The following information is a guide to help you with the running of a Sports Club or Society. For additional/ more detailed information please contact a member of the UBU Finance team.
UNDERSTANDING YOUR ACCOUNTS
Every Sports and Society have a unique 4-digit account code, for example the Baking Society is 0813.
There are 2 types of reimbursement forms - Student Reimbursement and External reimbursement.
Sports clubs have 2 extra digits to their code for competitions, for student reimbursement it is 14 at the end and for external reimbursement it is 03 at the beginning.
Understanding your Transaction Listings
Your unique Account No, Cost Centre (CC) and Department (DP) together with your Activity/Club name are detailed at the top of the page.
All your transactions are listed below. Debits represent payments out of your account and credits represent income into your account. The balance represents the total income less the total expenditure. If this figure is a minus, then the account is in credit. A positive balance indicates the account is overdrawn and you will be expected to take steps to get the account back into credit.
Accessing the Funds in your Account
Funds can only be accessed by following the process outlined below.
For the purchase of goods and services you should complete a Payment Request Form (see forms) and have it authorised by your Activity/Club executives. The authorised form then goes to the Student Engagement Team who presents them at the weekly Finance Meeting for approval.
Wherever possible you should use UBU approved suppliers. These are trusted organisations who have a long track record of providing quality products on favourable credit terms and provide excellent delivery and after sales services. To access the policy and the list of approved suppliers.
We recognise that there may be times when goods are required from Non-approved Suppliers. In such cases we would ask you to fill out the relevant Payment Request Form detailing on the back of the form your reason for wanting to use an alternative supplier. Your request will then be discussed at the weekly Finance Meeting.
Paying monies into an Account
There will be times when members wish to deposit monies into their accounts to pay for clothing or attendance at an event.
There may be occasions when an external organisation or company agrees to provide a financial incentive to a club or activity group in return for the fulfilment of certain obligations.
Example: A local bar or restaurant may agree to pay an annual fee to the Men’s Football team. In return the team will be expected to hold a number of their social evenings/ end of year event in the bar or restaurant.
If Sport clubs and Activity Groups wish to set up sponsorships with external organisations and companies, they must complete both a Sposonship contract and Invoice Request Form and submit them for checking and approval to the Student Engagement Team.
They will pass it to UBU finance for authorisation. UBU Finance will then raise an official invoice and send it to the Sponsor. Once payment has been received the funds will be transferred into the club’s private account.
Sponsorship Guide Sponsorship Agreement Form
Approved suppliers
UBU has a list of suppliers which we have approved for any department/sport/activity to use. These companies which we will pay by card, BACS or have a credit account set up with. If you can, you should use one of the approved suppliers and submit a payment request form, so UBU can pay directly from the account to the company.
Finance Forms
These forms should be used for paying external suppliers and must be accompanied by supporting documentation such as an order or an invoice. UBU will order and pay for these authorised requests on behalf of the Club/Activity. UBU actively dissuades students from using their own money to obtain goods/services over £50.
Sports payment student reimbursement request form
Sports payment external reimbursement request form
Activities payment student reimbursement request form
Activities payment external reimbursement request form
For further information speak to staff in the Engagement Team