Here you can find everything you need to know to manage your society or club’s finances effectively! If you’re confused or have any further questions, drop the SU an email.
Activities | firstname.lastname@example.org
Athletics Union (AU) | email@example.com
As an affiliated Club/Society you will get access to a bank account within KeeleSU to make managing your group's money more easily. All the money collected from membership fees at the sign-up fair or online through your club/society web page will automatically transfer into this account. The President/Chair/Club Captain and Treasurer have access to spend money from this account, but any committee member can pay in and you can also use this account to store donations or sponsorship money.
How do I spend money from my club/society account?
We usually ask students to pay for expenses themselves, keep a receipt and then the society/club can reimburse them. Alternatively, you can ask a supplier for an invoice, and SU Finance will pay them directly using your club society/funds. If none of your committee members can afford to pay themselves, we can arrange a credit card payment online.
All club and society expenses and payments have not been moved online; whether you want to claim back on purchases you've made for your club/society or need to pay a company, charity or organisation.
Is there anything I can’t purchase or claim for?
Yes! There are a few important things to remember …
- KeeleSU cannot make up a payment for anything if your club/society as insufficient funds to pay for an expense.
- KeeleSU cannot receive or use any funds held by KeeleSU for any of the following:
- Any activity prejudicial to equal opportunities
- Any party political activity
- Any activity in breach of the law, of Keele University Policy, or of the KeeleSU Constitution, Bye-Laws or Policy.
- Any activity that excludes any current member of the society.
- Any alcohol*.
*Certain circumstances may be permitted but this will be dealt with on a case by case basis by the relevant Sabbatical officers.
CLUB/SOCIETY EXPENDITURE CLAIMS
-A HOW TO GUIDE-
We have gone digital! All club and society expenses and payments have now been moved online; whether you want to claim back on purchases you've made for your club/society or need to pay a company, charity or organisation. Check out our step-by-step guide below on how to use the new system:
Step 1: Log into the keelesu.com website and go to your club/society's page.
Step 2: Scroll down to the bottom of the page and click on the 'Claim Expenses' tab.
*Only members of your club/society will be able to access this section*
You will be directed to your club/society's dashboard:
Step 3: Click on '+New Money Request'. This is the only option you will be using you claim any expenses or make payments.
Step 4: Choose the 'Request Type' from the drop-down menu:
Reimbursement – You have paid for something already and you wish to be reimbursed (e.g. supplies for an event, petrol etc.).
Pay Supplier – You have an invoice you need to pay (e.g. clothing payment, service payment for an event, coach, speaker etc.). If you choose this option you will be asked to complete the supplier's details (Name, contact email and telephone number, bank sort code and bank account number).
Step 5: Choose who the request is 'Payable to':
Requestor - You are requesting a reimbursement for yourself.
Other student – You are requesting a reimbursement on behalf of another student.
Third party - You are paying an external company/organisation. If you choose this option, you will be asked to complete the third party's details (Name, contact email and telephone number, bank sort code and bank account number).
Step 6: If your request is linked to an existing event, you can select this from here, otherwise select 'Not associated with an event'.
Step 7: Choose the 'Payment method' from the drop-down menu:
Bank Transfer - Online bank transfer. If selected, you will be asked to submit bank account details relating to your request. (Sort Code and Account Number).
Credit Card – Payment for your request will be made using the SU credit card. The Activities/AU departments will be making the payment on your behalf. Please ensure to include any website links, item descriptions, quantity if you are selecting this option.
Minibus – For SU minibuses ONLY. Ensure you get a quote from SU Transport and select this option once your booking has been completed. Please include a screenshot of the email confirmation for your booking and cost in the ‘Upload Receipt’ section.
Printshop – For SU Printshop ONLY. Ensure you get a quote from the SU Printshop and select this option once your order has been confirmed. Please include a screenshot of the email confirmation for your order and cost in the ‘Upload Receipt’ section.
Step 8: Complete the rest of the fields with the details of your request (examples given below).
ITEM DESCRIPTION: What is it you are buying/ being reimbursed for (e.g. buying hoodies, sports equipment or fundraising event items).
JUSTIFICATION: Write a short description of why you are buying the item(s) or being reimbursed.
AMOUNT: Put in the total amount- there is no need to include the '£' sign.
ACCOUNT: Select the club/society from the drop down menu that the request is linked to.
Step 9: Upload an image/document of any receipts/invoices linked to your payment. Make sure any proof is clear to read and includes the total amount stated in your request. You MUST upload a document to be able to submit your request.
- External Services Form - If you are paying an individual for a service they have provided (e.g. external speaker, photography, coach, referee, etc.) you must also complete an External Services Form and upload it on the 'Upload Receipt' field alongside any invoices they have produced. The services form should be completed by both the committee and the service provider. It is the responsibility of the individual receiving payment to declare all earnings to HMRC. Should an External Service form not be provided, the request will be rejected.
Step 10: Submit the request.
What happens now?
The next time the President, Club Captain or Treasurer of your club/society follows Steps 1+2 and is directed to the dashboard, all requests will be listed there.
Your President or Treasurer will then be able to view your request and attached proof and approve or decline your request.
**Treasurers and Presidents- make sure you are vigilant with this; check your balance and make sure the receipts/invoices are legible and relevant before approving a request.**
If approved, your request will then go onto the Activities /AU team to review and approve, decline or refer back to the requestor. Once approved, your request gets sent to SU Finance for payment. If more information is required, then the Activities/AU team will refer back to the requestor for more information.
You can track the progress of your request on the ‘Pending/Recent Requests’ section.
If your club/society has secured a grant or a sponsorship from an external organisation, you will need to fill out an Invoice Request Form and hand this in to the Finance Office in order to receive the payment. Please print the form and have it countersigned by the Activities Team before giving it to Finance.
Invoice Request Form
Still unsure how to use the new module? Then contact Activities (firstname.lastname@example.org) or the Athletic Union (email@example.com) who will be able to help you out.
If you are Treasurer for your club or society, we strongly recommend you go along to the Finance training ran by the Activities Team. Find out when the next training session is here.