For Treasurers
The Role of Treasurer
The Treasurer manages all aspects of the committee budget in conjunction with the Chair. Duties include:
Prepare and submit an annual budget proposal to the ARA Honorary Treasurer by the 31st June.
Support the Events and Training Officer in producing budgets for events and training proposals.
Budget reports for committee meetings and the AGM.
Monitor expenditure, process invoices, and authorise legitimate officer expenses.
All income from committee activities should be coded to ARA’s central budget. The committee’s budget is provided from ARA’s central fund, and any surplus is returned to that fund. Each committee has its own budget code and Treasurers can request budget reports from ARA at any time.
Support from ARA Staff
ARA Chief Executive john.chambers@archives.org.uk
General budget queries
Questions about format and submission of budget
Questions about project budgets that may cross over financial years
Membership Manager Lorraine.logan@archives.org.uk
Costing queries
Queries about procurement of equipment (eg for costing or to see if the equipment already exists for loan)
Head of Professional Standards and Development chris.sheridan@archives.org.uk
Training budget queries
Support from ARA Board
Honorary Treasurer – treasurer@archives.org.uk
Richard Wade - Richard.wade@archives.org.uk
Submitting your budget
Once your group has agreed an action plan for the coming year you should be able to formulate a budget to support those activities.
That budget should then be submitted using the annual budget template for groups which can be found here.
Annual budgets should be submitted to the Honorary Treasurer by 31st June for the financial year beginning 1st October in that year.
Planning ahead
If your committee are in the early stages of planning a larger piece of work or project that might require more funds than you would normally draw down it is worth getting in touch with the Chief Executive in advance, even if you do not have a firm budget in place, in order to open the discussion and to check that suitable finance will be available.
In preparing a project budget proposal you should consider how the outcomes will be disseminated and whether you will need the services of a designer to produce a final report. If you wish to have a launch event to publicise the outcomes the costs of that should also be included within the budget proposal.
Authorising expenses
The Treasurer is responsible for authorising the legitimate expenses of the group.
You can find the ARA Expense policy here [LINK] and the Expense form here [LINK]