Budget Pack 2012 13

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					                   BUDGET
                    PACK

           2012/2013
Name of
Club/Society:…………………………………

Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
PLEASE READ THESE PAGES THOROUGHLY BEFORE COMPLETING THE
FORM

Introduction

This budget pack is what is used to decide your club’s budget for next year so please
complete it together with your incoming committee to the best of your ability and
ensure that all the information and figures are correct.

Budget is allocated to clubs and societies based on expenditure for the current year and
necessary expansion for the next year, based on development plans and ability to fully
collaborate with the Students’ Union. Further to your budget you will receive income
from charging membership fees, and potentially tier fees. The Students’ Union will also
support clubs and societies in quest to gain sponsorship and submit applications to the
Annual Giving Fund.

HOW TO GUIDE

Please make sure you read the information at the beginning of each section detailing
how to fill the section out correctly carefully.

Part 1 of the pack contains a summary table for the income and expenditure for this
year in total for the club or society. This is what you have spent THIS YEAR, not your
predictions for next year. This year you are required to specify which account the
money has come from so please work your way through this part carefully. You can
then use this to help you fill out part 2.

Part 2 is the PREDICTED EXPENDITURE FOR 2011/2012. The tables are laid out as in last
years pack but with a few alterations. Please be detailed in your tables, so that we can
see what you need and how much the items are. If fees or coaches are going up in cost,
then please indicate this here for each section.

Once Part 2 is finished, then the 4 tables on the first page can be filled and signed. Once
this is done, please hand the pack in to the Student Activities Department, paper copy
or electronic copy, no later than 15/06/12




Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
ACCOUNTS:

The majority of you will have 3 accounts; Theoric, Social, Transport (production or
reserve)

Theoric deals with the club’s or society’s CORE activities.
Social is for everything else; kit, t-shirts, trips and tours.
Transport account deals with costs incurred for you to travel to training, games and
competitions (usually only Clubs have this account).

The Theoric account is the account that has the budget and gets restarted at the
beginning of every August. The social account is a “roll-over” account, which keeps its
debt or credit throughout the summer into the new academic year.

The Transport account for clubs is so we can manage your account more efficiently,
splitting this account from your theoric allows us to see the breakdown of expenditure
more easily. Transport reimbursement: It is the treasures discretion as to how your club
or society reimbursement its members for petrol costs. Below are some examples:

Maximum 40p per mile
Minimum 20p per mile
Driver fills up the petrol tank before travel and fills up the petrol tank after the travel the
club then reimburses the member for the second petrol receipt.

This budget form is the primary source of information for deciding the grant for your
Theoric account, so the more information you include the better

Therefore, when predicting next year’s expenditure in this pack, please do not include
any social activities unless otherwise stated.

To work out exact expenditure and income you will need a print out of your accounts,
print outs are available at any point throughout the year from the Student Activities
Office. If you have any problems understanding any sections of this pack please.

Feel free to provide explanations about any abnormal figures recorded on this form. In
addition make sure you bring up any points of clarification in the budget meeting in the
last week of term.

If you feel that a section on the form does not apply to you, leave it blank.




Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
CONTENTS:

Part 1
This consists of a summary table of the following expenses:

Matches – Clubs Only
Please include details of any other competitions you take part in, in the friendly fixtures
section. This includes BUCS individuals.

Training – Clubs only
Training Fees – Please ensure that these are collected and write the amount being
charged per person for each lesson.
Coaching Fees – Please write the name and telephone number of the coach, how many
you have, and the cost per session.

Classes – Societies Only
Classes Fees – Please ensure that these are collected and write the amount being
charged per person for each lesson.
Instructor Fees – Please write the name and telephone number of the Instructor, how
many you have, and the cost per session.

Productions – Societies Only
Please include all the equipment, travelling costs and hire costs and leave them out of
the equipment section. Do not repeat yourselves later on.

Equipment – Clubs and Societies
This should include all equipment costs, buying and hiring from the year 2011/2012
except for production equipment for the societies.

Affiliation, Insurance & Competition Entry – Clubs and Societies
Insurance – Please include the cost of National Governing Body Insurance from this
year.
Affiliation – Please include all outside companies or governing bodies that you may be
affiliated to.
Competition Entry – Please include the cost of entering teams into BUCS and ULU and
any other National Competition.

Other Expenses – Please include any expenses that have not been mentioned so far, i.e.
sports specific expenses

Income
Membership – Please Use figures from Freshers’ Fayre 2011


Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
Fundraising for Performances – Performing Arts Societies Only

Sponsorship
Please include from whom, for what and how much?

Part 2
Predicted Expenditure

Please ensure that predicted expenditure is realistic, and those 2011/2012 figures are
used to estimate the predictions. There is no point stating that you are going to do 6
trips if you know there will only be 4. In addition major changes from the 2011/2012
year must be clearly justified.
Also, you should ensure that the incoming committee are fully involved in writing this
section. There is no point completing the form with information that does not reflect
the intention of the incoming committee, or committing them to activities that they do
not want run. There must be a full consultation process.
For clubs, section 1 has BUCS and ULU games missing as we assume that the number of
matches will not change for next year, or will be similar. However, please indicate if you
are entering ULU or BUCS.




Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
                    Budget Form – Application for Theoric Account 2012/2013

                    PLEASE FILL THIS PAGE OUT AFTER YOU HAVE COMPLETED THE REST OF THE PACK.


         Theoric Budget given for 11/12:


                                 Treasurer                   Incoming President      Incoming Treasurer
Completed By
Name
Contact Number
Signature



                                    2011/2012                                                  2012/2013
Total Expenditure                                        Predicted Expenditure

Total Income                                             Predicted Income
Balance (Income – Ex) = …)                               Balance (In – Ex ) =




                             Requested Budget for
                                                         £
                                 2012/2013




         Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
                                        PART 1

This section should be filled out using your club’s account printouts. It is a summary of
your club’s expenditure and income from the passed year.

A. Expenditure from 2011/2012

Please complete table 1a which is a summary of your expenditure from this year, it
consist of four columns in which you must state how much money you have spent in
total and where that money has come from.

Travel - Please remember that although most travel costs come out of the transport
account. Expenses for driver’s etc do not and must come out of your other accounts.

The ‘Account’ column is for you to indicate which account the money for this came
from. If the cost was split over different accounts please indicate how much came from
which account. You can use the following abbreviations for each account.

                 Social (S)     Theoric (Th)   Transport (Tr) Union (U)


Comments – This column is for you to explain/justify costs or why the money came from
which account if you feel you need to. Please indicate here if the money used was from
sponsors.

Trip expenses – This is for MACS expeditions only

Please complete the table including all other expenses such as printing, photocopying,
phone calls and faxes etc.




Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
   Table 1a. Expenditure 11/12

                      Amount                   Account
    Expense                                                                Comments
                      spent (£)    (Social/Theoric/Transport/BUCS)


   e.g Travel            500               (Th) 100/ (U) 400          2 weekly trips for 3hrs



    Travel**


Referees/Umpires

 Coaching Costs


   Equipment


 Insurance costs

 Affiliation fees


Competition Entry


  Trip expenses

     Other:




   Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
B. Income from 2011/2012

The following table is for you to summarize your income from this year.

The ‘Account’ column is for you to indicate which account the money was paid into. If
the money was split over different accounts please indicate how much went into which
account. You can use the following abbreviations for each account.

          Social (S)     Theoric (Th)          Charity (C)            Union (U)

Membership income should be calculated in the following way:

(no of members X membership fee) = total income from membership

The membership fee for all clubs this year was £10 and for societies £7. This money was
split 1/3 to your Theoric account and 2/3 to your Social account.

Tier Fees include all training fees and match fees charged to your members. In the
comments section include how much your tier fees are per person.

Fundraising: Please only include profits or losses overall for the year in the amount
generated column, you can detail how many projects you have completed in the
comments column if you wish.

Please include other projects which have generated income if any.




Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
Table 1b. Income 11/12

     Income          Amount
                                       Account                     Comments
   generation       generated


  Membership




    Tier fees




  Fundraising




  Sponsorship




Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
      Part 2: NEXT YEAR
      This section is for your predict your expenditure for the coming year

      Section 1: Matches/ Training

      Are you entering BUCS next year?
      If so, how many teams…………….

      Are you entering ULU next year?
      If so, how many teams……………

      1A: Travel expenses

      Please note that drivers, minibus hire and petrol will come out of your clubs transport
      account. BUCS individual and team events may be subsidized via union.
      The comments column is for you to justify your estimate in a clear concise manner.




Please provide all costs for next year for               Account
                                                                               Comments
        transport to TRAINING                            charged

      Estimate Minibus Hire Costs            £


         Estimated Drivers Fees              £


         Estimated Petrol Costs              £

                                 TOTAL
         to come from Transport account
                                 TOTAL
           to come from Theoric account




      Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
Please provide all costs for next year for
transport to MATCHES/COMPETITIONS




                                                         Account
                                                                                    Comments
                                                         charged




      Estimate Minibus Hire Costs            £


         Estimated Drivers Fees              £


         Estimated Petrol Costs              £

                                 TOTAL
         to come from Transport account
                                 TOTAL
           to come from Theoric account



      Other estimated travel expenses .i.e. train travel to matches, competitions

                                                         Reason for
                                                                          Estimated        Account
                      Mode of transport                      travel
                                                                           cost (£)        Charged
                                                         (i.e. match)




      Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
                   TOTAL Transport charged to Union
                            TRANSPORT ACCOUNT                £

                    TOTAL Transport charged to CLUB
                                                             £



     1B.Referees / Umpires

Please estimate the total cost for officials next year                           Office Use Only
(1 team per line):




                                                             TOTAL


     1C: Coach Fees (if applicable)


If you are intending to have a coach how much will you expect to pay them?   £


                    No. of Hours per           No of hours per term          Total Cost   Office Use
   Coach                 week             Autumn Spring Summer                               Only




     Other expenses i.e. Travel expenses for coaches

 Description of expense                     Estimated Cost                   Office Use Only




     Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
Section 2: Equipment

2A: Equipment

Please provide details of Equipment and Maintenance you intend to purchase
during 2012/2013                                                             Office Use Only
ITEM                                                                COST




                                                             TOTAL




Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
Section 3:
Insurance, Affiliation, Competition Entry and Other

3A: Insurance

Please indicate insurance costs and reasons:                              £
                                                                                      Office Use Only




3B: Affiliations

Please estimate affiliation costs with reasons:                           £
                                                                                      Office Use Only




3C: Competition Entry


                   Please estimate cost for competition entry next year                    Office Use
                                                                                              Only
                                                         Individual
                Competition                    Cost                           Remainder
                                                        Contribution




                                  Total




3D: Other Expenses


          Please estimate the cost of any other expenses for 2012/2013                Office Use Only
                                 ITEM                                         COST



Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
                                        TOTAL

          Section 4: Trips
          MACS ONLY

          4A: Estimated Trip Costs

       Trip       Accommodation           Food         Transport       Activity/Instruction   Total




         Totals


          4B: Estimated Trip Income

Trip                         Number of People          Charge per person          Total




          Deposits paid for trips on 2011-2012 =




          Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
     Section 5: Income
     5A: Membership

     Please Estimate membership figures for 2012/2013
         No. of       Membership                      Amount to          Amount to
                                     Total Income                                    Office Use Only
        Members          Fee                           Theoric             Social



     5B: Yearly training fees (Tier System)

       No. of                       Total      Office Use
                     Tier Fee
      Members                      Income         Only



     5C: Fundraising Projects for Theoric Account

Please provide information about fundraising projects you intend to run next     Office Use Only
year.
    Project         Purpose                                 Anticipated Income
                               Anticipated Expenditure
                   for Funds                                    for Theoric




                                                    TOTAL

     Section 6: Sponsorship

     Please indicate if you are intending to find sponsorship for 2012/2013      Office Use Only
         Amount to raise             £
        Purpose for Funds

Method of obtaining Sponsorship


       Potential Sponsors




     Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk
                                   Budgets FAQ Clubs

Referees and Officials
The normal rate of pay for qualified officials is between £20 and £25 per match (you
only need to pay officials when it is you are playing at home)

Transport

Minibus Hire (9 Seaters)
½ day minibus hire = £45 (fee does not include insurance, driver or petrol)
Full day minibus hire = £60 (fee does not include insurance, driver or petrol)
15 Seater Full day minibus hire = £70 (fee does not include insurance, driver or petrol)
Per hour minibus hire = £12 (fee does not include insurance, driver or petrol)
Weekend minibus hire = £120 (fee does not include insurance driver or petrol)

Drivers Fee
If you require a driver for your minibus please be aware that there will be a charge of
approximately £7 an hour. However within your club you should have a qualified
volunteer driver who is not entitled to payment.

Petrol
When finished using the minibus you must fill it up with Petrol. This payment can then
be claimed back from your accounts. Please take petrol into consideration.

Affiliation
Please be aware that many of you also need to pay affiliation fees to you national
governing body this is approximately £200.

Tier Fees
Tier fees are a one off bulk payment which can be used to contribute to wards ref fees,
coaching and transport. Any club affected by tier fees will have there allocated tier fee
communicated to them within the budget pack.

Membership Fees
Membership fees should be collected from each of your members at the beginning of
each year. For clubs the membership fee will now be £10. For societies membership will
be £7. The fees collected will then be paid into your accounts and split two thirds into
your social account and one third into your theoric.

Sponsorship
All sponsorship has to be cleared by the Student Activities office so it can be approved
and we can invoice the sponsor. Any company/venue which is deemed to be in direct
competition will not be agreed. See Sponsorship Policy for full details.
You are not allowed to get sponsorship from estate agencies, nightclubs, or gyms.


Andrew Steadman Student Activities Manager: Andrew@su.rhul.ac.uk

				
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