Standard Operating Procedures

NUST Trekking Club (Finance)

Policy

Below are the required policies associated with the Finance team NUST Trekking Club. The Policy
section of the Standard Operating Procedures may be revised by majority vote of the Office Bearers
of the NUST Trekking Club. Any such revision(s) to the Policy section of the Finance Team’s Standard
Operating Procedures will be forwarded by the Director Finance to the President NUST Trekking Club
for consideration/approval.

Following are the main operations to be performed by Finance team:

1. Efficient flow of minute sheet from the hands of admin events to Director Finance.
2. Release of Cash from NUST to the respective school and then to the account of NUST
Trekking Club.
3. Making sure that all expenses are in range of our allotted budget.
4. Making sure the all receipts are valid.
5. Keeping record of all expenses and receipts.
6. Creating a final balance sheet through an accounting software known as Waveapp.

Reimbursements

All reimbursement applications might not be entertained, If the finance team finds them vague. Such
applications would be nullified. However, if they have been promised by any of the Office Bearer
then they would be fully entertained.

Following points should be kept in mind when applying for any reimbursement:

 Calling cards will only be entertained if President NTC allows them varying case to case.
 The receipts of all the expenses should be provided to the Finance team as soon as possible
when the transaction has occurred.
 The receipts should have the following information on them or should be given along the
receipts:
 The shop’s stamp/letterhead
 The vendors name
 The vendors address
 The vendors contact number
 The signature of the Customer Dealing Officer
 It is the duty of the Logistics team to deliver those receipts to the Finance team by
themselves.
 It is also intimated that all the receipts would be cross-checked from the concerned vendor.
In any case of discrepancy or fraud, the individual and concerned director would be
responsible for that act; that may result into termination of the NTC membership or any
other penalty given by the faculty or the Office Bearers.
Above mentioned would be the policies of the finance team of NUST Trekking Club for 2018-19.
Apart from these it will be highly appreciated that the hierarchy should be followed in case of any
query. The finance team extends willingness to all other teams wherever there is a requirement of
its expertise or any other help from the team. We believe together we can achieve all our goals.

Contact:
Director Finance
Hanan Khan
03406087663

Deputy Director Finance

Asadullah Sher
03025425500