Common Finance Mistakes v3

Common Finance Mistakes

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Common Finance Mistakes Page 1 imperialcollegeunion.org/training

Contents Contents & Introduction

2

Income

3

Expenditure

5

Invoicing

13

Other

17

Your notes

18

Introduction The Union Finance Department encounters many similar mistakes when dealing with Club, Society & Project financial matters. This booklet provides examples of the most frequent errors so that hopefully you can avoid these mistakes.

Š Imperial College Union 2012 Version 3.0 - 25 June 2012 Common Finance Mistakes Page 2 imperialcollegeunion.org/training

Income Correct Donation Letter When income for a donation is received it must be accompanied by a letter to confirm it is a donation, otherwise VAT will be incurred This is a good example of letter confirming a donation.

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Income cont...

Adding-up Cheques/Cash on Paying-in Slips Make sure that the cheques and cash being paid into the bank are added-up correctly.

This is an example of what happens if this is not done correctly:

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Expenditure Correct VAT Invoice This is a good example of a VAT invoice:

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Expenditure cont...

Ensure Claim Form Totals are Correct & Obtain Proper VAT Receipts Make sure to add the amounts correctly.

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Expenditure cont...

Receipts when making a claim If an invoice is used to support a claim it must be stamped as being paid.

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Invoicing Contracts Make sure that sponsorship contracts are signed and that a signed copy is retained by the finance department.

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Invoicing cont...

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Invoicing cont...

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Invoicing cont...

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Other Club, Society or Project Invoices Invoices should only be issued from Imperial College Union. Clubs, Societies and Projects must not create and send their own invoices.

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