The Treasurer’s job is to manage the society’s finances in conjunction with the Chair. You are taking responsibility for the proper spending of and accounting for students’ money, and it is an important job. However it should not be daunting – just use common sense and ask in the CSC if you are unsure of anything.
The Treasurer is also a member of the Central Societies Committee, so this means that you must attend each CSC Term General Meeting on behalf of your society. At these meetings you will learn about the decisions made by the Executive committee, you will vote on issues affecting societies in Trinity and you will be able to voice any concerns your society might have.
The Role of the Treasurer: Ensure that the society’s monies are being properly managed and recorded. You should ensure that there are adequate funds in the bank account to meet any payments you are making by cheque. You are responsible for applying for grants, and for claiming the grant. You must also keep all receipts and record all transactions on the online system.
• You must have a receipt for all monies spent – All money claimed from the CSC will be on a receipt only basis. Receipts will not be accepted after accounts close on 31st August.
• Usually payments/reimbursements from the CSC will be made directly to the society bank account.
• All monies received by the society (cheques, cash, etc) should be lodged to the society bank account. Membership income MUST be lodged to the account and identified as such.
• All payments should be made using cheque – in some circumstances, Lucy in the CSC can make payments on your behalf. You should avoid using cash.
• Each accounting period begins on the 1st March of each year and runs to the end of February of the next year.
• It doesn’t matter whether you have 100 members or a 1000 – your grant will be based on the proposed activity of the society and not on how many members you have.
• The CSC will not tend to fund events that are self-financing or that are nor furthering the aims of the society. E.g. parties; balls; table quizzes, etc.
As Treasurer, you have the responsibility of keeping all the financial records throughout the year and for submitting the end-of- year society accounts. The financial year runs from the 1st March of one year to the end of February of the following year. This is in the middle of Hilary Term so it is important that you are aware of all the transactions carried out by the previous treasurer. It is always a good idea to contact the previous Treasurer as quickly as possible to discuss what monies came in/out during their term. During your term you should be entering your society transactions into the system as you go along.
• To access the accounting system, go to www.cscgrants.com – each soc has a login username and password.
• Go to the Society Accounts section. There is a section outgoings and income, and one for submitting the accounts at the end of the year.
• Enter all the transactions you make – income (membership, grants, donations, etc.) goes into the fields on the ‘income’ page, and expenditure – both cash and cheques should be entered in the ‘outgoings’ page.
Your completed accounts SHOULD be submitted by the 30th of June, but if they are not submitted by the 31 st August, then the society accounts will automatically be deemed unsatisfactory.
It’s important to know that if a society is deemed to have unsatisfactory accounts for two consecutive years, its recognition automatically lapses. If you run into any difficulties or need some advice, please speak to Lucy or the CSC treasurer
Applying for a Grant from the CSC
Each Michaelmas Term, societies submit an online grant application outlining what it plans to spend in the coming year. Officer training will be provided on the 1 st October so that everyone is aware of the grant process. Please consult the Grants Policy Document before completing the application.
What is the Society Grant?
• It is the funding that the CSC makes available to each society each year so that the Committee can carry out the society’s main objectives.
• It is awarded annually and apart from the Reception Grant is not dependent on society membership numbers.
• The funding decision is based on the classification and proposed activity of the society.
Include as much detail as possible in your app, but if things arise later in the year that you did not include in the form you can apply via the supplementary grant application. For more information on what you can apply for or how to fill out the application please speak to the CSC Treasurer or to Lucy.
What does the CSC fund and what are the granting headings?
Basic Running Costs: The Executive will base its allocation primarily on a society’s general level of activity. Money granted under this heading is intended to fund things like printing costs, webhosting, stationery, non-alcoholic refreshments for weekly meetings, etc. The CSC will not, however, fund web or graphic design. The maximum grant is €635.
Speakers’ Expenses: CSC will cover entertainment, travel and accommodation expenses for speakers, at rates which will be specified in the current Grants Policy Document. The grant allowed for entertainment will be adequate to allow for a committee member to dine with the guest. Receipts should have printed clearly on the reverse the names of all those attending for whom money is being claimed and should be signed by the guest.
Note: When filling out the grant application, you should state how many speakers you plan to have during the year, and how many are actually confirmed.
Society Receptions: Reception expenses may also be provided but only where the reception is open and free to all members of the society and the meeting has been well publicised. In order to satisfy this requirement, the meeting must be published on the CSC website. The amount of money granted under this heading is based strictly upon the number of members a society has, so it is important that that number is entered in the appropriate place in the online form.
Society classes/workshops: Societies wishing to hold classes or instruction sessions which are relevant to the aims of the society may have the expenses involved defrayed by the CSC. Details of all costs and admission charges will be required. A society will not normally be permitted to pay students or staff of the college for providing instruction. The CSC will normally provide funding on a profit-and- loss basis – so you need to indicate clearly how much the instructor is being paid per class; give a best guess of how many members will attend the class; and indicate how much each member will pay. If you need particular materials for classes, you should complete the appropriate section on the form, giving details of what materials are required and how much they will cost.
Note – In order to qualify for funding, it is necessary for a society to adequately publicise events and meetings.
Hire of items, and purchase of one-off materials:Where a society buys one-off materials or hires articles for short-term use, the cost of hiring or purchasing these may be subsidised. A detailed breakdown must be submitted of what items are required and to what purpose they are to be put.
Purchase of Equipment & Capital Items: When a Society needs to purchase specialist equipment or other expensive items necessary for its continued existence, an application should be made in a similar form to ‘Materials’ above, including details of what security arrangements are intended to safeguard the items.
Competition Entry Fees: Where a society wishes to enter an individual or team in a competition which is of direct interest to the aims of the society, the entry fees may be subsidised by the CSC.
Affiliation Fees: Affiliation fees to external organisations may be granted. Details of the body to which the society wishes to be affiliated and the benefits accrued must be presented. CSC will fund for branch or group affiliation only and not individual members.
Society Travel: Societies should be sure to differentiate between society trips, and sending delegates to conferences, and fill in the appropriate section in the online form accordingly. Society officers should especially note the stipulations regarding travel in the Grants Policy Document and that there is a finite budget. Applications for travel will be considered and awarded on a first-come, first-served basis.
Field Trip travel will only be granted to a Society every second year. Societies are reminded that any travel must be for bona fide purposes to further the aims of the society and that only those trips agreed beforehand will be funded. The trip should be open to all and only paid-up members of the society. Only capitated students who are fully paid-up members of the society will be subsidised.
• A list of those who are to travel must be given to the CSC prior to the trip. This list is to be submitted online and will contain the following details: name of member travelling; College ID; society membership number; name of next of kin and contact details for next of kin. If this list is not with the CSC prior to the trip no grant will be issued.
• It is recommended that all those taking part in the trip sign the CSC’s code of conduct for society travel (available from Emma).
- An itinerary of the proposed trip must be submitted with the grant application. (Societies are advised to allow at least one term-time week for the processing of such applications.) In order to conserve resources the Executive may limit the number of persons that will receive a subsidy. Any cancellation fees incurred by the society will not be subsidised by the CSC.
- A report on the trip must be submitted to CSC within 3 weeks of its taking place. Any Society which fails to submit this report will not be considered for a Travel Grant for the following two financial years. The Executive has determined that when necessary, checks will be made to ensure that the itinerary as presented, has been fully undertaken.
NB: those travelling on society trips will not have personal accident cover or travel insurance. Third party bodily injury or property damage insurance may be provided on a case by case basis on consultation with the CSC.
Lending Library Expenses: Where a society currently operates a library, funding may be provided to purchase books, dvds, cds, periodicals and/or sheet music. Only societies that already operate efficient libraries will normally be funded and the secretary of the CSC will inspect its lending procedures before the grant will be released.
Other: A society may apply for subsidy for anything not covered above, provided it is demonstrated that the purpose is to further the aims of the society. Very detailed information is required in order to allow the fair consideration of such an application. Applications under this heading will be considered on their individual merits. Please contact the CSC Treasurer for guidance.
Can our budgetary limit be raised? Yes. If you claim everything in your grant but still have more speakers confirmed or more projects to do, you may come back to the CSC and request that the budgetary limit be raised. This is done by speaking to the CSC Treasurer and completing a supplementary grant application online.