''A treasurer's lot is not a happy one''
The main purpose of the treasurer is to ensure that a level of sanity remains in the society and to stop the techies from building a pirate ship (this appears to be possible whatever the show is).
Forms
The Students union finance office is where all of the societies' banking takes place (ground floor of the SU building behind the stairs, past the Athletics Union office). The most important thing to learn is about the forms. There are two types of form, the orange form and the purple form. The former is for paying bills out of the society's own account whilst the purple form is for paying out from the SU grant account. Forms require the signature of the treasurer and another member of the executive (chair or secretary). If money is being paid to a student you also require their signature. Any money paid to a student is available to collect from the SU finance office.
The SU grant
Every year the society receives a grant from the students union. The size of which is decided during the grant meeting.
This meeting involves the treasurer, and another member of the committee, defending their grant application against the SU finance committee. This is possibly the scariest thing a treasurer will ever have to do however there is a trick to being successful… KNOW YOUR FIGURES. If you have an answer for any type of reduction you will be very successful.
Also remember that any money received from the SU should be spent as unused grant money is taken back by the SU and will be used against the society in future grant meetings. The money can also only be spent on what it was requested for in the grant application so make sure these requests will actually absorb all of the funds.
Floats
The organisation of floats for events is another of the treasurer's responsibilities. The SU finance office has a supply of change and, as long as you get the relevant paperwork sorted out in advance, are very happy to sort them out. The information needed when going to request a float is:
- How much are you charging for the event?
- How many people are you expecting to attend?
- Also remember to bring the cash box!… this has been more than one treasurer's fatal error.
Invoices
When using external companies we require an invoice in order to get the SU to pay any money out. Write the address of the company on the relevant form and the SU will post the money out to them.
So why would anyone want to be treasurer??
If all of the above sounds a little dry you've missed the subtle benefit of being treasurer… you are involved in absolutely every element of the society. Directors can't spend money you don't give them, shows wouldn't happen if you don't keep a close eye on the finances. Being treasurer is a fantastic way to gain knowledge of all elements of putting on a show and to get an insight into how the Students union works… plus you get to pay the bill at the Willow and who could wish for more than that!