Each student group has an account when they get ratified: get in! You can use your google account to track your finances as well as send invoices. You can login to these accounts using the format:
On your account, if you go to your Google Drive, you will see a google sheet called Group Name 2019-20. On here, you can see a near live look at how much money you have coming in and going out. The Account Summary tab will show you an overview of what's in your accounts. The income and expenditure tabs show a more detailed breakdown of what money is coming in and going out.
So let's break it down:
- The restricted account is where all membership money is paid into, and is used to cover costs related to the core activities of the group - the bread and butter of what you do. You can transfer funds into this account from other accounts, but funds cannot be moved out unless there is an exceptional circumstance. For example, paying for your coach or instructor, or licence and affiliation costs.
- Your social account is for you to use on everything extra outside of your bread and butter, such as group socials. You can only spend from this account if it is in credit (so have a check!) and don't forget, you can always fundraise to pop some money back in here.
- Your other account can be used in different ways. For sports clubs, the other account is most commonly used as a transport account. Media outlets are most likely to use their other account for compliance costs, whereas societies may use this account for a wide variety of reasons, most likely a flagship event that occurs each year. Want to use your other account for a specific reason or event? Drop us a line and we can help.
- Your grant account holds the money you would've received from Student Group Funding. On the Account Summary tab you will see a table that includes exactly what the funds are for. When you want to spend from this account, make sure it's what it says in the table, then tick the Grant box on the purchase request form.
If you are ever having any issues with your accounts, don't understand them or are looking to be a big spender with an upcoming event, come talk to us. Also just to let you know, your accounts don't stand alone but are looked after by the main Students' Union account. Now don't threat, your money only goes in and out from your Google Sheets, but we do look after your money.
Unsure how to access this?
All passwords have been circulated to Presidents but if you are having any troubles, drop us a message so we can help.