The Treasury acts as a bank for associations, societies, AU clubs, student-run services and all other student groups. It also deals with the day-to-day finances of the Students' Union and its commercial services.
Student groups can use it to pay money in to, place orders, claim expenses, get account statements, as well as agreeing contracts, raising invoices and several other services that you'd find at your local bank branch.
Please navigate the tabs for contact information and opening hours, handbooks, expense guidelines and other resources along with some of our most frequently asked questions (FAQs).
The Treasury along with the Finance & Services Officer's office is located on the group floor, Portland Building along from Student Activities and the Student Advice and Represenation Centre. Please see the relevant tab for contact information and opening hours.
The University Association, the association for graduates and former students of the University of Nottingham, has established The University Association Award to provide one-off grants for students undertaking activities that enrich their university experience.
Stu Bailey the Finance & (Commercial) Services Officer will be away at a conference 12-13th October and on annual leave 16th-27th. Appointments and consultation hours will therefore be affected.
New Treasurers' handbooks and/or expense guidelines have been written for Executive Officers, External Trustees & Directors, SRSs and for AU Clubs & Societies.
We are continuing efforts to put many Treasury functions online...
This September sees a brand new start for your campus nightclub: The Den, a club that we hope students will once again use and soon feel proud of. A substantial rebuild reveals a new club with new bars, staging, seating, lighting and its very own pizza outlet! Entertainment will be quite unlike anything The Ark or The Venue could offer.
Audited Accounts
The Students' Union Annual General Meeting held on Sunday 15th November 2009 has approved the Union's audited accounts for Year-End 2009. The presentation made by Stewart Bailey, the Finance & Services Officer to the AGM and University Finance Committee is also available.
Handbooks, Resources and Forms
Treasurers' Handbooks & Finance Policies
Resources
Forms
Complete this form with your account number and name and the amount to be paid in for each specific reason. The reason for payment section is important because what you write in here will appear on your accounts statement so make sure you or anyone else will be able to understand it at a later time! When complete, please hand the form in over the treasury counter with the relevant money and it will be paid into your account.
This form is used to reimburse committee or group members for personal expenses incurred on behalf of the group up to the value of £30. It must be completed with a reason for the claim and the relevant account details. It should then be signed by the President and Treasurer of your group unless it is one of them making the claim - in which case another committee member must sign on their behalf. All full, itemised receipts that are relevant to the claim should be attached to the form. The person to receive the payment should then bring the form to the treasury and be paid in cash over the counter.
This form is used to reimburse committee or group members for personal expenses incurred on behalf of the group over the value of £30. It can also be used to pay external suppliers of a good or service if you have an invoice that requires payment. It must be completed with a reason for the claim and the relevant account details. It should then be signed by the President and Treasurer of your group unless it is one of them making the claim - in which case another committee member must sign on their behalf. All full, itemised receipts or invoices that are relevant to the cheque amount should be attached to the form. It should also be indicated whether the cheque should be collected by a named person or posted to an external address (second-class).
This form is used to request either a balance on your accounts or a statement of the account listing all of the transactions on that account. Requests for statements or balance details may also be emailed to sufinance@nottingham.ac.uk by stating your name and account number that you require.
This form is used to transfer money between different SU accounts. Often used to transfer money between JCR accounts, into a shared account or to pay a different student group for a service they have provided. It must be signed by the Treasurer responsible for the account that is to be debited.
This form is used to reimburse a speaker at a student group event for personal expenses incurred when travelling to the event. It must be completed with the relevant account details, the name of the speaker to be reimbursed and the method of transport used. It must also be signed by the President and Treasurer of the student group any supplemented by any relevant supporting documents. The resultant cheque can then be posted out to the speaker directly or collected by a named committee member to forward onto the speaker.
This form is used to make a request to pay a coach for their time spent with a student group. You must previously have spoken to the Students Union Personnel Department to fill out all of the necessary employment forms and have gained a payroll staff number for your coach. Their hours worked must then be completed and signed off by the group Treasurer and the coach themselves.
A ball budget form must be completed and submitted to the Union Finance and Services Officer for every event which is predicted to have a turnover (income or expenses) of over £1,500. This form should be completed by the group Treasurer after consultation with the entire group committee on the likely income and expense levels of the planned event. The budget must be prepared and authorised by the Union Finance and Services Officer before any bookings are made or expenses committed.
This form is used by clubs and societies to apply for additional grant funding throughout the year. The reasons for the need for additional funding should be clearly explained - the more information you give us, the more likely we are to be able to grant additional money! This form should be submitted to the Assistant Treasurers for their consideration. It must be noted that supplementary grant requests are considered on an individual basis and not all are successful, so don't rely on them!
* May be deposited in the drop-box.
Club & Society Assistant Treasurers
The AU and Societies Exec Finance Officers are delegated the responsibility to oversee the finances of clubs and societies. This involves; setting grants and rebudgets, monitoring grant and private accounts, reviewing event budget forms and generally assisting student groups with their finances.
Assistant Treasurers Updates
There are no current news articles.
Societies Assistant Treasurers:
susoctreas@nottingham.ac.uk : Surgery Hours (in Student Activities) Monday 1-2pm & Tuesday 2-3pm.
Hey Guys,
I'm Oli Margolis, I'm your SU Activities Exec Finance Officer.
If you have any money worries or find your society in a bit of financial trouble, please don't hesitate to get in touch with either Sydonie or I.
We will both be more than willing to guide you through any grant related queries, sponsorship ideas, or contractual difficulties. This is my second year working with the Treasury; I've got the experience so please get in contact!
Hey, I'm Sydonie Williams and i'm one of your Assistant Treasurers for this academic year.
I am currently a third year studying History and Politics. Throughout my University career I have been involved in either societies or JCRs. As a result I want to utilise this experience to help you guys out this year.
My aim for the year is to make myself approachable to any society that needs financial advice or just a chat if your worried and hopefully together we can have all socities flourishing. My surgery hours are 2-3 on a Monday and 1-2 on a Tuesday.
Both are held in Student Activities in Portland. Please feel free to come in and see me or drop me an email about any issues you have.
Athletic Union Assistant Treasurers:
suautreas@nottingham.ac.uk : Surgery Hours (in Student Activities) 1-3pm Tuesday.
Hi there, my name is Tony Thomas. I’m a third year mechanical engineering student and your AU Exec Finance Officer.
I’ve been dealing with club finances for a considerable time and have a good understanding of how your clubs interact with the treasury.
We are here to help your club finances whether your needing help with grants, sponsorships or your club accounts. You can contact me in student activates from 1-3 every Tuesday or by e-mail with the above address.
Hi there, my name is Stefan Kaminski, and I'm one half of your AU Exec Finance team. I'm in my fourth year studying Management and French. I've been on several comittees throughout my time at Nottingham and have an understanding about the constraints and pressures faced by clubs and JCRs. I spent my last year working for an accounting firm abroad so hope to be able to help you out!
With Tony, I'll be working to help out sports clubs with any financial, sponsorship and general concerns. Our surgery hours will be Tuesday from 1pm-3pm so pop in to Student Activities (ground floor of Portland) or drop us an email if you have any questions!
Frequently Asked Questions
- Which figure on the statement shows how much money is in the Private account
- The Year to Date (YTD) Balance shown at the end of the statement shows you how much is in the account. This should always be a negative figure indicating that the Students’ Union is holding this money on behalf of your club. The figure shown against Transactions not Reported is the total value of all transactions dated prior to the statement you have received.
- The Private account shows a negative balance but I am sure we have money
- Yes you have. These are the Students’ Union accounts so the statement indicates that your account is in surplus (it is owed that amount from accounts).
- How do I see how much Grant we have left to spend
- The amount of grant allocated to the club or society for the year or semester is shown in the account name. You are allowed to spend up to this amount on grantable expenses (see the Expenditure Guide). The account will show a Year to Date (YTD) figure which you should deduct from the grant allocated to see how much more you may spend for the year or semester.
- We have been given a Grant but where’s the money?
- Your Club/Society will have a separate account for your Grant money. The amount of Grant you have been allocated is show in the account name.
- Why haven’t we been allowed to use Grant for committee tops
- Half the cost of the shirts must be paid directly by the members of the committee; the other half can come from the Private account (see the Expenditure Guide). Grant is not available for any clothing.
- We asked for Grant to be used on a cheque request form but it hasn’t been.
Why not? - The grant can only be spent as shown in the Expenditure Guide. If you have requested grant to be used for expenditure not covered in the Guide then we will amend the form and take it all from the Private account. We may also charge all the expenditure to the Private account if all the grant allocation has already been spent.
- We put in a cheque request for delivery in the post but haven't received the cheque.
- Cheques are usually processed within 24 hours but please allow up to 72 hours before making inquiries. Come in to the Treasury during opening hours or send an e-mail to sufinance@nottingham.ac.uk to inquire.
- How do I claim money back from my society or club
- The treasurer and president must authorise a petty cash form (up to £30) or a cheque request. With both of these, you must submit the itemised receipts. Debit and credit card receipts are not acceptable.
- I am the treasurer (or president).
How can I get my money back if I can’t sign the cheque request form or petty cash form - You must arrange for another member of the committee to approve the payment instead of you.
- Who can authorise invoices on behalf of the club
- The treasurer must authorise all invoices as he or she is responsible for all transactions through the account.
- Our account has been charged but the company says they haven’t been paid
- If we receive invoices from companies, we put them on our Purchase Ledger and take any credit terms offered. We do a cheque run every week so it is possible that we have charged your account but not sent out a cheque. We will contact the company on your behalf if there is a problem regarding the payment.
- We have been charged for coach hire but haven’t been asked to sign the invoice.
Why not? - If you book a coach at the Students’ Union Reception, by booking it you are authorising payment. Invoices are not passed to the Treasury for payment until after the date the coach was used. Any problems must be brought to the attention of the Reception staff as soon as possible. The staff will contact the coach company on your behalf
- What is a Purchase Order
- A purchase order forms the basis of a contract between your club and the company supplying the goods. The company will prepare and dispatch your order before payment is made to them as they have a signed order from the Students’ Union. The treasurer must come to the Treasury to complete the form
- Why does a Purchase Order have to be completed by the treasurer
- The treasurer is responsible for the club’s finances so must authorise every transaction. A purchase order is a confirmation to the company you are trading with that the invoice they submit will be paid by the Students’ Union on your behalf
- What can I do if I can’t get in to the Treasury
- Anyone may bring in cash and cheques to be credited to your account (a receipt is always issued). Correctly authorised cheque requests and petty cash forms can also be dropped off. If you need to collect a cheque, you can either give us your address or authorise someone else to collect on your behalf (an email or written consent given to that person) If you are owed petty cash, we can either send you a cheque instead or accept your authorisation as above to give it to someone else We have a drop box which can be used from 9.00 to 4.45 if you cannot get to the Treasury during normal opening hours but please note that for security reasons: CASH MAY NOT BE PLACED IN THE BOX The email address for the Treasury is: sufinance@nottingham.ac.uk
- Can someone else collect a cheque or petty cash for me
- Yes they can, but you will have to either email authorisation to sufinance@nottingham.ac.uk or give them a letter confirming they may collect on your behalf. We will also need to see that person’s student ID card.
- Can I authorise invoices by email
- Yes you may. We email the treasurer when we receive invoices and accept a reply email as authorisation.
- Do I always have to submit receipts with cheque requests and petty cash forms
- Yes. We must see what the club or society is spending their members’ funds on. The receipts will be available for inspection by members if required
- What happens if I didn’t get a receipt for my purchase
- Please go back to where the money was spent and see if you can get a duplicate receipt. If you can’t get one, speak to the Finance & Services Officer to explain the problem and see if she/he will sign off the payment
- Why have we been charged room hire fines
- If you cancel an event for which you have booked a room in one of the University buildings, you must give at least 48 hours notice to the Students’ Union Reception. You have been charged because this procedure has not been followed
- Can we go overdrawn on our account
- Awaiting answer from Finance & Services Officer
- Why do we need to submit a budget for an event
- Awaiting answer from Finance & Services Officer
- How can I get a statement for our account
- You can email sufinance@nottingham.ac.uk or ask a member of the Treasury staff
- How can we spend our Grant
- Please refer to the Expenditure Guide for detail but generally we allow Grant to be used as follows:
100% National Affiliation
70% Transport
Equipment
Tuition and Coaching
50% Conference Fees
Accommodation
Admin Costs
Competition Entry
Affiliation fees
£20 Printing and Publicity
- Can we pay for goods supplied by an overseas company
- Provided you have paperwork showing the details for the receiving bank, then we can arrange a transfer for you. We do not know how much you will be charged until the bank account has been debited. You will have to pay bank charges which will be shown as a separate entry on your account
- Can we pay money directly to a supplier’s bank account
- We do have an online banking facility but the bank will levy a charge if it is an urgent same day transfer. This charge (currently £3) will be charged to your account
- Are we able to pay for goods using the Students’ Union credit card
- The credit card is used when there is no alternative method of payment. You will have to speak to the Finance & Services Officer to approve the payment
- How quickly can a cheque be raised
- If the forms have been completed correctly and the receipts are attached, we aim to prepare the cheque the day after we receive the form. We ask you to give us at least 48 hours notice so that we can be sure the cheque has been signed. We are unable to prepare cheques on the day you bring in the form.
- What can we put in the drop box
- You can deposit: Cheques in the envelopes provided N.B. Cash must not be included Authorised cheque request forms (itemised receipts must be attached) Authorised petty cash forms (itemised receipts must be attached) Transfer instructions between accounts Statement requests
- How do we open an extra account
- Explain your reason for requesting an extra account (ball, tour, joint event with another club or society for example) to the counter staff or in an email to sufinance@nottingham.ac.uk . You will then be notified of the new account number
- Are you open in the holidays
- The Treasury counter service is open from 12.00 to 2.00 during the holidays. The office is staffed during normal office hours
- Why do you close at 3.00
- The takings for the day have to be balanced and banked then transferred to the relevant accounts. Treasury staff also deal with a whole range of accounts office duties in addition to the counter service provided daily between 11.30 and 3.00.