Transfer Processes

This article provides guidance to using eActivities to make Internal Charges, Transaction Corrections, Funding Redistributions and establishing Designated Member Funds accounts.

Transfer Processes Summary

The table below lists the five transfer processes available and when each should be used.

If you are confused about which process to use you should contact your Management Group Treasurer in the first instance. You will only be able to complete any of these actions if you are the Chair or Treasurer of a Club, Society or Project. To request any of the transfers log into eActivities and select your role in the Club, Society or Project for which you are requesting the transfer.

Internal ChargingInternal charges are used when you have provided goods/services to another Club, Society or Project within the Union. This should be done ASAP.
Transaction CorrectionTransaction corrections are for use when you have income or expenditure posted incorrectly in your online transaction pages. You can correct transactions between funding codes.
Funding RedistributionFunding redistribution is for use when you wish to move money around within a specific funding code on your transaction pages.
Members Funds Redistribution

Members funds redistributions are used for moving money between activity codes within the member's fund account. Members Funds represent the final balances on any activity codes from the previous year. Essentially, any activity which made a profit that you have not yet used, or which made a loss which you have not yet offset.

Designated Members FundsIf your CSP wants to save for a future large expenditure you can set up a Designated Members Fund (DMF) account. These accounts are administered through eActivities and are only available once you have had an account approved via application to the Clubs & Societies Board. For more information on applying for a DMF please contact the Deputy President (Finance & Services).

Internal Charging

Requesting an Internal Charge

Navigate to Finance > Transfers > Internal Charging

The screen below will appear. It will default to the 'New Submission' subtab. Fill in details as below to request the Internal Charge.

When you have filled in these fields a set of boxes will appear. Complete details of the description of what you are charging, the account, activity, funding and the amount you wish to be credited. The codes indicate where the money will go into your accounts. Then click 'Commit'.

Approving an Internal Charge

Navigate to Finance > Transfers > Internal Charging in the main menu.

The screen below will appear showing the list of internal charges requiring authorisation by you. You will need to decide where each internal charge should be paid from.

Select an internal charge and view the details of the request, fill out all the fields and check on your transaction pages whether the Club, Society or Project has the funds available to process the charge. If you are happy to approve the internal charge click 'Authorise'. Depending on the value of the internal charge it may require further approval. Internal charges are processed by the Union Finance Team within five working days of being fully approved.

Transaction Corrections

Navigate to Finance > Transfers > Transaction Corrections 

The screen below will appear. It will default to the 'New Submission' subtab, under the 'Transaction Corrections' main tab. Fill in details as below to request the Transaction Correction.

When you have filled in these fields a set of boxes will appear. Complete details of the description of what you are rectifying, the account, activity, funding and amount. You then need to click on the 'To lines' tab. Here you will need to fill out the information for where this transaction should be moved to.

It is important to recognise that you are amending an incorrect posting.

How you enter the correction will depend on whether you are correcting an income or an expenditure line: 

  • Income: enter the incorrect code in the From (debit) field and enter the correct code in the To (credit) field.  
  • Expenditure: enter the incorrect code in the To (credit) field and enter the incorrect code in the From (debit) field.  
 From (Debit)To (Credit)
Income (400-599)Incorrect codeCorrect code
Expenditure (600-999)Correct codeIncorrect code

When you are finished click 'Commit'. Transaction corrections require approval at the same levels as expenditure does, see Appendix for expenditure approval limits. Transaction corrections are processed by the Union Finance Team within five working days of being fully approved.

Note: you cannot move income from Grant (0) into SGI (1). If an expense has been coded incorrectly as SGI, you will need to move the expense from SGI into Grant, not the other way round.  

Funding Redistributions

The Funding Redistribution function is used for moving money within a specific funding code.

Navigate to Finance > Transfers > Funding Redistribution

The screen below will appear. It will default to the 'New Submission' tab. Fill in details as below; when you have filled in these fields a set of boxes will appear. Complete details of the account, activity and funding codes together with the amount, then click 'Commit'. Once you have committed, the items will appear on the 'My Submissions in Progress' tab until they are approved.

Members Funds Redistribution

The Members Funds Redistribution function is used for moving money between activity codes.

Important: This form only moves money within Members Funds (225).

Navigate to Finance > Transfers > Members Funds Redistribution 

The screen below will appear. It will default to the 'New Submission' tab. Fill in details as below; when you have filled in these fields a set of boxes will appear. Complete details of the description, activity and the amount in the From Lines and To Lines sections, then click 'Commit'.

This form allows you to move money between activity codes. This should normally be used to balance profits or losses from individual activity codes. For example, the Canoe club ran an event for which they sold tickets with the income and expenditure going into “Christmas Dinner (48)”. The event was successful and generated a profit of £285. Using the members fund redistribution, this money can be moved from (48) to General (00). Amounts within this code are purely to balance income or expenditure within other codes.

Be careful not to create overspends within Activity codes with this form.

Designated Members Funds

If your Club, Society or Project wants to save for a future large expenditure (e.g. new equipment or events) you can set up a Designated Members Fund (DMF) account. These accounts are administered through eActivities and are only available once you have had an account approved by Clubs & Societies Board. For more information on applying for a DMF please contact the Deputy President (Finance & Services).

Transferring Money to your DMF

Select Finance > Transfers > Designated Members Funds

The screen below will appear. It will default to the 'New Submission' subtab, under the 'Designated Members Funds' main tab.

Note down the amount you want to transfer, and add some notes for future reference. Fill in the sub-tabs 'From Lines' and 'To Lines' with the information about where you want the money to come from in your accounts and into which DMF you want to save money to respectively. DMFs are shown in a different tab on your transaction pages called Amount in Designated Members Funds. When you are finished click 'Commit' and the transfer will be submitted for approval. It will take up to five working days to process the transfer of funds. For queries please contact the Union Finance Team.

Viewing Previous DMF Transfers

Select the 'Authorised Transfers' subtab and you will see a list of all previous transfers to DMFs. You can click on the Transfer number to see more details of each transfer.

View DMF Balance

Select the 'Amount in Designated Members Funds' subtab, where you can view the amount of money in each of your DMFs.

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