Student body Legal - How does working within an association work? - Part 2

Tasks and organisation of the association

Promotes the Student council

• forms the legal basis for finances, property and events
• manages financial matters (bookkeeping, settlement, investments, taxes)
• manages inventory
• promotes members (FS clothing, excursions, Christmas party, etc.)

Tasks of the board members

• Overview of the financial situation
• Management and control of the organisation
• Decision on financial applications
• Issue of authorisations
• Report at the student council meeting
• Admission of members
• Holding the general meeting

Tasks of the financial officers

• Filing of receipts
• Entering the actual figures
• Preparation of invoices
• Placing orders
• Managing the software
• Making bank transfers
• Organising change for events

Financial applications and financial regulations

• Calculating income and costs
• Documentation of figures, data and facts
• Sustainable structure for projects

Financial applications for events

• Process for applying for funding
  • Target financial plans are submitted to the association
  • The association's board makes any necessary changes and approves the proposal
  • Contracts must be signed by the association's board of directors if there is no power of attorney
  • The money can only be spent once this process has been completed
  • Invoices are submitted, the original invoice is placed in the finance box in the student council room
  • Finance officer loads invoice into teams, bank transfers the invoice, enters it into the software and updates the financial plan
  • When the financial plan is complete, it is uploaded to the "extended speaker committee" team

Invoice filing

• for documentation for tax returns and financial audits
• Invoices must be stored for 10 years

Invoice creation

• Name and address of the sponsor
• Own name and address
• Invoice number
• consecutive invoice number
• Tax number or VAT identification number
• Quantity and type of service to be provided
• date of service
• Net amount, tax rate, tax amount, gross amount

Accounting software

• Hohenheim uses MTH software
• Association software for bookkeeping
• Recording of account and cash transactions
• Storage of association areas
  • Ideal area
  • Asset management
  • Special-purpose operation
  • Economic area

Management of the inventory

• Overview of inventory
• Liability

Promotion of members

• Only members may be sponsored
  • 60 € per year per member
• The trainer allowance is excluded
  • 3000 € per year
• An overview of donations must be kept
• Keep membership list up to date