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Treasurer best practice & Grants101

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The information on this page is taken from the presentation for club members at the Clubs Lunch & Learn #2.

Resources:

  • Financial Management Basics
  • Club Grant Guidelines 2022
  • Minor Grant Application 2022
  • Major Grant Application 2022
  • 2022 Grants Tracker
  • 2022 Budget Template

The Treasurer

The Treasurer oversees the Club’s financial affairs. They must maintain financial records and take responsibility for the Club’s bank account and cash box. This role suits people who are honest, thorough and have a strong understanding of financial literacy.

Duties of the Treasurer include:

  • A strong understanding of the Clubs financial policy
  • Preparing and applying for Grants with YouX
  • Maintaining up-to-date financial records, including an annual budget to be presented at the AGM

Regular tasks

  • Coordinate, prepare and monitor a budget
  • Manage incoming and outgoing invoices and accounts in a timely manner
  • Ensure any payments or reimbursements are following club protocol (usually a motion in a meeting to approve)
  • Ensure thorough and secure record keeping
  • Provide Treasurers Report to YouX when requested, and at SGMs/AGMs

Reporting requirements

  • Full and accurate records of all club purchases and activities should be kept
  • Reimbursements are unable to the done to committee members unless they have a receipt or proof of purchase
  • At the AGM, the Treasurer should provide a full report to the committee of the year in finances

Grants

All registered YouX Clubs have access to grant funding. There are six separate categories (that sometimes change – but this needs to be approved by the Clubs Committee)

  • Events & activities: up to $1000
  • Equipment: up to $300
  • Online & subscriptions: up to $500
  • Merchandise & promotions: up to $200
  • Fundraisers: up to $300
  • New Club start-up: up to $150

 

 

Adelaide University Union
North Terrace Campus

Level 4 Hub Central, University of Adelaide
08 8313 5401
Write to Us: youx@adelaide.edu.au

Waite Campus

The Hub, McLeod Building
08 8313 5401
Write to Us: youx@adelaide.edu.au

Roseworthy Campus

Room GO1, College Hall
08 8313 5401
Write to Us: youx@adelaide.edu.au

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