Welcome Finance Officers

1
Welcome Finance Officers

• To
• UCC Societies Guild
• Training Seminars 0607

2
A short but never the less rambling introduction

• With Kris Mcelhinney
• Societies President

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The Guild

• Oooh sounds exciting
• it is similar to opus dei?
• Well, not so much

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Constitution says

• Membership The Societies Guild shall be
  composed of the recognised Societies of the
  college with one vote per society at general
  meetings. A new society becomes recognised when
  the Societies Guild judges in favour of the
  application and the Guild's recommendation is
  endorsed by the Joint Board, Academic Council
  Governing Body

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SG Executive Committee

• The Societies Guild is the umbrella
  organisation of the ninety plus student societies
  in UCC elected by them to act on their behalf and
  co-ordinate activities which includes
  administering funds. The guild fosters,
  co-ordinates and promotes activities of the
  societies in UCC. Each year seven students
  including a President are elected by the
  societies to represent them for the coming
  academic year.

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SG Executive Committee

• The Guild is administrated by an executive
  committee comprising of the following members
• Societies Guild President
• Six students elected by the Societies at the AGM
• An appointee of the outgoing Guild Committee
  selected from its executive members (Paul Flynn)
• Students Union Representative (Richie Morrisroe)
• SU Administrative Officer, Denis Macdonald
• Ass. ASA officer (Grainne Murphy)
• ASA officer (Maura ONeill)
• The officers you should be most concerned with
  are your Reps

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Societies President

• Kris Mcelhinney
• The President chairs all meetings of the
  Executive, and in conjunction with the
  Vice-President/Admin sets the agenda of the
  committee. S/He represents the Societies of UCC
  on a number of UCC committees, for example
  Societies Executive Finance Sub-Committee, Joint
  Board for Student Affairs, SSMG, Student Centre
  policy Board, Old Bar committee, Restaurant
  committee, DLMG, and sits as the Societies
  Officer of the Students Union Executive.
• Tel [phone]
• Email SocietiesPresident_at_Societies.ucc.ie

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Societies Vice President

• Diarmuid Angland - SocietiesVP_at_Societies.ucc.ie
• The Vice-President will take the place of the
  President if the President is unable to carry out
  their duties or is unavailable. In conjunction
  with the President the Vice-President sets the
  agenda for meetings. The Vice -President takes
  minutes of all Executive meetings. S/He is
  responsible for the records of the Societies
  Guild Executive Committee
• Guild Rep for Political/debating and Role-play
  societies
• FF, FG, SF, PD's, Labour, Socialist, Greens,
  Politics, Philosoph, Law, Med and Ren, IR, WARPS.
• Tel [phone]

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Societies Finance

• Seamus O'Ceallaigh - SocietiesFinance_at_Societies.uc
  c.ie
• The Finance Officer is the point contact for all
  financial related queries and questions. S/he
  sits on the Finance sub-committee of the
  Executive as Secretary. S/he in conjunction with
  the president is the lead on financial policy
  formulation. S/he is responsible for financial
  records of the Societies Guild Executive.
• Guild Rep for a number of Departmental Societies
• An Chuallacht (Irish), Accounting and Finance,
  Chem Soc, Classics, Commerce, Economics,
  Engineering, Food Science, Physics and Astronomy,
  Genetics, Microbiological,
• Tel [phone]

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Societies Social Ents

• Olga Seleznova - SocietiesEnts_at_Societies.ucc.ie
• The Social and Entertainments Officer is the
  person responsible for all entertainments and
  social events run by the Societies Guild
  Executive. S/he is the lead on all entertainment
  information for societies.
• Guild Rep for a number of Charitable, Medical
  Language Societies
• Surgeon Noonan, SVDP, Suas, One World, Simon,
  Self-Help, French, Medical, Nursing, Clinical,
  Dental, Surgical, Dramat. English Litt, German
• Tel [phone]

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Societies Training

• Daniel P. McCarthy - SocietiesTraining_at_Societies.u
  cc.ie
• The Training and Development Officer is the
  person assists with the organisation of training
  seminars. S/he is a lead on all training
  information for societies who which to develop
  there societies.
• Tel [phone]
• Rep for Artistic/ Performance Cultural
• Choral, Cumman D, DJ, Film, LMS, Photo, Trad,
  Visual Arts, Cappricio, Muslim, Iona, Christian
  Union, Bahai, FECC Pagan, Children's Aid.

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Societies Projects

• Stephen Crowley - SocietiesProjects_at_societies.ucc.
  ie
• The Projects and Events Officer is assists with
  projects of the Societies Guild Executive. S/he
  assists with the running of special events of the
  Societies Guild.
• Tel [phone]
• Rep for a number of Departmental
• BIS, Archaeological, Computer Science,
  Historical, Science, Management and marketing,
  Sophia, Social work, geography, Psychology

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Societies Alumni

• Philip Healy - SocietiesAlumni_at_Societies.ucc.ie
• The Alumni Officer assists with the formulation
  and administration of the new Alumni scheme of
  the Societies Guild Executive.
• Tel [phone]
• Rep for Social Societies
• ASIESEC, Asian, Gaisce, International Students,
  Flac, LGBT, Macra, Mature Students, Sci-Fi,
  Poker, Post-grad, Networking, Maths.

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The ASA

• The
• Accommodation
• Student Activities Office
• Oh and Conferencing
• but thats not really
• in the title

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The HUB

• Society Resource Centre
• Open daily 9-5
• fax,
• mailboxes,
• computers,
• photocopier,
• scanner, 
• and printers

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Awards
1.6. Accreditation   Whilst the Societies Guild
gives out general society awards, these are only
recognized by the Societies Guild. There are
however a number of awards which have been deemed
so outstanding as to merit UCC recognition on
your academic transcript (your permanent
University record). These are, Society Person of
the Year Award, Bene Merente and Society
Achievement Awards.   
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Award winners
Society Person of the Year Diarmuid Patrick
Angland (LGBT) Society Bene Merente Sonya
Joanna Donnelly (LGBT) Andrew Timothy Hogan (DJ)
Siobhan Mary Lucey (Dental) Fergal Mac
Carthaigh (Medieval Renaissance) John Gerald
Talty (Irish Traditional Music) Jason Turk
(Capriccio) Society Achievement Award 15
winners  
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Finance Explained

• With
• Seamus OCeallaigh
• Finance

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Basics

• Annual Grant
• Membership Fees and Donations
• Special Funding Applications
• General Rules
• Rates
• Internal Events and External Events
• Target Initiative Fund
• Capital Funding (Capitation)

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Explained

• We distribute some of the money received from the
  University via Registration Fee.
• Not to completely fund activities.
• Sole discretion of the Societies Guild.
• No obligation to provide funding.
• A limited amount of money and a large number of
  societies

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More Basics

• Must be a recognised society with committee list.
• No external accounts with banks.
• All money and property owned by a society remains
  the property of the Societies Guild.
• Deliberate inappropriate use of funds or property
  can be serious and may affect your graduation
  from the University.

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Annual Grant

• Designed to assist in funding the ordinary
  activities of the society.
• Grant is handed out in two stages, in each term.
• Must submit a budget (more about that later).
• Items you may NOT use grant money for
• Donations, Alcohol, Socials, Gifts, Sponsorships
  and Foreign Trips
• All subject to the approval of the Joint Board
  for Student Affairs.

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Annual Grant

• How to get money out?
• Cheque books in Accomm Office
• Must be done before 12.30!
• Only Finance Officer or Auditor may sign.
• Must give reason for cheque
• Need cash get cheque made out to yourself and
  cash in BOI UCC.
• Cheques out and lodgements in recorded by office
• You should also record expenditure
• Keep Receipts

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Member Fees Donations

• Membership Fees political other
• A long standing policy with regard political
  donations.
• The Guild is not a political funding body.
• Membership must be paid by the member.
• Charity Donations
• A long standing policy with regard charity
  donations.
• The Guild does not indirectly give money through
  societies.
• If you run a fundraising event for a charity, the
  event MUST make money.

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Special Funding Apps

• There are 3 forms of Special Funding Application
• Internal Funding Application
• External Funding Application
• Target Initiative Funding Application (TIF)

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Special Apps

• Awarded to events/trips that are competitive/
  representative and meet society purpose
• Dont assume that filling out the app means
  getting the money
• Forms Online email them to your rep.
• General Rules
• At least three weeks before the event.
• Forms must be given to a guild rep or left in the
  accommodations office by 11am on Monday.
• Money from other sources (personal contributions,
  sponsorship etc.)
• Good Organisation, efficiency, other funding.
• Bad Applying for more than you need and messing
  with figures!

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External Apps - Rates

• Funding for attending external events is decided
  by a system of rates.
• While its not an exact science
• its close (like social science or something)
•  
• Registration/Entry Fees Fully covered.
• Accommodation 23 per person per night.
• Travel 2/3 of student travel rate
• OR Full cost of Bus to Dublin.
• These Rates can be changed at any time by the
  Guild.

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Internal Events

• Internal Events covered by special apps include
•         Educational events
•         Competitions
•         Conferences
• Basically events with variable costs or that only
  happen every few years.
• Events/expenditures not covered by special apps
•         Balls
•         Parties
•         Tours
•         Fundraisers
•   Clothing
•         Posters

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Introducing TIFs

• Main idea societies who wish to expand the
  current activities
• Example specific training for committee or a new
  competition.
• Restricted to new/revived/dormant and those
  societies who have experienced a drop in budget
  in recent years due to inactivity.
• Application for initiative that has not been run
  in 3 years which would normally be considered a
  grant expense but can not be covered by the
  societys current grant.
• Once the initiative has been funded for two
  consecutive years, the amount will then be added
  to the societys grant the following year.
• Formalisation of old system!

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Capital Capitations

• Cap-Cap
• Fund for permanent items such as equipment and
  minute books.
• Stuff used by the society in future sessions.
• Two different quotes from two different providers
• 1st Cap-cap budgets should be submitted with the
  main society budget Nov 1st.
• Three Cap-Cap dates Nov 1, Jan 29, March 2
• Remember must prove that the item will get
  repeated use and will not be a once off buy.

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Financial Best Practise

• How not to embezzle money
• With Danny P. McCarthy
• Training Development

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Aims of this Presentation

• Whats the easiest way for me to manage the
  societys finances?
• Whats the most efficient way to manage the
  societys finances?
• Whats the most legal way to manage the societys
  finances?

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Accomm Office

• Where society money is lodged
• Where cheques are withdrawn
• Where Grainne, the keeper of your account, resides

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Cheques

• Signed by the ASA or Assistant ASA officer
• Chit Book where the person withdrawing the
  cheque requests for it to be withdrawn
• Receipt or invoice required before any cheque is
  withdrawn

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Receipts

• They are necessary as they legitimise your
  transaction
• All receipts are stored in the accommodations
  office for further inspection
• A photocopy of every receipt should be kept by
  the finance officer for record purposes

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Records

• Records of receipts and cheques of every
  transaction should be kept
• An active account should be kept records
  should not be kept for one end of year tot up
• Keep multiple back ups of both records and
  accounts i.e. memory stick, e-mail to oneself,
  paper trail
• Your accounts at end of year MUST be presented to
  accomm office

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An Active Account?

• Monitor your cash flow in line with budget
  parameters
• As soon as a transaction takes insert it in the
  account
• Microsoft Excel (apparently not scary) can be
  used to do all the difficult sums and is perfect
  for an active account

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Active Account Example
This allows for you to know where you current
financial situation lies with regard to your
budget parameters
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A few useful rules of thumb

• Dont spend what you dont have
• Dont lie
• Dont steal
• Be organised and use common sense

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Lets Budget!

• A beginners guide to budgeting!

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Why budget?

• Each society is required to have submitted a
  budget detailing their anticipated financial
  transactions before the annual grant will be
  awarded.
• This must detail what the money is to be spent
  on. This sets objectives for the society and
  allow for society events and activities to
  engineered within those constraints
• A Society Budget should be a projection of your
  societys income and expenditure for the coming
  year. Ensure that all the figures are as accurate
  as possible.

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General Rules

• Use last years budget as a guide
• Use last years grant and/or special app
  allocation as a guide
• Ask your rep for guidance

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Generating the Budget

• Sit the Auditor down with you for a long session!
• Identify all activities your society engages in.
• Combine this with your projected calendar.
• Begin a cost breakdown of all expense

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Example

• Examples PR
• A3 Posters 30 a week x 24 weeks 400
• Thumb-tacks 6 boxes 12
• Selotape 12 rolls 24
• Winning best PR Priceless

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Caveat

• Budgets increase and decrease
• Depending on
• Last years activity
• Details of your budget
• If you want an increase, you MUST justify this
  increase!
• Weve all been in your position before!
• We empathise but we have expert bullshit
  detection!

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Sponsorship

• Is nice
• With Kris Mcelhinney
• President

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If you get it tell us!

• Sponsorship is a partnership between two parties
  who work together for different aims that benefit
  each other. It is also a business transaction
  with the provider of the finance (the sponsor)
  requiring a service from the receiver (the
  Society).

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Handy Hints

• Make sure you have any agreement in writing
• Check the details with your Guild Rep/Guild
  Finance officer or the ASA Officer prior to
  signing any thing
• Review your agreement half way through the year
  to ensure both parties are happy, this will go
  towards securing the contract for a further year
  if you wish
• Invite your sponsor to key events over the year
  and keep them informed about what you are up to
• Restrictions do exist in UCC re sponsorship
  mainly regarding alcohol promotion. While Pubs
  and clubs are welcome and encouraged to agree
  mutually beneficial arrangements check out the
  publicity restrictions of the (DLMG) Postering
  regulations.
• flyering, emailing and postering on campus are
  only allowed for STRICLY society organized events

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The 6 Stages to Effective Funding Proposals

• Identification
• Selection
• Proposition
• Negotiation
• Monitoring
• Evaluation

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Things to avoid at all costs

• 1. Dear Sir/ Madam
• 2. Tell them they just got lucky
• 3. Go on and on and on
• 4. Er, we need the money this afternoon
• 5. Lack professionalism
• 6. Give up!

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Questions Answers

• With
• UCC Societies Guild

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Next Week

• Same time - Same place
• Tuesday Public Relations
• Wednesday Entertainments

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Old Bar for Entertainments

• With Olga Seleznova
• Social Entertainments