Finance information

Club Bonds

A Club Bond is effectively like a safety deposit. GUSA will hold a pre-determined sum of money on behalf of each club. The bond money is used by GUSA to recoup expenses that have been incurred on behalf of a club throughout the year. E.g. BUCS fines, cancellation costs for facility hire etc.

GUSA hold the funds centrally via the University. If a deduction is to be made, the Finance Administrator will email the Treasurer and the Committee the full bond deduction details with a timescale set to query the deduction. If no response is received within the given timescale or an appeal is unsuccessful, the funds will be deducted directly from the bond.

Contribution to Minibus Maintenance and Insurance

CMI is a scheme in which clubs using minibuses have to make a contribution towards the running costs of the GUSA operated Minibus Service.

Club contributions help GUSA pay for:

Insurance, Breakdown Membership, MOT’s, Maintenance/Repair, Road Tax and New Vehicles (when required)

The amount that an individual club will contribute is determined by their bus usage. This is reviewed annually by the Travel Administrator and the GUSA Travel Convenor. A statement is included in the Treasurers pack and payment must be made by cash or cheque by 31 October.

Failure to do so will result in access to the GUSA Minibus Service being suspended until such times as the debt is cleared. Any queries relating to payments should be directed to the GUSA Finance Convenor in the first instance via email.

The Annual Finance Form

The Annual Finance Form is the document which details clubs level of funding for the academic year.

The current forms are broken down into sections, these are:

Entry Fees, Facility Hire & Referees, Travel, Accommodation, Coaching, Affiliation/Governing Body and Insurance.

Club Treasurers are requested to submit an application by the 2nd Friday in May (this allows for outgoing / incoming committees to work together on the application).

Clubs are encouraged to put as much information as possible onto the initial request as this helps GUSA and club Treasurers to budget for the year ahead.

The GUSA Finance Committee meet during early summer to read through the applications and make decisions on funding levels. You will be notified of funding granted at the beginning of the academic year.

Claiming for Expenses

Clubs are entitled to make purchases/payments up to the value of £50 for items listed on their Annual Finance Form. If a club has sufficient funds in their Bank Account, they are entitled to make payments for any amount.

To claim money back a Claim Form must be completed, printed off, signed and handed into the GUSA Office with all receipts attached (Coaching claim forms must be accompanied with a Coaching Claim Breakdown).

Claims will be dealt with on a weekly basis at the GUSA finance meeting, and if authorised, payment will be made directly into club bank accounts approximately 7 working days from the date of the claim (or the closest Monday to that day).

Purchasing

Purchase Orders are GUSA’s preferred way of purchasing goods and services. (This is in accordance with the University Finance System). A Purchase Order is a legally binding document when signed by the budget holders (in this case GUSA), which means the University is contractually bound to pay the supplier within 30 days (or as close to within the working week) of the suppliers invoice date.

Club Treasurers complete the Purchase Request Forms, which are processed by the Finance Administrator

GUSA also have a University Credit Card (VISA), which can be used upon request. The Purchase Order Request Form should be completed but clubs must stipulate in the “Description / Details of Purchase” field that the supplier has requested credit card payment. Again, this will be authorised at the next GUSA finance meeting and a payment will be made following that.

Equipment

Equipment Replacement Plan

An ERP is a plan that the Club, GUSA and the Club Development Officer have agreed - which will hopefully help the Club make the best use of its existing equipment and encourage the renewal of equipment on a regular basis to ensure good quality is maintained.

The plans also help GUSA with advanced financial planning, especially for high value items.

Some clubs do not have any regular equipment requirements so will not have a plan. A copy of your clubs Equipment Replacement Plan is in the Treasurers Information pack.

New plans, changes to an existing plan or renewing plans must be processed and approved by the GUSA Finance Committee. Contact the Club Development Officer in the first instance to discuss your requirements.

Please note that any purchases made prior to receiving GUSA approval are done so at the clubs own financial risk.

Equipment Inventory

Each club must complete an equipment inventory each year, a thorough stock take of all equipment which is owned by the club. The inventory must include all equipment, clothing, training aids, safety equipment and any other items of equipment which the club has in its possession. The inventory must be completed using the proforma on your USB and submitted to the Property Convenor by 31October.

Club Storage Areas

There are a limited number of storage areas at Garscube and the Stevenson Building. These storage areas are for use by clubs who train regularly at one of these facilities, and can be used to safely store large items of equipment needed for training sessions and fixtures. Clubs use storage facilities at their own risk.

For all queries relating to the storage areas, please contact the Club Development Officer.

Club Clothing

There are two sets of club clothing that relate to clubs representing the University of Glasgow.

Competitive clothing (for the sole purpose of playing matches)

• Competitive clothing is purchased, paid for and owned by GUSA and must be accounted for at the end of the academic year.
• Any missing items of clothing will be replaced by GUSA during the summer and the costs will be met by the club at the start of the next academic year.
• Any worn out items will be replaced and paid for by GUSA.
• The club will be consulted on all aspects of competitive clothing, including details like material and design elements.
• All competitive clothing will be black and yellow, and will be managed and monitored as stated in the under the GUSA Kit Policy.

Team Wear

• This covers apparel such as tracksuits, polo shirts, sweatshirts and hooded tops. This will be made available through a generic supplier and can be bought by any member of your club. Team Wear clothing is not subsidised and must be paid for by the individual club members.

For further information regarding apparel please contact the GUSA President.