Treasurer and finance

Treasurer    Donations and sponsorship 
Risk assessment & delegated authority    Income 
Funding allocation    VAT 
Forward planning    Insurance 
Management of the budget    End of Year 
Payment of accounts    Contacts 
Payment of contractors     

The establishment of a Treasurer is required for Regions and SIGs and they must be a member. The role discussed here is the voluntary or honorary roles.

Treasurer

  • Overseeing income and expenditure;
  • Overseeing payments, expenses claims, petty cash transactions;
  • Reviewing monthly account management reports;
  • Ensuring initiatives a fully risk assessed and financially viable;
  • Completion (jointly with the Regional or SIG Secretary) of the annual report and forward financial plan;
  • Attending meetings as required (currently one per year);
  • Liaison with HQ Finance and Branches where appropriate.

Risk assessment and delegated authority

We have produced an authorisation form to help regions, branches and SIGs assess any financial risk associated with organising an event, activity or new service undertaking. Download form here.

The sections can be used as a checklist to ensure that all areas of potential risk have been considered fully and any actions taken to mitigate the risks identified.

Delegated authority for the regions, branches and SIGs was granted by Council (09/12/10):

  • Any arrangements for payments for services of contractors and any employment contracts regardless of value must be agreed and countersigned by the Chief Executive or nominated officer;
  • All agreements and contracts (verbal, informal or formal) over £2000 and up to £5000 need to be notified to the CIEH Chief Executive or nominated officer before formal commitment;
  • All agreements and contracts (verbal, informal, or formal) over £5000 need to be agreed and countersigned by the CIEH Chief executive or nominated officer before commitment.

Funding allocation

The overall funding “pot” for the network is determined by the Board of Trustees in December each year as part of budget agreements and is divided between the Regions and SIGs using a simple equation. SIGs are allocated a lump sum and this is separately determined.

The variables in this equation are:

  1. The number of members in the region
  2. The number of CPD hours provided in the previous year by the region*

* This figure aims to reflect the number of CPD hours which have been made available to members over a year i.e.:

Hours of CPD at an event multiplied by the number of Members attending each event

The funding available for Regions in any year will be divided up as follows:

Variable    % of funding pot 
Number of Members   70%
CPD Hours   30%

The final funding allocation is notified to the regions and SIGs in December/January as soon as the CIEH budgets have been approved and all CPD returns have been received.

CIEH require all regions and branches during October to provide details of the CPD activity they have undertaken during the previous year (from 1 October to 30 September) as part of the calculation for the next years budget allocation:

Download the spreadsheet.

Forward planning

As part of an effective management process all regions and SIGs will be asked to complete a business plan which identifies the key activities that they intend to undertake during the year and an estimate of the funds needed to support the activities. This includes any contracts and large events/projects that may need particular consideration as part of the budget.

Business planning 

Management of the budget

Each region and SIG will receive monthly management accounts. This should normally be sufficient to advise the Board for financial tracking. It is the responsibility of the Board to check that all income and expenditure are in line with agreed business plans and priorities and relevant to the work at region, branch or SIG level. Should you need a more detailed ledger listing please contact Andrew Gardner a.gardner@cieh.org

The Treasurer is responsible for overseeing records and documents relevant to the financial management of the region, branch or SIG. The Treasurer is responsible for ensuring that the management board and/or committees consider all relevant financial risks and manage them appropriately and do not commit to expenditure beyond what is available in the budget. As part of this the Treasurer may ask members to supply all relevant documentation to support the accurate recording and justification for the income/expenditure.

Payment of accounts

Other payments shall be made by BACS every two weeks from central finance. If you need a supplier to be paid quickly and by cheque please contact central finance directly.

All Supplier Payment Forms from the region/SIG shall be reviewed and verified by the Treasurer (or Chair) who shall satisfy her/himself that the work, goods or services to which the form relates have been received, carried out, examined and approved and relevant to the business plans and priorities.

Agreed Supplier forms shall be passed to central finance either by post or scanned/ through email.

The region, branch or SIG bank account shall not be overdrawn. If any Treasurer is unable to pay a supplier or has any other financial concerns they must inform central finance immediately for advice and inform the Board that such action has been taken.

Accounting forms  

The templates below are for authorised use only by member volunteers as part of the membership network

Payment of contractors

The payment of contractors shall be approved through the Treasurer in accordance with agreed job contracts and HR arrangements and through completion of the Supplier payment form. Payment to self must be approved and countersigned by another member from the Board. Any personnel/ executive officers recruited (for a one off or longer term period) are done so on a contractor, and not an employee, basis. Standard proforma for the engagement of contractors is available from Sharon Smith, Regional Stakeholder Manager (s.smith@cieh.org).

We do not support the payment of honoraria. All payments made to any person/ member on behalf of the region/SIG must be made through using the contractor agreement/contract process.

Donations and sponsorship

Collections from other charities cannot be put through the accounts. Any payments to any charity in relation to projects or programmes of action will need to be authorised through the Chief Executive.

CIEH welcome sponsorship as a means of alternative income/ cost recovery approaches. Please note the requirements of our policy on sponsorship and promotion of other services/ businesses.

Income

All income received must be recorded with the branch/ region/SIG account code. All relevant documentation collated and kept as a record of the transaction.

A paying in book will be issued to each Branch/Region/SIG. Cheques should be banked promptly. All special unique code on each paying in slip will allow Finance to recognise which Branch/Region/SIG that credit relates to.

The Treasurer needs to inform the Board of any issues or problems with payments or receipt of payments at the earliest opportunity. Further advice must be sought from central Finance at CIEH if necessary.

What happens to other small sundry activities that is not classified as events or seminars?

All cheques and cash collections needs to be banked using the paying in books that will be issued by Finance and individualised to each branch, region and SIG. For payments outside of EML on line events and where payment can only be made via credit/debit card, Finance at HQ will be able to process the payment. Please contact Finance to make arrangements.

All deposits via paying in books will need to be associated with the relevant items on the completed form titled ‘Detail Return of Bank Deposit for Small Local Activities (Outside of EML)’. Please send a completed form for each bank deposit you make; clearly the total on this form should correspond to the monies deposited at the bank. Please email each completed form to Andrew Gardner a.gardner@cieh.org

Detail Return of Bank Deposit for Small Local Activities (Outside of EML) (Excel)

VAT

There will be no need for Regions/Branches/SIGs to account for and submit VAT returns to HQ as this will now be managed centrally and automatically adjusted in your accounts. VAT is not chargeable on seminars and meetings.

Insurance

All insurance is arranged centrally at HQ. No region, branch or SIG needs to make local insurance arrangements. Any local claims will be collated by the Treasurer, discussed at the Board, and then submitted with relevant details to CIEH central finance for action.

End of Year

There is no requirement to provide members with detailed accounts for approval although a simple statement of the overview of the finances is recommended. Members will have access to the full audited accounts as part of the Annual Report.

There is no need for Treasurers to prepare end of year accounts as these will now be organised centrally.

There are two types of adjustments that are made at the end of the year:

  • Deferments – this relates to income received before the end of the year for an event in the following year. All monies received must be assigned to the year in which the event took place. We will notify you of any deferment.
  • Accrual – this relates to costs incurred in this year but invoices have not yet been received. The payments will need to match and be assigned to the year in which the costs were incurred.

Treasurers are asked to ensure that invoices are promptly paid at the end of year and to notify Finance of any expected invoices but not yet received.

Contacts

Further information can be obtained from the contacts below. In addition, documentation and relevant forms and templates can be found on the regional resources page on the regions shared drive.

Financial management contact: Andrew Gardner a.gardner@cieh.org 

Funding allocation contact and Revisions and amendments: Sharon Smith s.smith@cieh.org 

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