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.
 

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. 
 
Suggestions on how to construct a budget are available at http://www.bcs.org/upload/xls/budgets-proforma.xls
 
 
The financial guidelines can be found here: http://www.bcs.org/upload/pdf/financial-guidelines.pdf
 
The Finance Committee will take account of the Member Group’s financial record, in attracting income and managing to a budget, when considering bids for funding. 
 

Claiming expenses

Guidance on what expenses can be claimed is at http://www.volunteer.bcs.org/sites/default/files/Expenses_Notes_for_Volu.... Note that non BCS members are not be able to claim expenses unless there are exceptional circumstances (e.g. they are a visiting speaker at an event) and they have got prior approval.  Expense claim forms can be obtain from your Community Team co-ordinator.

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 Josephine Jones (josephine.jones@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”.
  • Joe 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 Joe 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).
  • Joe 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 Josephine Jones in Swindon. If the Treasurer is not available, then hand to the Chair or Secretary, who can review, sign and post to Joe.