Cambridge University Volleyball Club Financial Guidelines
David Cottingham, September 2005
(last revised by Mathias Arens, November 2008)
Payment & Collection of Fees
All team coaches/captains will request that players bring their cheque books/cash to the first training session of the Michaelmas term. Players will not be permitted to train with the squad, regardless of previous Club membership, from the second training session onwards, unless they have fully paid the appropriate membership fee. Payment by instalments will only be granted in extenuating circumstances, by discussion with the Junior Treasurer. Fee collection responsibilities rest with the captains of each team (not coaches). Coaches and captains should not field any player in a match who has not paid fees, if they normally train with the Club. Captains must therefore ensure that they maintain accurate lists of which members of their team have and have not paid; these lists should be passed with the monies collected to the Junior Treasurer. If a receipt is required, this should be noted on the list, together with an address that it should be sent to by UMS (not Royal Mail).
Any claims for expenses must have receipts attached. Any claim should be stated on a sheet of A4 paper with the date, amount, and justification for each item. A form for this is available on the club website. Receipts should be stapled to the page, each with a clear indication as to which item on the claim it is for (e.g. if there are two claims for petrol, indicate which receipt is for which destination). Claims for mileage in a private vehicle (in addition to fuel) should state clearly the number of miles, start and end points, and the event with which the mileage is associated. Personal mileage will be paid for at the current rate of 20 pence per mile. For all claims, the claimant should state who a cheque should be made out to, and what address it is to be sent to by UMS (not Royal Mail). Claims may be sent to the Junior Treasurer, or handed to them in person. Claims without the above paperwork will not be accepted. The reasoning behind this is that we are required to keep receipts for all expenses in case we are audited, and that it is highly difficult to ascertain what receipts are for which matches if they are not clearly labelled.
Authorisations for Expenditure
The majority of travel to away matches that the Club will make over the season has been budgeted for, and therefore authorisation for the Club to pay for it is not required. However, any items which are not likely to be in the budget for which Club finances are sought must be confirmed with the Junior Treasurer prior to those finances being expended.
Cover of Players’ Expenses
For various away matches hotel bookings are required. In order to make the payment process as simple as possible, the Club will not make out cheques to cover all players’ expenses. Instead, players should pay their hotel bills as individuals. This enables the Club to have a greater leverage when using the hotels themselves, as if on the day a room proves not be to up to standard, players will be able to refuse to pay (whereas with a single cheque this proves almost impossible). If a deposit is required, the Club will issue a cheque, but only when the relevant monies have been collected from all those intending to stay at said hotel. A cheque will only be issued for the monies handed to the Junior Treasurer at least one week before the date the accommodation is required. Captains and coaches should ensure that players are aware that once accommodation is reserved it is likely that payment will be required, irrespective of whether it is in fact used. Under no circumstances will the Club be liable for any accommodation payment: team captains bear the responsibility for collecting all necessary monies.
Purchase of Match Shirts
Team captains and coaches are asked to ascertain when they collect fees whether the player concerned has a match shirt. If this is not the case, the player should be requested to pay the cost of such an item. Captains must ensure that they make a clear list of which players already have which shirt numbers, to avoid shirts with duplicate numbers being purchased. These lists should be e-mailed to the Club Equipment Officer.
Whilst not a financial matter, this is also relevant to activities at the start of the year. At the societies’ fair, any e-mail addresses collected should be passed as soon as possible (ideally that evening) to one of the list managers. They will add all addresses to soc-cuvc-interested [-at-] lists.cam.ac.uk. After players have been selected for different teams, captains should collect the e-mail addresses for their teams. These should be passed to the list managers for inclusion in the individual team lists. Captains should bear in mind that only the people they request to be on their team’s list are guaranteed to be members of such a list; for any other addresses to be added e-mail the list managers (soc-cuvc-listName-request [-at-] lists.cam.ac.uk). Please try to ensure that members supply you with @cam e-mail addresses, rather than external ones, as this makes list management significantly easier.