are correct and eligible to read to help SU Finance process the claim, and avoid delays in payments.

Mileage Expense Claim form * new for this year - A Credit Card Payment form can be completed when you wish to purchase goods or services in the event of all other suppliers/payment methods being exhausted.

- You will need to attach one detailed quote from the supplier for orders totalling £500.00 or less and 2 quotes from different suppliers for orders £500.00 or above to the form.

- If you prefer to be present when we process the request then please come to a credit card drop-in which occurs twice a week. You must still submit the form and applicable quotes prior to attending a drop-in.

- If you wish to be present please ensure that the credit card payment request form is submitted the week prior to attending a drop in so that the form can go through authorisation and approval.

- Drop in times are Tuesdays 14:00-16:00 and Thursdays 10:00-12:00

All goods will be delivered to the SU Office for collection.

Petty Cash Claim form - A Petty Cash Claim form should be completed when the claimant has purchased items that total £30.00 or less.

- Please ensure that you request a VAT itemised receipt when purchasing any items and attach to the form for submission.

- The receipt must be within 28 days of purchasing the items.

- Failure to provide the correct receipt will mean that the claimant will not be reimbursed.

- All petty cash requests are processed on a weekly basis, Thursday to Thursday and given to our Membership Services to email the claimant for collection on the Friday.

- The Claimants Student Id card will be required upon collection of their petty cash.

Transport Booking form - Complete a Transport Booking form when you need to hire transport for an event i.e. coach or taxi hire.

- This form is not to be used for any BUCS Fixtures. See BUCS Guidelines on 29.

- You must attach x2 quotes from 2 different suppliers to a completed form 10 days prior to the event.

- One of the quotes you receive must be from Hodsons Coach Company Ltd.

- It is advisable to arrange collection and drop offs for your Activity at the Engine Shed, University of Lincoln, Brayford Pool, Lincoln, LN6 7TS.

Petty Cash Claim form - A Petty Cash Claim form should be completed when the claimant has purchased items that total £30.00 or less.

- Please ensure that you request a VAT itemised receipt when purchasing any items and attach to the form for submission.

- The receipt must be within 28 days of purchasing the items.

- Failure to provide the correct receipt will mean that the claimant will not be reimbursed.

- All petty cash requests are processed on a weekly basis, Thursday to Thursday and given to our Membership Services to email the claimant for collection on the Friday.

- The Claimants Student Id card will be required upon collection of their petty cash.

Train Ticket Request form * new for this year - Complete a Train Ticket Request form to purchase any train tickets needed for an event.

- All requests for train tickets must be submitted 7 days in advance of the day of journey.

- A screenshot of the train tickets being requested must be attached to the form on submission.

- The screenshot must detail the exact journey details i.e destination, times, number of travellers and any rail card details.

- SU Finance will purchase the train tickets as requested on the form for you.

- You can collect the train tickets the day before the journey from the Student’s’ Union Reception.

Till Button Request form * new for this year - You can request a till button to be set up on the till located at the Students’ Union reception by completing a Till Button Request form.

- Till buttons are requested in order for you to raise money to purchase goods or services i.e. kit or vehicle hire.

- You must submit this form along with a Trip/Event Application form so that the Activities department are aware of the purpose of your till button.

- Please allow 5 days for your till button to be made live and ready to use.

Donations form - A donation form should be completed when you have received money from a third party with no conditions as to what can be purchased using it.

- You need to bring any donations in to the Students’ Union Reception with the completed form detailing the exact amount of money being donated to you.

- Your donation will be checked by SU Finance and if totalling amounts are the same, deposited into your Self Raised Account.

- SU Finance will discuss with you any discrepancies found when calculating the amount of the donation being made.

Department & Nominal Code Each form has a section specifically for the Treasurers to complete, this is where the Treasurers write their name and signature to authorise the expenditure. This is also where Treasurers detail their Department and the Nominal Code that the expenditure refers to.

* You can choose to split code a request when you do not have sufficient funds in one department to purchase the services or goods and is in line with the account guidelines.

Department- The Department is a 2 digit number which refers to your specific Activity Membership or Self Raised Funds accounts.

- Your Department codes are noted your monthly statements.

Nominal Code - The Nominal Code is a 4 digit number which corresponds to the actual services or goods you would like to purchase.

- A list of the Nominal Codes are detailed at the back of this handbook.

Accounts Account statements will be run at the end of each month and will be available for collection form your pigeon holes within one week of month end. Please ensure you check each statement thoroughly. If you would like further clarity or have a query regarding your account statements, please email finance@Lincolnsu.com.

Should you wish additional account information within the month, please email finance@lincolnsu.com and they will respond with accounts information as soon as possible.

You have two accounts to manage and monitor:

1 Membership Department- This account is made up of money paid in by activity members when they join your Activity.

- Please use this account for any expenditure which would further benefit and meet the objectives of your Activity, this is called Primary Activity e.g. facility hiring for training or a competition entry fee.

- Any Sponsorship sourced by your Activity will be credited to this account.

2 Self Raised Funds Department- This account is made up of money that your Activity raise, i.e through fundraising or for a specific purpose through a till button request.

- Please use this account for any expenditure which is not towards the aims or objectives of the activity, this is called Secondary Activity e.g. a social event or an end of year dinner.

- Any Donations made to your Activity will be credited to this account.

Development Fund All Activities can apply for development funding through their respective councils and be granted or denied through a vote by the council, once this has been approved it would then be submitted to the exec board for final approval.

To apply please complete a Development Fund form which can be found on www.lincolnsu.com/activities. Activities must submit the form by 12 noon on Thursday, 1 week prior to Council. If received on time the application will then be presented at council for approval.

VAT The Students’ Union is VAT registered with HMRC. This means there are certain compliances that must be met.

The Finance Department are responsible for producing accurate VAT return to HMRC and will review and apply correction or exemptions to qualifying transactions.

Whilst this can be a confusing area of finance there are some basic rules:

- Due to sporting exemptions given by HMRC individuals paying for membership are not liable to pay VAT. This means the club is charging £100 for membership will see £100 in their account.

- Societies can benefit from some exemptions on their activities however membership does not fall within exemption therefore if a society charges £100 for membership £83.33 will show in their accounts and £16.67 goes to HMRC in VAT.

Some of your Activities may fall under some exemptions:

- Some Societies may find that some event may fall within the Scope of a “Cultural Exemption” meaning that Activity may be exempt from VAT. The Finance Controller will approach Societies that activities may fall within this exemption.

- If putting on a trip this activity may fall within the scope of an exemption providing that no profit (or very little) is made. This is called TOMS (Tour Operators Margin Scheme) for example if Society A arranges a trip that involves travel and entry but it is sold as a package then this would qualify for VAT exemption.

- Donations made to your Activities are VAT exempt.

- Sponsorship is liable for VAT.

If you have any queries regarding VAT please email finance@lincolnsu.com

Sponsorship You are encouraged to seek and secure sponsorship to help facilitate and sustain your Activities development and progression.

Sponsorship is money, goods or services received with stipulations e.g. in return for a service like marketing or advertising.

All Activities must notify the Activities Department of any plans to seek potential additional sponsorship before organisations are approached.

- Once you have sourced Sponsorship, you and the company who are supplying the sponsorship will need to complete a University of Lincoln Students’ Union Sponsorship Agreement form.

- Please submit the signed Sponsorship Agreement to the reception who will forward your request onto Membership Services.

- The agreement will be submitted to the Union’s President and Chief Executive Officer for approval.

- Once approved, SU Finance will raise an invoice to request the sponsorship from the company.

Activities are not permitted to finalise any sponsorship agreement without prior authorisation by the Students’ Union. Any Activity that receives money from a third party or ‘secret’ sponsor will be brought up on a disciplinary.

Further Information on Sponsorship can be found from www.lincolnsu.com/forms under the Sponsorship Guidelines document.

Coaches & Referees CoachesCoaches will be required to enter into a coaching agreement which is available from the Activities Department or SU Reception. Coaches are required due to legal compliance are required to be paid through the payroll department which will make all relevant payments due to external third parties such as HMRC. Should a coach not wish these deductions and they file their own Tax Return and make their own contributions please ask them to contact the Finance Controller through finance@lincolnsu.com who will speak with them directly. It is possible for this however there are certain legal requirements that the Coach will need to satisfy before we can do this.

Referees Instead of paying referees via cash a cheque will now be made out to the referee.

Please follow this procedure and email activitiesoffice@lincolnsu.com :

- Mark in subject box ‘Referee Claim’ - State your club i.e. Men’s Basketball - State the date of the fixture - The opponent you are playing - Referee’s name - Total amount you are claiming for

each referee - Project Code and Account Code - Your name and club positionThis has to be requested by no later than Friday 11am, prior to your Wednesday fixture. Where Your Fixture falls at a weekend can you still complete the same process but the Fri a week prior to the match. Make sure you have coded it correctly and that you have enough funds in your account! Failure to do this will result in refusal.

Once the request has been processed you will need to complete the following:

- Collect your cheque and receipt docket from the Students’ Union reception desk on Tuesday (from 10am) prior to your fixture on the Wednesday.

- Pay your referee and get them to sign the receipt docket as proof of payment. Return the receipt docket to the Students’ Union the following day (Thursday) after the fixture. Failure to do this will result in refusal of any future ref claims.

Activities Lock Up All activity equipment must be stored here for insurance purposes.

- The Activities Lock Up which is located in the Sports Centre (in the Sports Hall) is for kit and equipment to be stored. If you would like to use this facility you must contact activitiesoffice@lincolnsu.com to request access (this cannot be guaranteed).

- Respect all items stored in this area – it will be monitored regularly.

- There is a maximum of 3 members that can be added to the permissions access list, it is your responsibility to update us of the names of members authorised to do this at the start of the year.

- To access the store any of the confirmed x3 members must go to the Sports Centre reception where their ID card will be held until the

Kit/equipment is returned (access to the store will only be granted when the sports hall is not in use), please contact the sports centre in advance for availability – Plan Ahead.

- Do not store personal items in the store.

- Any club kit or equipment that is not stored here is not covered under insurance.

- Inventory – Keep it up to date at all times.

- Please make sure you keep your designated area labelled clearly and tidy at all times! There is limited space and we don’t want to lose it!

- Failure to do so will result in your Activity facing disciplinary action and refusal of entry.

A full inventory stock list should be maintained at all times, this will be monitored and checked periodically and is a requirement for insurance and audit purposes.

Remember it is your Equipment in there, respect it

BUCS Guidelines This year, the Students’ Union will support and purchase all BUCS related services which includes the transport to fixtures and the hire of facilities. All Clubs and Societies should liaise with our Activities Co-ordinator for any BUCS enquires.

Pitches and Facilities BookingsAt the start of the season our Activities Department will circulate all fixture information out to you. They will action a block booking for all home games being played at the University Sports Centre. Please check through the bookings and make sure that they are aware of any changes that are required in advance, it is your responsibility to manage you fixtures.

Pitch and facility bookings for external Home BUCS matches are actioned by the Activities and should be confirmed with the Activities Co-ordinator prior to the start of the season.

Treasurers will need to complete a Purchase Request form for any bookings made externally with the applicable quote, this will then need to be authorised and actioned by the Activities Co-ordinator prior to fixtures and in accordance with financial procedures as failure to do this may lead to booking refusal.

TransportTransport bookings for all BUCS home or away matches will be prearranged for you by the Activities Co-ordinator with SU Finance. This means that you do not need to complete any forms for the transport to BUCS games. It is your responsibility to ensure the Activities Department are updated on any last minute fixture changes or cancellations. Failure to do this will result in fees incurred to the Union and will be passed onto the offending Club who will be liable for that fee.

The Unions Transport supplier for all BUCS games is Hodsons Coach Company Ltd.

- The Activities Co-ordinator will complete the transport booking forms for all Bucs Fixtures. - All forms will be handed to SU Finance who will produce a Purchase Order, one for each fixture where transport is requested. - SU Finance will email Hodsons Coach Company Ltd with the Purchase Order and cc the Club or Society as confirmation of the Transport booking for the fixture.

At times, Activities may be required to share transport with other teams to help reduce the cost wastage. In these cases, please be patient as some fixtures may finish later than others, we will try to minimise this as much as possible, but be prepared.

Clubs who would like to make their own arrangements (i.e. personal cars) to BUCS Fixtures are required to liaise with our Activities Co-ordinator to formulate an agreed action plan, prior to the start of the season.

If you do require a meeting with SU Finance for further advice on the financial processes or have any general queries, please email finance@lincolnsu.com ahead so that an appointment can be made during a drop-in time. If you feel that you would like a longer appointment with Finance, we will be more than happy to arrange this on a one to one basis.

List of Forms Coaching Agreements

Coaching Guidelines

Credit Card Payment Form

Development Fund Request Form

Donation Form

Goods Received Notification

Mileage Expense Claim Form

Payroll Form

Petty Cash Claim Form

Private Car usage Form

Purchase Request Form

Risk Assessment Form

Sponsorship Agreement Form SU Expense Claim Form

Till Button Request Form

Transport Booking Form

Train Ticket Request Form

GlossaryBUCS British University College Sport Invoice A document issued by a seller to a buyer listing the goods or services supplied. Please see page 33 for a sample invoice. Quote A document to evidence the goods or services that the buyer would like to purchase from the seller. Please see pages 34-35 for sample quotes.

Credit Card Drop insA drop in for Activities who would like to be present when SU Finance purchase the good or services detailed on the Credit Card Request Form.

VAT Itemised ReceiptA receipt detailing the goods or services that have been purchased. This receipt should have the date, the company’s name/logo, the cost and VAT of each item.

Approved DriversTo become an approved driver, please liaise with our Activities Co-ordinator who will guide you through the paperwork and agree an action plan.

If you are wishing to use a personal car, the driver is required to complete a Private Car Usage form so that our Activities department know that they have the required legal documents for insurance purposes to be a designated driver.

Hodson Coach Company ltd This is our transport supplier for all BUCS fixtures and is required to be contacted for any other transport requests.Website: www.hodsoncoaches.co.ukTelephone Number: 01522 706 030Email: sales@hodsoncoaches.co.uk

Donation MoneyProvided to an individual where there is no stipulations as to what should be purchased with it.

Sponsorship MoneyProvided to an individual where there are certain stipulations as to what should be purchased with it i.e for an event.

Purchase OrderA purchase order refers to a specific number provided to the seller by the buyer to confirm the purchase of the goods or services.

Sample Invoices& Quotes

Invoice (left)

Mileage Expense Quote (below)

Credit Card Quote

Train Ticket Quote

Nominal CodesPlease be aware that Nominal Codes may be updated and added to during the year. For an up to date copy, please see SU reception.

4001 Rent4002 Insurance4003 Finance Charges - subscriptions4004 Accounting Charges4005 Corporation Tax4006 Audit Fees4007 Legal Fees4008 Affiliation4009 Subscriptions4010 Capital Expenditure4011 Advice4012 G4S4013 Management and Administration - Other4014 VAT Payable4015 Fines4016 MGD4017 HMRC Expenditure Other4018 Merchant Fees4019 Bank Charges4020 BACS Charge4021 CHAPS Charge4022 Account Aministartion Fees4023 Banking Expenditure - Other4024 Cleaning4025 Repairs4026 Contract Maintenance4027 Maintenance Expenditure - Other4028 Printing4029 Photocopying4030 Postage4031 Telephones4032 ICT Charges4033 Supplies4034 Clothing

4035 Office Administration Expenditure - Other4036 Internal Recharges4037 Travel - Vehicle Hire4038 Travel - Public Transport4039 Travel - Mileage4040 Travel - Toll Charge4041 Travel - Air Travel4042 Accommodation4043 Staff Recruitment Expense4044 Staff Recruitment - Advertising4045 Hull HR Support4046 Human Resource Expenditure - Other4047 NUS Conferances4048 Conference/Seminar4049 Hire of Equipment4050 T&D - Travel4051 T&D - Subsistance4052 T&D - Consumerbles4053 T&D - CPD4054 T&D - Other4055 Chartiable Activity - Advertising4056 Charitable Activity - Sponsorship4057 Charitable Activity - Consumerbles4058 Charitable Activity - Hire of Facilities4059 Charitbale Activity - Equipment Hire4060 Charitable Activity - Other4061 Live Entertainment4062 Guest Speakers4063 Riders/Hospitality4064 Licenses4065 Trophies4066 Stock Purchases4067 NUS Extra4068 Trading Expenditure - Other4069 Ref Fee4070 Coaching Fee4071 Competition Entry4072 Kit4073 Kit for Resale4074 Development Fund Award4075 Prizes4076 Trip & Tour Fees4077 SRF to Membership