Are you a Sports Club Treasurer ? Please ensure you have been on the managing your money course
Copies of the forms are available from the Warwick Sport Office, SU Finance office and online at the Warwick Sport website (below).
Before Submitting any forms please ensure you have done the following:
- Check the balance of the account you wish to use and make sure there a sufficient funds to meet the request
- Supported by documentation detailing the amount of the request i.e. invoice, receipt, quote, booking form
- Signed (or emailed to club treasurer) by the requistioner (person making the request) with full contact details
- Authorised by a the Club Treasurer or President (who will add account details). This can be done via email to email@example.com but must come from the club Treasurer/President's Warwick email account or signed and handed into the Warwick Sport office
ALL FINANCE FORMS MUST BE AUTHORISED BY CLUB TREASURER/PRESIDENT, WARWICK SPORT ADMIN AND THEN PROCESSED BY SU FINANCE.
Money Request Form
If you want reimbursement for expenditure, or need to pay an external company, this is the form to use.
Other than for reimbursement of mileage costs, all forms must be accompanied by relevant receipts or supporting documentation.If the form is unsuitable for processing the form will either be kept in the Warwick Sport Office and queried or passed back for the club exec to resubmit.
Purchase Order Form
If you want to order any goods or services, you must use the Union's ordering system. You need to attach a quotation from the company of your order
An invoice is not a quotation, and requires payment.
Please ensure when you submit the order form make sure the companies details (address, telephone/fax number, email) are on it.
Once authorised is a binding contract between you and the company and commits your club to the order.
PLEASE CHECK WITH THE SUPPLIER THEY ARE HAPPY WITH A PURCHASE ORDER FIRST
Sales Invoice Requisition
If you are receiving money from a company for sponsorship, goods or any other services and want the money paid directly into your accounts, this is the form to use.
This is basically your club invoicing another organisation for goods/services you have delivered to them or if they are paying money to you for sponsorship. So if a company asks you for an official invoice please complete this form.
YOU MUST ATTACH A SIGNED COPY OF THE SPONSORSHIP AGREEMENT.
Internal Transfer Form
If you want to transfer money from one account to another, this is the form to use. Please note you cannot transfer grant money into your own money accounts as the money has been set aside for specific expenditure.
Other Useful Info …
Using the SU Credit Card - If you want to order goods/services from the internet or phone you can do so using the student union credit card – you will need to get the money request form authorised as usual by Warwick Sport Staff (in the way of a signature) but you will also have to liase with the staff in SU finance department. This will mean you going to see them in person to make the transaction online. If you plan to book flights using the card, you must go in the morning, and you must have submitted and had authorised your clubs tour planning pack.
Cash & Cheques Received – all cash coming into clubs must be paid into the SU Finance Office IMMEDIATELY, where it will be credited to your account (you must specify which). If paying in cheques please make sure the are payable to WSU, and write in pen the account number on the reverse of the cheque. Remember to keep the receipt.
Queries on your Accounts - Should you have any queries concerning any transactions on your account please in the first instance contact the Warwick Sport Office.
Deposit Cheques - There maybe instances when a company my ask you for a deposit cheque, for example a damage deposit, as normal please submit a money request detailing it is a deposit cheque and get some kind of paperwork that realtes to the cheque equest. This will then as any other cheque go in your transaction history and will look as it is a payment even if the cheque has not been cashed. After the deposit cheque is no longer required please ensure you get the cheque voided (ie Sent back to you or Destroyed) - please contact the Warwick Sport Office provide the ref number and we will ensure the cheque is voided and the correct balance is displayed on screen in your accounts.