Embedded Files
Question:
How can I access the Club Finance Portal?
Answer:
View the 'Finance Portal' section on the Committee Zone for step-by-step guidance.
Question:
How do we contact the Finance Team?
Answer:
You can find the contact details on Financial Support tab.
Question:
Who can upload a finance request?
Answer:
Any club member can upload a finance request through the portal - however, only Club President & Treasurer will have access to approve these requests.
Question:
What is the process for a finance request being approved?
Answer:
Someone within the club uploads a finance request. Committee Member (President or Treasurer) needs to approve the request. Once approved at committee level, staff will ensure all the details are correct and approve (we usually check weekly on a Thursday afternoon). The request will then be sent to the finance team. Finance process the payment on the following Tuesday.
Example: Club member uploads request on Monday. Committee member approves on Tuesday. Staff approve on Thursday PM. The following week, on the Tuesday, finance team process the payment.
Question:
How long does it take for a finance request to be approved and paid?
Answer:
Staff will approve finance requests on a Thursday PM - the finance team will then process the payments on the Tuesday of the following week.
Question:
Who can upload a finance request?
Answer:
Any club member can upload a finance request through the portal - however, only Club President & Treasurer will have access to approve these requests.
Question:
What does the Development Fund & Team Hallam accounts mean on the portal?
Answer:
You are only responsible for the Club Account figure. Please ignore the Development Fund & Team Hallam accounts. These accounts are purely for staff knowledge. The system does not allow us to hide these figures - but they are not relevant for students - do not worry about these.
Question:
How do we know if our club is in deficit?
Answer:
Please be really careful to ensure your club does not go into deficit figures. We are working with the finance team to rectify some historic neglect with certain individual accounts.
You will be able to see if your club account is in deficit as there will be a minus '-' symbol next to the figure.
Example provided on the left. Please do contact the Club Sport Team if you are unsure or need support with deficit accounts.
Question:
If we are reimbursing someone for fuel how do we do this?
Answer:
Upload a finance request as normal. As part of the request include a screenshot of either AA Maps or Google Maps showing the distance you have travelled (post code to post code) showing the mileage. All mileage claims are paid at 25p per mile - unless otherwise agreed by staff before your journey.
On the left is an example. From SHU Collegiate Campus to Leeds Becket University Headingly Campus, we have provided the full address of both the start and end points. The journey is 45.1 miles (one way) so times this by 2 and the total journey distance is 90.2 (there and back).
90.2 (miles) x 0.25 (fuel reimbursement value) = £22.55
For this journey £22.55 should be requested on the finance system alongside the supporting documents (maps) and a description of why the journey was needed i.e. BUCS Fixture or Event.
Question:
Is it true that once a transaction is pending (even if not approved) this will still affect the Club Account balance?
Answer:
Yes. As soon as someone uploads a finance request, this will be subtracted from your club account total, even if the request has not been approved by either committee or staff.
Question:
Our sponsors have given us cash, what can we do?
Answer:
Committee Members should not handle cash under any circumstances. If for whatever reason you are given cash as part of your sponsorship agreements or by any other means, please contact the Club Sport Team and/or follow the guidance provided on the 'Product Upload' tab on the committee zone.
Question:
Club Members have purchased a product on our Team Hallam Club Page but our Club Account money isn't changing - why is this?
Answer:
The Finance Team have to approve all in-bound payments. When someone purchases an item via the Team Hallam Club Page it will not immediately reflect in the Club Account. Please allow a 2-week grace period for the Club Account to be reflective of the in-bound payments.
In-bound sponsorship payments also have to be approved via the Finance Team before appearing in your club accounts.
You can request an up to date and accurate record of accounts by contacting the finance team directly - contact details for the Finance Team can be found on the Financial Support tab.
Question:
How do we submit an invoice to collect our sponsorship money?
Answer:
Click on the 'Invoice & Sponsorship' tab under the finance section. You will see a step-by-step guide of the process.
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