Finances

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How to; Hackspace treasurer

This is a somewhat detailed description of how to do all the treasurer things for the hackspace. You only need to read this if you are one of the hackspace treasurers

Paying the rent invoice

This usually arrives near the start of each month, if it gets to about the 14th of the month and the rent invoice hasn't arrived, you should be suspicious, maybe call the council.

This, as well as any other incidental invoices from the council, now get paid by direct debit, so you shouldn't need to do anything.

If you ever do need to make one off invoice payments to the council that aren't suitable for DD for some reason, then you can pay by bank transfer. This bank transfer MUST have the right reference on it. The reference should be the "Invoice reference" number printed near the top of the rent invoice. York Council is already set up as a recipient on the account, their account number and sort code are available on the invoice if needed however.

Reconciling stuff

All of the transactions from the account are also recorded in the 'Accounts' spreadsheet on the 'payments' sheet (google drive, shared with committee mailing list). At least once per month (when you pay the rent is a good time) you should add to the spreadsheet any new transactions that are on the bank statement. The balance column should track the balance on the bank statements [mostly].

Subs

Subs are not recorded on the payments sheet as individual transactions. These are done in the 'subs' sheet, which is mostly self explanatory. The total for each date is then referenced from the payments sheet as if it was a single transaction.

Subs tend to come in on different dates, so there will be multiple columns for each month on the subs sheet. Each date is a separate item on the payments sheet. Most of them are on the first working day of the month. Watch out for notes on the spreadsheet explaining such gotchas as "this person's subs for each month usually come in at the end of the previous month".

Do make sure everyone has paid, let them know if they haven't, you can use the treasurer@... email address for that. Remember that different people are paying different amounts.

Cash box and calculon

The spreadsheet also tracks the balance of the cash box. Calculon tracks the balance of calculon, but not reliably. Calculon should be emptied into the cashbox at the start of each month, count how much money came out of calculon and use this information and the spreadsheet to update calculon's "This month..." chart. You should also use the copy book to record how much calculon put in.

When reconciling the cash box, add details of all new copy book slips into the spreadsheet, check that we have the money we think we do. If the numbers don't match, perhaps somebody forgot to take money for a tuck shop refill or they refilled the tuck shop but forgot to leave a receipt or an entry in the copy book.


Publishing financial records

This should be done somewhat-regularly. Every three months is probably fine.

To publish financial records, copy any new transactions since the last publication from the "payments" sheet to the "Payments (Info redacted for publication)" sheet and then be sure to replace anything that can identify any individual with "[Somebody]".

Then, export a PDF, upload it to the wiki and update this page so that the links below show the latest PDF.

Optionally: Split this wiki page into two, so that it looks less like "Am I meant to be reading this?" and more like "Ah! this is where the accounts are.".

Latest record of finances

File:Accounts up to 2018-05-01.pdf

Past records of finances