Banking cash & cheques

Occasionally, you may be required to take payments in the form of cash or cheques. These should either be paid into the bank immediately after collection or handed into the Union to be stored securely in one of the Union’s safes.

Do not take money home with you – you are responsible for looking after your group’s money, if you lose it you will have to replace it!

Contact the Union Finance Team if you need to store money in one of the Union’s safes. If you need to store money out-of-hours (outside of 9am-5pm), you can arrange storage in the FiveSixEight bar safe. Banking your Clubs & Societies cash and cheques follows the paying in process outlined below.

 

Cheques

All cheques must be made payable to Imperial College Union.

 

Paying in cash and cheques

The Union has one bank account for all Clubs, Societies and Projects and all money must be paid in full (without any deductions) into this account.

Never pay money into your personal account.

Each group should have its own triplicate paying in book - if you don’t have one, or you have run out of empty paying in slips in your current booklet, please contact the Union Reception.

The paying in slip should be completed as shown below, placing carbon paper between the original and each of the two copies. 

Once you have completed the paying in slip take the book and the money to any branch of NatWest where the cashier will stamp each of the three slips, tear off the first copy and hand you the book back. Do not use the quick deposit box as the book must be stamped.

 

Entering the Banking Record

You need to record the income which has been paid into the bank on eActivities within 3 working days after it has been banked.To do this, log into eActivities and navigate to Finance > Income > Banking Records. The screen below will appear.

Enter the paying in slip numberand the date on which it was paid into the bank. Further down the page select the Paying in Slip tab. Inside the paying-in book you will have a stamped duplicate paying-in slip, scan or take a clear picture of this paying-in slip and click Upload File to upload it.

Next, select the Banking Lines tab. Fill in all the boxes to describe what the income relates to and what account codes should be used. If the money which has been paid into the bank relates to more than one item then create multiple lines on the form.

If you have received cash or a cheque in payment for a sales invoice you have created, then you must note the invoice number in the description box.

After entering all necessary details click Submit Banking Record button to complete the submission of the form.

Income will automatically appear on the Club, Society or Project’s transaction pages once the online bankng records form has been completed. The amounts will appear as temporary transaction lines in light blue. Once the amounts have been checked by the Union Finance Team for the correct VAT codes they will change to the standard white or grey background.

Any queries which arise from the values changing between what was submitted (and appeared in light blue) and the final values should be directed to the Union Finance Team.

Loading, please wait  

Report a problem