Finances 

Guide to Clubs & Societies Finance

Key Contacts

Student Representation

Student Activities Officer

Ellen Fearon – su.activities@qub.ac.uk

 

Staff

Clubs and Societies Finance

Leigh Laughlin and Nuala McCrudden –  clubsandsocsfinance@qub.ac.uk

 

Clubs and Societies Coordinator

Alice Devlin - clubs@qub.ac.uk or societies@qub.ac.uk

Sports Clubs Development Officer
Niall Jackman - clubs@qub.ac.uk

Location

 

The Clubs and Societies Finance Office is located on the second floor of the Students’ Union. You will see green signage guiding you to the office throughout the building. Simple instructions – from SU Reception head up to the second floor. From the stairs, walk up to Level 2 and then turn left down the short corridor. From the lift, exit and turn right and go through a glass door. Then go right again down the short corridor.

Opening Times

 

The Clubs and Societies Finance Office is open from 9:30am – 4pm sharp each day. It is usually less busy in the morning so queues will not be as bad before midday. The office closes over lunch from 1pm - 1.45pm.

Using the Clubs and Societies Finance Office

 

Club/Societies should use the Clubs and Societies Finance Office facilities in all cases when it comes to their own individual Club/Society finances.
 

Any Club/Society that is found to be using a separate personal account will face disciplinary action from the University and individual committee members will be investigated.

President, Treasurer and Secretary Sign Up

 

Each Club/Society must get their president, treasurer and secretary to sign the online executive signatory form when they have been elected at the end of the previous academic year.

Once they fill in this form they will be guided to call up to the Clubs and Societies Finance Office on the second floor of the Students’ Union to complete the sign up process in full by showing their student card and providing a signature. Once this form is filled in the person who has signed up will automatically added to the Clubs and Societies Committee mailing list – crucial everyone is on this!
 

If each one of your president, treasurer and secretary do not complete this process in full then your Club/Society won’t be allowed to transact with the Clubs and Societies Finance Office.

The breakdown of your account

 

Each Club/Society has an account in the Clubs and Societies Finance Office on the second floor of the SU. All money that you have collected or fundraised should be brought to the office and lodged into this account. Any money you receive from Queen’s University Belfast or the Students’ Union will automatically be transferred to your account. Please note that for each transaction either as money raised or money to be spent, you must come up and speak to the staff in the Clubs and Societies Finance Office. Unfortunately there is currently no online banking system in place for Clubs and Societies. Each account is broken down into three sections; each has slightly different rules on what your money can be spent on. The three sections are – 1. Own funds 2. Recurrent Grant 3. Special Grant

   1. Own Funds

This part of your Club/Society account can be spent on almost anything provided there is a supplier in place and your committee have filled in the appropriate paper work.

   2. Recurrent Grant

This part of your Club/Society account has some restrictions on what you can spent it on. The main aim of this part of your account is to promote the aims and objectives which are listed in the constitution of your Club/Society. Alcohol cannot be purchased with this part of your account, and it cannot be spent on social events. Come and speak to the staff in the Clubs and Societies finance office before you want to spend from the recurrent grant part of your account.

Be aware that a proportion of each membership fee you take will be lodged into your Grant pot and is subject to the same spending restrictions. Over Freshers', £2 per member will be lodged into your Grant pot. During the rest of the year, it's £3 per member.

   3. Special Fund/Grant

This part of your Club/Society account can only be spent on what you applied for in the special fund/grant application. An example of special funds/grants are: the capital grant, hosting grant, Queen’s Annual Fund and the Clifford Arbuthnot Fund. A description of these grants/funds is below.

Grants/Special Funds available for Clubs and Societies

 

Each year your Club/Society can apply for three types of grants from the Students’ Union. These grants must be spent in the academic year they have been received otherwise they will be taken back by the Students’ Union at the end of July after that academic year. The three types of grants are listed and explained below. Charitable, political and religious Societies are not eligible for SU grants.

1. Recurrent grant – Available for any eligible Club/Society to apply via the application form sent to the Clubs and Societies mailing list. The quality of application affects the amount of money a Club/Society can receive.

 

2. Hosting Grant – Available for any eligible Club/Society which is hosting a recognised intervarsity event at Queen’s University Belfast in that academic year. Application forms are sent out at the start of the academic year.

 

3. Capital Grant – Available for any eligible Club/Society which is in need of equipment repair or upgrade. Please note funds for this particular grant are limited and are subject to application. Application forms are sent out at the start of the academic year.

When applying for a grant please read the criteria carefully and answer each of the fields in as much detail as possible. In all cases, the quality of your written application will affect the amount of grant which will be awarded to your Club/Society.
 

Please note that there is a limited amount of funds available for the three grants described above. Financially effective Clubs/Societies should be reliant on their own fundraising ability as well for the majority of their money in an academic year.
 

Other funds available from the university:

Queen’s Annual Fund

Queen’s Annual Fund was set up in 1999 as a way of getting Queen’s Alumni more involved in current university life. Alumni are asked to donate to aspects of current university life through telethons, direct mail, website, reunions and face to face asks.

Each year £130,000 is raised with around 50% of this being awarded to projects that enhance the student experience. Clubs and Societies can apply for this pot of funding through the application form which is set out to the committees each October with deadline usually as the start of November.

 

Clifford Arbuthnot Fund

The Clifford Arbuthnot benefaction is available to provide amenities to any Club or Society or to defray expenses they incur in furthering the interests of the university. £20,000 is available for this fund each year with the maximum each Club/Society can receive being £2,500. Application forms will be sent out to each Club/Society committee in November each year with deadline as usually the start of December.

Lodging Money

 

Cash

  1. Count up the money and take a record of what you’re lodging for your own records.

  2. Call up to the Clubs and Societies Finance Office, so we can lodge it in your account.

  3. Make sure to note the following :

  • How the funds were raised (e.g. fundraising from a pub quiz or memberships or sponsorship from local pub)

  • Which part of your account this should be placed in? Own Funds/recurrent grant/special fund/grant.

Note: It is preferable that all cash is lodged in pound sterling.

Euro notes can be lodged but not coins.

 

Cheque

If you are lodging a cheque note that they must be made payable to “Queen’s University Belfast Club/Society name here”

If the cheque doesn’t include Queen’s University Belfast then it can’t be processed and if it doesn’t include your Club/Society name then it may not reach your account so make sure both of these are written on the cheque.

It is preferred if the cheque is made payable in pounds sterling but euro cheques will be accepted as well.

 

Bank Transfer

If someone is paying you by bank transfer, come up to the Clubs and Societies Finance Office to inform us.

We require you to provide the following details of the organisation/company who are lodging money in your account.

  • Company name

  • Address

  • Contact Person

  • Contact Telephone Number

  • Contact Email Address

  • Amount to be received

Once we have these details we will invoice the organisation/company for the amount.

The organisation/company can then transfer the money to Queen’s University by quoting this invoice number.

Spending Money

 

There are a variety of ways you can spend money from your Club/Society back account. Just come up and speak to the staff in the Clubs and Societies Finance Office and they will let you know what method best suits your Club/Society’s situation.

 

Petty Cash - EXCEPTIONAL CASES ONLY & MUST BE AGREED WITH FINANCE OFFICE IN ADVANCE OF PURCHASE
If an individual has paid for something on behalf of the Club/Society they can get the cash back if the following criteria is met:

  • The committee of the Club/Society fill in a Transaction Authorisation form (TAF) provided in the Clubs and Societies Finance Office.

    • Note that the TAF cannot be signed by the individual who is due to be reimbursed​ - it must be two other executive committee members.

  • The receipts are provided.

  • It is under £50.

  • The Club/Society has the money in the appropriate section of its account.

  • Don’t pay for goods on behalf of your Club/Society via your own personal card as it more difficult to get reimbursed in this case.

  • All petty cash reimbursements must be processed in the same committee year as the purchase, and within six months of the purchase.

 

Request for Payment - EXCEPTIONAL CASES ONLY & MUST BE AGREED WITH FINANCE OFFICE IN ADVANCE OF PURCHASE
If an individual has paid for something on behalf of the Club/Society they can get reimbursed for the expense by receiving a cheque if the following criteria is met:

  • The committee of the Club/Society fill in a Transaction Authorisation form (TAF) provided in the Clubs and Societies Finance Office.

    • ​Note that the TAF cannot be signed by the individual who is due to be reimbursed​ - it must be two other executive committee members.

  • The receipts are provided.

  • It is over £50.

  • The Club/Society has the money in the appropriate section of its account.

  • All Request for Payment reimbursements must be processed in the same committee year as the purchase, and within six months of the purchase.

 

Clubs and Societies Purchase Card (Credit Card)
If a Club/Society wish to pay a supplier directly they can do so via the Clubs and Societies Purchase Card (Credit Card) located in the Clubs and Societies Finance Office. The following criteria must be met:

  • The committee of the Club/Society fill in a Transaction Authorisation form (TAF) provided in the Clubs and Societies Finance Office.

  • The supplier can accept card payment.

  • The Club/Society have provided an official quote form the supplier.

  • The transaction is valued up to but not above £2000.

 

Purchase Order
If a Club/Society wish to pay a supplier but can’t because one or more of the purchase card criteria cannot be met then they can pay a supplier by purchase order. Please note that paying by purchase order is a slower process than purchase card. The following criteria must be met when filling in an official purchase order:

  • The committee of the Club/Society fill in a Transaction Authorisation form (TAF) provided in the Clubs and Societies Finance Office.

  • The supplier has been put on the official supplier list (Just ask for assistance in doing this).

  • The Club/Society have provided an official quote form the supplier.

 

Non-Staff Payment

This process should be used when a Club/Society need to pay an individual for professional services e.g. coaching or guest speakers.

 

If an individual is not currently on the University’s NSP database the Clubs and Societies Finance Office will issue you with the appropriate NSP forms for completion by both the individual and the Club/Society. A Right to Work check (meeting with university staff) must be completed in advance of employment of services. Contact the Clubs and Societies Finance Office and they will set this meeting up for you.

 

The deadline for requests to be processed within a calendar month is as follows:

6th of each month for new NSP recipients

e.g. a request processed before 6th August will be paid by 31st August.

 

13th of each month for existing NSP recipients.

e.g. a request processed before 13th August will be paid by 31st August.

 

If any of these dates fall on a weekend, then the Club/Society should have all the paperwork with the Clubs and Societies Finance Office on the Friday before.

Key things to remember

  • Be organised – think two weeks in advance for all transactions. Letting the Clubs and Societies Staff know early about a payment means they can help out as early as possible. Please don’t leave it until 2 or 3 days before as this will mean a delay in payment to a supplier and possible reputational damage to your Club/Society and Queen’s University Belfast.
     

  • If you have a question don’t be afraid to ask – the Students’ Union staff and student reps are here to help so if you have a question about anything to do with Clubs and Societies do not hesitate to contact your Student Officer for Activities on su.activities@qub.ac.uk or the Clubs and Societies team on clubs@qub.ac.uk or societies@qub.ac.uk.
     

  • Make sure your president, treasurer and secretary are all signed up online and with the Clubs and Societies Finance Office in the Students’ Union. If these three are not signed up then your Club/Society won’t be allowed to put money in or spend money from their account.
     

  • When spending money you must fill in a Transaction Authorisation Form (TAF) in all cases.
     

  • Opening Hours are 9:30am-4pm and queues are normally shorter before midday.
     

  • Using a personal banking account as the Club/Society account is prohibited in all cases and students may face disciplinary action from Queen’s University Belfast if they are found to be doing so.  

 
 
 
 
 
 
 
 
 
 

© 2019 - Queen's University Students' Union

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