The aim of this financial report is to provide a clear overview and evaluation of the finances of the fall 2015 semester. It outlines the financial aspects of the board activities and committees as well as the expenses of the past semester. Clarity about UCMSA Universalis’ expenses is necessary to support the Independent Body in its tasks of reviewing Universalis’ financial books. Furthermore, it is necessary to provide all members of UCMSA Universalis with insight of the association’s financial status when inquired. Finally, the financial report is to be used by future treasurers of the association, as to learn from mistakes made in the past. It is to be used as reference to improve financial matters within the association and to maintain a clear overview and understanding of the financial processes of UCMSA Universalis.
Content
Actualisation Fall 2015Page 3
Overview of Realization per Category Spring 2016Page 4
Overview of Realization per Committee Spring 2016Page 5
Other Income and Expenditure Spring 2016Page 6
Extraordinary Expenses Spring 2016Page 6
Semester ReportPage 8
Actualisation Fall 2015
Allocation / Tickets / Realisation / SurplusBoard / €6.168,00 / €2.869,10 / €8.342,13 / €694,97
General / €1.030,00 / €658,00 / €372,00
Academic Council / €882,50 / €97,00 / €448,65 / €530,85
ArtsPhoto / €250,00 / €207,03 / €42,97
Bookclub / €30,00 / €- / €30,00
Charity / €370,00 / Donation / €246,69 / €123,31
Chess / €50,00 / €- / €50,00
Dance / €20,00 / €- / €20,00
EXCO / €1.360,00 / €2.585,50 / €3.061,52 / €883,98
Feminism / €105,00 / €35,68 / €69,32
Gastronomy / €475,50 / €266,30 / €543,32 / €198,48
GECCO / €133,00 / €42,06 / €90,94
The Bell / €270,00 / €160,00 / €311,64 / €118,36
Music / €551,99 / €370,09 / €181,90
Meditation / €30,00 / €- / €30,00
Party / €100,00 / €537,10 / €306,12 / €330,98
Politics / €178,00 / €59,61 / €118,39
Sports / €350,00 / €275,45 / €688,97 / -€63,52
Tennis / €100,00 / €- / €100,00
Theatre / €141,00 / €88,79 / €52,21
Unexpected / €405,00 / €405,00
Total / €13.000,00 / €6.790,45 / €15.410,30 / €4.380,15
Overview Realisation per Category (24-06-2016)
The table below outlines the income and expenditure that was budgeted for this semester. Therefore, it does not include the expenditures made in the beginning of the books which still fall under the budget of Fall 2015. Furthermore, there is still some expenditure that apply to this budget but which will be booked in Fall 2016 (see the yellow marked categories).
Allocation / Tickets / Realisation / SurplusT-shirts / €40,00 / - / €- / €40,00
Planning weekend / €300,00 / - / €263,39 / €36,61
Website / €- / - / €72,60 / -€72,60
Notary / €- / - / €- / €-
Google Apps / €196,00 / - / €144,00 / €52,00
Introdays Augustus / €500,00 / - / €-
Administration & Supplies / €300,00 / - / €241,49 / €58,81
UCSRN / €1.250,00 / - / €1.250,00 / €0,00
Beginning of Period Drinks / €200,00 / - / €196,80 / €3,20
VriMiBo / €100,00 / - / Summer week / €100,00
Bank Fees / €100,00 / - / €67,00 / €34,00
Graduation / €500,00 / Luminous
Promotion / €100,00 / €- / €100,00
Faculty Fight / €- / €0,00
Casino Royale / €200,00 / €100,00 / €227,13 / €72,87
Summer Week / €500,00 / €671,00 / €705,61 / €465,39
Game Night / €200,00 / €256,41 / -€56,41
Board Games / €45,00 / - / €113,00 / -€68,00
Cantus / €150,00 / €100,00 / €253,06 / -€3,06
Academic Council / €1.235,00 / €122,00 / €465.40 / € 891,60
FHS / €100,00 / - / €100,00
General Events / €1.030,00 / - / €119,43 / €910,57
Committees / €5.954,00 / €2.073,90 / €5.403,63 / €2.624,27
Unexpected / Fall 2015 / €2.542,98 / €2.539,29
Total / €13.000,00 / €5.609,88 / €12.318,21
Overview of Realisation per Committee(24-06-2016)
The table below outlines the income and expenditure of the committees that was budgeted for this semester. Therefore, it does not include the expenditures made in the beginning of the books which were still part of the budget of Fall 2015. There are still some expenditures that apply to this budget but which will be booked in Fall 2016 (see yellow markings).
Allocation / Tickets / RealisationBoard / €4.681,00 / €871,00 / €3.790,46 / €1.761,51
FHS / €100,00 / €- / €- / €100,00
Academic Council / €1.235,00 / €122,00 / €465,40 / €891,60
General / €1.030,00 / €- / €119,43 / €910,57
ArtsPhoto / €267,00 / €- / €143,11 / €123,89
Bookclub / €20,00 / €- / €- / €20,00
Charity / €385,00 / Donation / €399,93 / -€14,93
Chess / €30,00 / €- / €- / €30,00
Dance / €- / €- / €48,00 / -€48,00
EXCO / €850,00 / €- / €850,00
Feminism / €109,00 / €- / €87,28 / €21,72
Gastronomy / €652,00 / €- / €- / €652,00
GECCO / €65,00 / €- / €79,41 / -€14,41
Harry Potter / €146,00 / €- / €95,83 / €50,17
Journalism / Request / €162,00 / €162,00
The Bell / €260,00 / €215,84 / €44,16
Music / €720,00 / €- / €254,43 / €465,57
Meditation / €510,00 / €380,00 / €600,00 / €260,00
Party / €825,00 / €1.693,90 / €2.355,00 / €163,90
Politics / €330,00 / €- / €312,80 / €17,20
Sports / €490,00 / 100.05 / €650,00 / -€59,95
Theatre / €295,00 / €- / €- / €295,00
Unexpected / Fall 2015 / €2.542,98 / €2.539,29
TOTAL / €13.000,00 / €5.609,88 / €12.318,21
Other income and expenses (24-06-2016)
Income / Spend / SurplusBeer(for some events beer has been given away for free, there is still beer stock-up in the cellar, Open Mic Night Tom) / €461,23 / €832,36 / -€371,13
Merchandise (we still need to receive an invoice) / €1.516,66 / €594,36 / €922,30
Fair Friday / €503,64 / €425,64 / €78,00
Second Hand Book Sale / €343,00 / €411,00 / €68,00
Extraordinary Expenses(24-06-2016)
Any expense greater than € 250,00 is listed here. Note that many of these expenses were (partially) covered by ticket sales or other income. The first few expenses are part of the budget of Fall 2015.
Expense / Description / Form No / AmountBlind City Trip / Plane tickets to Italy for 14 persons. There was income from the participants contribution to this trip. / 6 / € 1184,95
Active Members Night Fall 2015 / Renting De Brandweer for Active member’s night of Fall 2015. We also ordered food and drinks for 50 persons. / 8 / € 658,00
Carnival Party / Renting D’n Hiemel for the Carnival party. / 16 / € 375,00
Beer Stock-up / Crates of Beer and sodas for Universalis, income from selling the beer during events. / 36 / € 251,97
UCSRN / Contribution to UCSRN for 2015-2016 (both Fall 2015 and Spring 2016 semester). / 76 / € 2500,00
Merchandise / Payment of the merchandise order from the try & buy event. / 78 / € 341,30
Graduation Fall 2015 / Payment of the DJ for Graduation Party, Winter Graduation 2015. / 81 / € 250,00
UCSRN Tournament / Bus from Maastricht to Utrecht for 88 persons to go to the UCSRN tournament. This was reimbursed to Universalis by the UCSRN. / 96 / € 742,00
UCSRN Tournament / Bus from Utrecht to Maastricht for 88 persons to go to the UCSRN tournament. / 97 / € 742,00
Beer Stock-up / Crates of beer and sodas for Universalis, income from selling the beer / 99 / € 298,16
UCSRN Tournament / T-shirts for Team UCM at the UCSRN Tournament. This was partially paid for from the income from the UCSRN tournament tickets. / 123 / € 585,00
Boat Gala / Renting the party boat for the Boat Gala, partially paid by income from tickets sale. / 179 / € 1760,00
Soiree for Teun / We arranged CatoCato catering for 60 persons for the dinner during the Soiree for Teun. This was partially paid for by income from tickets sales. / 183 / € 300,00
Summerweek 2016 / Groceries for multiple Universalis events during Summer week, such as the Soiree for Teun and the Final Open Mic night. / 186 / € 336,51
Laser tag / Renting of Laser tag equipment for the Laser tag event in UCM from the Sports Committee. / 187 / € 650,00
Reflection Retreat / Payment of the meditation teacher for the Reflection Retreat of the Meditation Committee during the reflection week in June. / 192 / € 600,00
European Youth Event, Politics / Funding for UCM participants that were attending the European Youth Event in Strasbourg. / 198 / € 300,00
Semester report
Budget Allocation
The budget for this semester was allocated according to the semester plans of the committees and the expenses the board has had over the last few semesters. All semester plans were reviewed critically by the board during the board weekend to make sure the budget requested by the committees was appropriate and likely to be spending in the upcoming semester. Unfortunately, not all the events planned by the committees, the AC and the board actually took place. As is seen in the table overview of realisation per committee, most committees did not use a significant part of their allocated budget. Even more, the gastronomy society, EXCO and theatre were unable to organized any of the events they had planned. As a result, we have quite some budget left over. We tried to reallocate some of the budget during the semester to ensure that our funds were used as much as possible. Some events received more budget as initially planned. The sum of left over budget presented in this financial report is slightly off though as there will still be some payments made based on this budget. The remaining left over budget will be included in the budget of Fall 2016.
Budget GA
The budget GA went very smoothly and the budget was accepted. We obliged all committee boards to come which helped stimulated discussions about the budget. Also, the committee treasures presented their own budget.
Second Hand Book Sale
In the beginning of the semester we had the final second hand book sale in which we sold some of our books. I messaged the owners of the books that were left over to let them decide whether they want to come pick up their books or donate them to the reading room. Unfortunately, not everyone responded. We will donate the remaining books to the reading room in Fall 2016.
Merchandise
We decided to stay with the same company that provides us with our merchandise. Due to some internal reshuffling of tasks the Acquisition executive (previously called the internal executive) is now responsible for the merchandise. The cooperation between the Acquisition executive and the treasurer went smoothly. Finally, we sold a good amount of merchandise this semester and they were mostly delivered on time.
UCSRN
Overall, the communication with the treasurer of the UCSRN went decent this semester. However, most of the time it took the UCSRN quite a long time to reimburse Universalis for its expenses. Furthermore, there was some unclarity on which part of the transport for the UCSRN tournament would be covered by the UCSRN and what would have to be paid by Universalis. The issue of funding of transport by the UCSRN will be addressed in the UCSRN GA of Fall 2016 to come to clear guidelines.
In the end, Universalis paid for a part of the transportation to the UCSRN tournament, which was not initially budgeted for in the Spring 2016 budget. However, as stated in the Financial Guidelines it is possible to reallocate budget for some events. Furthermore, we decided that it would be best to use some of our left over budget to ensure that the costs for the students participating in the UCSRN tournament would be as low as possible.
Left over budget academic year 2016-2017
As can be seen in the actualization of Fall 2015 and the realization of Spring 2016, Universalis has quite some budget left over from this academic year. I would advise the next treasure to make use of this left over budget to account for big expenses such as storage space for the equipment of the committees. Furthermore, it would be good to put a small amount of this left over budget aside for future unforeseen big expenses. Personally, I think that if in the next few semesters there is still a lot of money left over, Universalis should consider requesting less budget from UCM.
Transitioning
The transitioning period with Rick Schumans went quite well. I had several individual meetings with Rick and left him a detailed transition manual as well as a list of reminders of still to come payments and income. Overall, I am confident that Rick knows what is expected of him. Furthermore, I am always available to answer remaining questions.
Active members Night
This semester we decided to do something different to reward our active members. Instead of organizing a fun evening, we designed t-shirts for all the committee boards. It was a great success and everyone seemed really happy with their t-shirts.
Academic Council
The cooperation between the Universalis treasurer and the AC treasurer went well this semester. However, due to personal circumstances the AC treasurer was not able to finish the semester. Tim van Dijke, the external executive from the AC took over. This means that two persons have been working on the books of the AC of Spring 2016.
Furthermore, we have decided that the AC treasurer will have access to the Universalis bank account for the academic year 2016-2017. The details of this new arrangement will be worked out between the two new treasurers.
I have really enjoyed this past year on the Universalis board. I very much liked working with my fellow board members and doing something back for the UCM community. I hope that the money has been spend to everybody’s satisfaction and that you have enjoyed the many events organized by the Universalis board, the Academic Council and all the Universalis committees.
For feedback or questions, please contact me
Suzanne Nusselder
UCMSA Universalis Treasurer for the academic year of 2015-1026
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