Andover U3A

Finance for Group Leaders

As at 21 March 2019


The Andover U3A's Financial and Contractual Procedures for Group Leaders (including annexes) dated 21 March 2019 are available as a Microsoft Word document, and can be downloaded by clicking / touching here.

This version dated 21 March 2019 supersedes, and should be used instead of, the previous version dated 31 May 2018.

Details of the Andover U3A's finance contacts are available towards the end of this page.

The main text of the document (excluding annexes) is reproduced below.

Andover U3A Financial and Contractual Procedures for Running a Group

As at 21 March 2019

1. The Andover U3A focus for all financial / contractual matters is the Andover U3A Treasurer - currently David Rae. If unavailable his stand-in is Richard Selley. The financial year for all groups will be 1 April - 31 March. Groups should not run their own bank accounts, nor should any event be funded through private bank accounts. Exceptionally, where a payment has to be made using a bank card, the transaction must be agreed with the Treasurer before the member incurs the expense, and in such cases monies for the event will be collected and banked as normal, with the Treasurer refunding the organiser, for the payment from their private bank account. These new procedures should be taken into use asap and be fully implemented by 31 March 2019. They may not cover every eventuality and issues should be raised with the Treasurer to seek resolution.

2. Some groups incur no financial / contractual arrangements and these procedures do not apply to them, so long as no financial / contractual arrangements are made.

3. For Theatre and Quester Groups - see Para 4 below. Other groups operate a ‘pay as you go’ system whereby cash may be collected and paid out on the same day - some may charge a small annual subscription. Payments could include donations / payment to guides and venue hire with any minor cash balances being held over for future use. This is acceptable, provided petty cash held does not exceed £100, no individual payment exceeds £100 and any ongoing contracts are notified to the Andover U3A Treasurer. For any outing / activity involving contracts / expenditure in excess of £100, the Treasurer should be contacted in advance and arrangements put in place to use a ring fenced entry in the Events A/C. Group organisers will prepare an annual return to be with the Treasurer by mid April in line with Annex A.

4. For Theatre And Quester Groups Only. The Theatre and Quester Groups will each have a ring fenced entry in the Andover U3A Events A/C. When one of these groups has an outing which is going to incur contracts / expenditure in excess of £100, the outing organiser will send the Andover U3A Treasurer a copy of the booking form as an early indicator of the outing. The organiser will collect payments and bank these in the Andover U3A Events A/C using their group’s paying in book. All cheques should be made payable to - Andover U3A Events Account or Andover U3A Events A/C, and organisers should pay these in over the counter and not through the paying in machine. Organisers will notify the Andover U3A Treasurer by email when they pay in money, also indicating any cash held back (within the maximum £100 petty cash level) to pay any cash expenses such as drivers tip / sweets for coach etc. Any deposit / payments will be made by the Treasurer, where possible by BACS transfer and in a timely fashion on receipt of copies of the invoices from the organiser. Exceptionally and only where acceptable the Treasurer could provide a blank cheque. On completion of the outing the organiser will send the Treasurer a completed balance sheet showing all income and expenditure, with receipts where appropriate along the lines given in Annex B. It would be sensible to inform the Treasurer of any future payment requirements as they become known. Group treasurers may keep up to £100 in petty cash and have this topped up from their ring fenced account providing they have the funds. Group treasurers will also prepare a balance sheet and pass to the Treasurer by mid April, showing all monies raised and spent that have not gone through the Events A/c in line with Annex A.

Andover U3A Finance Contacts

Role Name Email Phone
Andover U3A Treasurer
(Primary Contact)
David Rae 358773
Andover U3A Groups Co-ordinator

Richard Selley