Society Finances

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Society Finances

Article created 4 years ago

Updated about 2 months ago

Finance

Financial Forms

VAT

Everything you need to manage your society's finances and make payments!

All societies have a finance account with the Guild. This means all financial processes will go through us - first they are approved by us (the Activities Team) and, once approved, they are processed and sent for payment by the Guild's Finance Team. Once processed by Finance, payment takes 3-5 working days.

Confused? If you need some help figuring out what financial processes to use or are unsure about something, please email your query to us at activities@exeterguild.com!

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Your Society Finance Account

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View Your Society's Balance

Where do I view my society's balance?Societies can view their balances through the platform Access Workspace. You can log in to your Access Workspace...

Budgeting

What is budgeting?Budgeting is a technique for estimating the amount of income and expenditure is needed for an event, project or product. It can be u...

Overview of Financial In/Out Processes

This is a list of the processes which can be used to move money in and out of your society's accounts. Money in refers to moving money into your...

Expense Reimbursement Process (Society Members)

PLEASE NOTE: For any expenses over £100, we recommend using one of our other repayment methods in order to avoid individual students spending large am...

Expense Reimbursement Process (Non-Society Members)

Purpose: Reimbursing non-members (who are students) for society purchases.Note: This cannot be used to pay individuals, e.g. reimbursing guest speaker...

Expense Reimbursement (Non-students)

Purpose: Reimbursing individuals who are not students of the university. For example, reimbursing for a guest speaker's travel and accommodationT...

Refunds - Refunding events, stash and memberships

There are various situations where you may need to refund students. This could include: Refunding an event or stash e.g. if it is cancelled ...

Invoices: Paying a Company/Organisation/Individual

Purpose: Paying an external organisation/company/individualAn invoice in simple terms is a list of goods sent or services provided with a stateme...

Purchase Order (PO) Number Request

Requesting a purchase order Sometimes a company will ask you for a purchase order number instead of providing an invoice. A purchase order number (...

Internal Transfer Form: Paying other Societies

Purpose: Sending money to another society Form: Internal Transfer FormTime to process: 3-5 working days.Steps:Locate Internal Transfer form in knowle...

Financial Disclaimer Request Form

Purpose: An advance from your society funds to pay for society activity Form: Financial Disclaimer RequestTime to process: 3-5 working days. Steps:...

Invoice Request Form: Receiving Money from a Company or Sponsor

Purpose: If an external organisation wants to pay the society as part of a sponsorship agreement. Form: Invoice Request FormTime to process: 3-5 work...

Charity Donation Request Form

Purpose: Requesting the transfer of charitable donations from your society account to the charity they were raised forForm: Reimbursement Re...

Invoice Request Form

Purpose: If an external organisation wants to pay the society (this includes a society collecting money as part of a sponsorship agreement)Form: ...

Card Machine/ Card Reader Request Form

Purpose: Taking payments for event tickets or donations via card machine Form: Request formTime to process: 5 working days Steps:Complete the...

Bank Transfer into your Society Account

Purpose: Transferring money into your society account Form: n/a Time to process: 3-5 working days Steps: Email activities@exeterguild.com stating...

Donation to your Society

Purpose: If an individual wishes to make a donation to the society Form: n/aTime to process: 3-5 working daysSteps:1. Email activities@exeterguil...

Credit Card Request

Purpose: Paying for a large expense online or over the phone Form: n/aTime to process: 3-5 working days. Steps: Email activities@exeterguild....

Claiming Money back with Vouchers

Purpose: it is important to note that you can not claim expenses for your society if you have spent through the use of vouchers.Steps:1. If unsure of...

Glossary of Finance Terms

Balance - An account balance is the total amount of money available in a financial account after all the debits and credits have been calculated. So m...

Need Help?

If you can't find the answers you're looking for in any of our articles, you can get in touch with us by using our help system.

If you are a committee member, you should use the Help and Support solution in the committee portal or alternatively contact us via email at activities@exeterguild.com.

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