Member Group Finances

Except for International Sections, Member Group funds are held centrally in BCS administered bank accounts. UK-based Groups must not operate their own Bank account.

Member Groups cannot accumulate financial reserves from one financial year to the next. All reserves are held and administered centrally for the Institute as a whole. Where a Member Group has a major project running across financial years the Finance Committee will consider ring-fencing expenditure.

A member of a Member Group must not receive any remuneration from the Group for work undertaken on behalf of the Group. Members may be contracted to do work by BCS Swindon.

The following documents will  be of use

Annual budgets

The BCS account year ends on 31 August. Member Groups that require any kind of financial support from the Institute need to submit an annual budget bid in March for the following financial year. This will be considered by the Membership Board Finance Committee in the light of the overall funding available and a budget will be allocated.

Please refer to https://volunteer.bcs.org/Funding_budget

Claiming expenses

Guidance on claiming expenses is available Here  REVISED APRIL 2019 

Note that Non BCS members are not able to claim expenses, unless there are exceptional circumstances and they have got prior approval. The Expenses Claim Form is at: Expense Claim Form for MG's

NB Personal details, including bank account details, only need to be notified once.

The process for submitting claims is as follows:

  • Completing the form in full (which must include name and full postal address) soft copy.
  • Add bank details for BACS payments if NEW or AMENDED. If the same since the last payment, do not fill in.
  • Email to Joe Jones (ap.finance@bcs.uk) included digitally captured images of receipts to support all of the expenditure claimed (except mileage).
  • Wording of email – “please accept my attached expenses for processing, in the sum of £xxx relating to yyyy”.
  • Finance will then arrange the review and approval of the claim.

Alternative 1 (to the process above):

  • Complete hard copy, sign the form (bottom left) and post to Finance in Swindon (BCS, The Chartered Institute for IT, 3 Newbridge Square, Swindon SN1 1BY) together with receipts to support all of the expenditure claimed (except mileage).
  • Finance will then arrange the review and approval of the claim.

Alternative 2 (to the process above):

  • Complete hard copy, sign the form (bottom left) and hand to the Treasurer at a committee meeting together with receipts to support all of the expenditure claimed (except mileage).
  • The Treasurer can then review and approve the claim, sign it and post to Finance department in Swindon. If the Treasurer is not available, then hand to the Chair or Secretary, who can review, sign and post to Finance department.

Appeal Process

Appeal process against decision of Finance Committee.

1) Submission to Finance Committee refused or modified.
Each stage is escalated only if the problem has not been resolved or adequately explained.

a) Talk to allocated coordinator of the Community Team
b) Email or in writing, to the Community Development Manager.
c) Email or in writing, to the Chair of the Finance Committee.
d) Email or in writing, to the Chair of Community Board (Vice-President, Community) for referral to Community Board.
e) The decision of the Community Board is final.