paying someone directly (e.g. umpires, teachers, guest speakers, coaches)
Paying individuals, such as umpires, coaches, teachers and guest speakers can cause complications. However, this guide details three ways you can go ahead and pay an individual for their time and services.
Paying someone via invoice
Where possible, you should aim to pay external individuals via an invoice. For guidance on paying via invoice, please see here.
If the individual you need to pay does not know how to, or does not want to, create an invoice, committee members can liaise with the individual to create an invoice on their behalf. Online platforms such as this allow you to make an invoice and download it for free.
For ease, if this individual regularly receives payment from your club or society (for example every week), you could ask or create an invoice that covers their payment for the month.
For more advice on creating an invoice and paying someone directly via an invoice, please contact firstname.lastname@example.org.
Paying someone on the day
There will be times when the only option is to pay someone for their services on the day, rather than upfront. For example, clubs may have to pay coaches and umpires on the day of play, and dance societies may pay for dance teachers before the start of a lesson. If it is essential to pay someone on the day for their time and services, you can either pay using cash, or via BACs (bank transfer).
Paying someone in cash
Whether it’s taking cash, or paying with cash, we advise committees deal with cash as little as possible. However, there will be times where paying an external company or person with cash is the only option. If you need to pay via cash, follow this process:
- A committee member should pay the individual using cash from their personal funds. Make sure to get some sort of receipt from the individual you are paying. Some individuals will have their own template of a receipt that they generally provide to their customers, however some may not. Here is a template receipt we have created which you can use for this purpose. It’s worth printing this off beforehand so that you can be ready to ask your external company or person to sign this straight away
- Use this receipt to make an app claim and receive reimbursement. For information on the app and raising a claim, see here.
Paying someone via bank transfer (BACs)
If you need to pay someone on the day and wish to do this via bank transfer (BACs), follow this process:
- A committee member should pay the individual electronically via bank transfer (BACs). By doing this, you do not need to worry about having a physical receipt as you will have proof of the transacton in your personal banking.
- Make an app claim and receive reimbursement. For information on the app and raising a claim, see here.
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