How to handle money for the club

Keeping a paper trail

The ANU SCUBA Club is affiliated with the ANU Sports and Recreational Association and must as such be financially accountable according to standards defined by the Sports and Recreational Association.These guidelines are not part of the club constitution and serve only to document practices that have proven effective to facilitate the Club’s accountability.

  • All money taken by the Club needs to be recorded and a receipt generated. For membership this will be a numbered receipt issued by either the Club or the SRA, for gear hire this will take the form of a written record in the gear shed record book, for trip fees this will be a written record made by the trip organiser that is forwarded to the Treasurer.
  • Purchases are made either by the Sports and Recreational Association on behalf of the Club or by Club cheques countersigned by 2 approved signatories.
  • Purchases made by a Club member on behalf of the Club must be approved by the committee, and reimbursement will only be by Club cheque and in exchange for a full set of receipts attached to a sheet stating the pertinent details of the purchase as well as the calculated total.
  • If the Club owes you money and you owe the Club money, the Treasurer will want both transactions kept separate. If this is impossible (e.g. on a Trip away) then full documentation and receipts need to be forwarded to the Treasurer, preferably countersigned by a Committee member.
  • The Club does not use the cash box to reimburse Members for anything other than deposits.
  • When paying money to the club (e.g from a trip) please deposit the amount in our bank account at Commonwealth Bank of Australia: BSB: 062903, Account # 00900324, Name: ANU Scuba Diving Club) and send the deposit slip to the treasurer with a note or a receipt explaining the nature of the deposit. Please do not give cash or a cheque to the treasurer expecting him or her to do the deposit for you.
  • Communication to the treasurer can take place by dropping documents off in the club pigeon hole at the ANU, by mailing to the treasurer’s private address or by handing documents over in person. As paper-receipts are essential, emails are unsuitable.
  • Electronics copies of receipts are OK (physical paper copies not required), however it must be a proper electronic receipt (eg PDF/scan). Just an email is not sufficient.
  • Do not expect the treasurer to do all the work. Anything you hand in should be neat, correct and complete. The time it takes for all involved to fix up errors exceeds, by far, the time it takes to get it right in the first place!
  • When receiving a cheque please cash it as soon as possible. Cheques that remain unclaimed over long periods and especially across financial years place an undue burden on the bookkeeping.
  • Gear officers need to:
    • pick the cash box up from the SU safe before Gear Issue and return it to there afterwards.
    • count the money in the cash box both before and after gear issue and record this sum each time.
    • extract the money flows from the days gear issue sheet, and record the amounts against the appropriate heads of expenditure or income in the shed record book.
    • add the total money in or out for the day to the starting balance, and then sign off any discrepancy between this figure and the actual cash/cheques in hand.
    • inform the Treasurer of any discrepancies between the cash balances and the shed record book.
    • bank (CBA 062903 00900324) amounts of money more than $50 over the current deposits held, update the shed record book and forward the deposit slip to the Treasurer along with a message stating the nature of the deposit.
  • Trip organisers need to:
    • record details for all members attending (and their friends in the case of accommodation fees or other costs met by the Club on their behalf) for all dives made, trip charges levied, towing charges reimbursed, petrol purchases reimbursed, accommodation charges made.
    • bank any surplus into the Club account (CBA 062903 00900324) as soon as possible.
    • prepare a trip report stating
      • the date, place and who coordinated the trip.
      • the total income received from members for diving, accommodation etc.
      • the total expenses for petrol, towing, accommodation and miscellaneous.
    • ensure that
      • receipts for all expenses and the deposit slip are attached to the trip report.
      • calculations are correct and exactly reflect the banked amount (if any).
      • all documentation is given to the treasurer in one set. Do not bother to drip parts of this information by email; the treasurer needs the entire trip report for our books.
  • The Secretary needs to:
    • record all details of Club members (eg. SU or student number, email address, amount of $ paid and when).
    • as soon as possible after collecting money either deposit this money into the Club bank account (CBA 062903 00900324), list on the deposit slip the membership numbers of the members it represents the fees for and pass this to the Treasurer.
  • Any queries, doubts, worries etc should be resolved with the Treasurer before money needs to be handled by you for, or for you by, the Club.
  • All Club financial records are available for scrutiny by any Club member, providing they give the Treasurer reasonable notice.