Treasurer's Page
Latest Guidance On Rally Accounts:
VAT & Plaques And VAT On Other Items:
Firstly, please note when preparing your accounts for any rally that you have run, that Baypress are no longer registered for VAT and therefore no VAT is charged by them, you therefore need to use the total on the invoice in your accounts.
Secondly, VAT on items purchased for your rally, if there is no VAT shown on the receipt and it is not clear that VAT has been charged, then please do not claim VAT in your accounts. Some retailers will provide an actual VAT Invoice if you request one (generally at Customer Service points). Please remember not all landowners charge VAT on the hire of a field, even if they are VAT registered, that part of the business may not be. If you order something from Ebay or Amazon, again those items may not have VAT charged on them. Ebay items if VAT is applicable the VAT Invoice will be provided by the Seller. Amazon depending on who the item is sold by you may be able to obtain a VAT Invoice by logging into ‘Your Account’ on Amazon (there is information on the Amazon website regarding VAT, see the link below) https://www.amazon.co.uk/gp/help/customer/display.html?nodeId=201895810
By showing VAT in your accounts, you are in effect claiming the VAT back and using that money in your rally, so this is why it is important that you are sure that VAT has been charged as if it is wrongly claimed then your accounts could then be in deficit.
Please remember that even though a VAT number may be shown on a receipt, not all items on that receipt may have had VAT charged on them.
Just as a reminder – If you are not sure if VAT has been charged then don’t claim it in your accounts
As always, please do not hesitate to contact me if you are unsure about anything regarding your rally accounts, it is better to ask me the questions before preparing the accounts rather than discovering you are in a deficit situation once the rally has taken place.
VAT & Plaques And VAT On Other Items:
Firstly, please note when preparing your accounts for any rally that you have run, that Baypress are no longer registered for VAT and therefore no VAT is charged by them, you therefore need to use the total on the invoice in your accounts.
Secondly, VAT on items purchased for your rally, if there is no VAT shown on the receipt and it is not clear that VAT has been charged, then please do not claim VAT in your accounts. Some retailers will provide an actual VAT Invoice if you request one (generally at Customer Service points). Please remember not all landowners charge VAT on the hire of a field, even if they are VAT registered, that part of the business may not be. If you order something from Ebay or Amazon, again those items may not have VAT charged on them. Ebay items if VAT is applicable the VAT Invoice will be provided by the Seller. Amazon depending on who the item is sold by you may be able to obtain a VAT Invoice by logging into ‘Your Account’ on Amazon (there is information on the Amazon website regarding VAT, see the link below) https://www.amazon.co.uk/gp/help/customer/display.html?nodeId=201895810
By showing VAT in your accounts, you are in effect claiming the VAT back and using that money in your rally, so this is why it is important that you are sure that VAT has been charged as if it is wrongly claimed then your accounts could then be in deficit.
Please remember that even though a VAT number may be shown on a receipt, not all items on that receipt may have had VAT charged on them.
Just as a reminder – If you are not sure if VAT has been charged then don’t claim it in your accounts
As always, please do not hesitate to contact me if you are unsure about anything regarding your rally accounts, it is better to ask me the questions before preparing the accounts rather than discovering you are in a deficit situation once the rally has taken place.
The Journey Of Your Rally Cheque:
Rally Officer Vouchers:
Can all rally officers who receive vouchers from ralliers please send them to me with your cheque remittance form rather than with the accounts, wherever possible. Once received with the cheque remittance form the value of the voucher/s will be paid to you along with the money from the cheques. If you want to use a voucher you have received personally as your rally officer gift earlier in the year against a rally that you are running later in the year, again can you please enclose your voucher with the cheque remittance form, rather than the accounts.
Sandra Bowler
Cheshire Centre Treasurer
17 March 2019
Can all rally officers who receive vouchers from ralliers please send them to me with your cheque remittance form rather than with the accounts, wherever possible. Once received with the cheque remittance form the value of the voucher/s will be paid to you along with the money from the cheques. If you want to use a voucher you have received personally as your rally officer gift earlier in the year against a rally that you are running later in the year, again can you please enclose your voucher with the cheque remittance form, rather than the accounts.
Sandra Bowler
Cheshire Centre Treasurer
17 March 2019
Rally Officers Sending Cheques, Accounts etc To The Treasurer:
In the time I have been Treasurer I have noticed that some of the envelopes I have received in the post are worse for wear by the time they get to me. Open at the sides, top & bottom, they obviously didn’t start out like this, but it is what is in the envelopes and sometimes the quality of the envelopes, the contents move about with the tumbling process as they go through the sorting office. Sometimes the post office intercepts the envelope and puts the contents in a plastic bag with an apology and a reason for them intercepting the item. Some Rally Officers put tape all around the envelope to try to alleviate the problem.
The committee have now decided to try and help the Rally Officers with this problem, the Centre has purchased a bulk quantity of plastic envelopes ‘A5’ in size and these will be available to Rally Officers already addressed to the Treasurer, you just need to put your paperwork in them, put the appropriate amount of postage on and send to me. The ‘A5’ size should be fine to use for most Rally Officers to send cheque remittance forms and cheques, then the accounts etc at the end of the rally.
These envelopes initially will be available at the Rally Officers Meeting and AGM on Saturday 29 September 2018, I would suggest you take maybe say 3 for each rally that you are running, this hopefully should be enough to send cheque remittance forms and the accounts to me, however if you feel you need more then just ask. After the 29 September, please ask any committee member and if they haven’t got any they should be able to let you know where to get some from.
Once I have received the plastic envelopes and dealt with their contents I will recycle the plastic envelopes with the plastic carrier bags at the larger supermarkets.
I hope the Rally Officers will find this useful.
Sandra Bowler
Treasurer
Cheshire Centre
26/9/18
In the time I have been Treasurer I have noticed that some of the envelopes I have received in the post are worse for wear by the time they get to me. Open at the sides, top & bottom, they obviously didn’t start out like this, but it is what is in the envelopes and sometimes the quality of the envelopes, the contents move about with the tumbling process as they go through the sorting office. Sometimes the post office intercepts the envelope and puts the contents in a plastic bag with an apology and a reason for them intercepting the item. Some Rally Officers put tape all around the envelope to try to alleviate the problem.
The committee have now decided to try and help the Rally Officers with this problem, the Centre has purchased a bulk quantity of plastic envelopes ‘A5’ in size and these will be available to Rally Officers already addressed to the Treasurer, you just need to put your paperwork in them, put the appropriate amount of postage on and send to me. The ‘A5’ size should be fine to use for most Rally Officers to send cheque remittance forms and cheques, then the accounts etc at the end of the rally.
These envelopes initially will be available at the Rally Officers Meeting and AGM on Saturday 29 September 2018, I would suggest you take maybe say 3 for each rally that you are running, this hopefully should be enough to send cheque remittance forms and the accounts to me, however if you feel you need more then just ask. After the 29 September, please ask any committee member and if they haven’t got any they should be able to let you know where to get some from.
Once I have received the plastic envelopes and dealt with their contents I will recycle the plastic envelopes with the plastic carrier bags at the larger supermarkets.
I hope the Rally Officers will find this useful.
Sandra Bowler
Treasurer
Cheshire Centre
26/9/18
Plaques – Information For Use When Pricing Your Rallies For 2019:
Please note that Baypress are now sending any plaques over the value of £45 by Special Delivery, which means the postage cost will be at least £7.30 (this is the cost at the present postage rates and depends on the weight of the package). This will probably only affect a few rallies in the rally book unless you run several rallies and lump together your plaque orders. With Special Delivery the package will have to be signed for, so please bare this in mind when requesting your plaques, you may need to request the plaques to be sent to a different address if you will not be available to sign for the package. This information is also on the plaque order form with a link to the Baypress website.
I also want to make you aware that there is a price list for the plaques on the Baypress website and it may be worth checking this before pricing your rallies for 2019 as you may not be including enough money in your costs for plaques and therefore if that is the case, that is taking money away from your other costs e.g. refreshments, prizes etc. Please use this list as a guide only as it is not possible for Baypress to list all options so there may be an anomaly on the price list to that shown on your final invoice. Please check the price list on the following link https://www.baypress.org.uk/price-list.html
In a nutshell though when pricing a rally for 2019 using the normal triangular plaques I would suggest you include £1 per van, this will then cover the cost of the plaques including the rally officer plaques, postage and packaging, if it is a small rally then I would suggest £1.25 per van.
Sandra Bowler
Cheshire Centre Treasurer
18 July 2018
Please note that Baypress are now sending any plaques over the value of £45 by Special Delivery, which means the postage cost will be at least £7.30 (this is the cost at the present postage rates and depends on the weight of the package). This will probably only affect a few rallies in the rally book unless you run several rallies and lump together your plaque orders. With Special Delivery the package will have to be signed for, so please bare this in mind when requesting your plaques, you may need to request the plaques to be sent to a different address if you will not be available to sign for the package. This information is also on the plaque order form with a link to the Baypress website.
I also want to make you aware that there is a price list for the plaques on the Baypress website and it may be worth checking this before pricing your rallies for 2019 as you may not be including enough money in your costs for plaques and therefore if that is the case, that is taking money away from your other costs e.g. refreshments, prizes etc. Please use this list as a guide only as it is not possible for Baypress to list all options so there may be an anomaly on the price list to that shown on your final invoice. Please check the price list on the following link https://www.baypress.org.uk/price-list.html
In a nutshell though when pricing a rally for 2019 using the normal triangular plaques I would suggest you include £1 per van, this will then cover the cost of the plaques including the rally officer plaques, postage and packaging, if it is a small rally then I would suggest £1.25 per van.
Sandra Bowler
Cheshire Centre Treasurer
18 July 2018
Rally Officers - Amount Due To Treasurer From Rally Officer:
Once you rally has finished, and you have prepared your accounts, you can now transfer the amount due to the treasurer in respect of VAT, Plaques and Centre Contribution direct into the centre’s bank account. If you would like to do this, please let me know and I will let you have the bank account details of the account it needs to be paid in to and the reference to use.
Sandra Bowler
Cheshire Centre Treasurer
10/5/18
Once you rally has finished, and you have prepared your accounts, you can now transfer the amount due to the treasurer in respect of VAT, Plaques and Centre Contribution direct into the centre’s bank account. If you would like to do this, please let me know and I will let you have the bank account details of the account it needs to be paid in to and the reference to use.
Sandra Bowler
Cheshire Centre Treasurer
10/5/18
Rally Officers - Correct Postage:
When sending me items in the post, cheques, accounts, receipts etc can you please ensure you put the correct postage on the envelope, if you don’t then there is a surcharge to paid and I have to collect the item from the sorting office once the surcharge has been paid.
Sandra Bowler
Cheshire Centre Treasurer
10/5/18
When sending me items in the post, cheques, accounts, receipts etc can you please ensure you put the correct postage on the envelope, if you don’t then there is a surcharge to paid and I have to collect the item from the sorting office once the surcharge has been paid.
Sandra Bowler
Cheshire Centre Treasurer
10/5/18
Rally Officer – Online Digital Payments:
We now have the facility to make online payments from the Cheshire Centres bank account direct to Rally Officers bank account.
When you send in the cheque remittance form and cheques for your rally you can now opt to have the payment sent back to you by an online digital payment direct into your bank account or you can stick with the traditional method of receiving a cheque. There is a new cheque remittance form on the Rally Forms page on the Cheshire Centre website.
If you have already let me have cheques for a future rally that you are running and would like me to now make an online payment to you at the appropriate time, please let me have your bank account details, name of bank, name of account holder, sort code and account number.
In future any payments I make online, I will email you and advise you when the payment has been made, to enable you to check your account to confirm it has been received.
Please note this is facility is only for me to reimburse you as a Rally Officer for your rally expenditure, it is not for me to return payments direct to ralliers if a rally is cancelled, that would still be your responsibility.
This hopefully will help the Rally Officers who are finding it difficult to pay cheques into their banks, due to the closure of quite a lot of banks on the high street.
Sandra Bowler
Cheshire Centre Treasurer
20 February 2018
We now have the facility to make online payments from the Cheshire Centres bank account direct to Rally Officers bank account.
When you send in the cheque remittance form and cheques for your rally you can now opt to have the payment sent back to you by an online digital payment direct into your bank account or you can stick with the traditional method of receiving a cheque. There is a new cheque remittance form on the Rally Forms page on the Cheshire Centre website.
If you have already let me have cheques for a future rally that you are running and would like me to now make an online payment to you at the appropriate time, please let me have your bank account details, name of bank, name of account holder, sort code and account number.
In future any payments I make online, I will email you and advise you when the payment has been made, to enable you to check your account to confirm it has been received.
Please note this is facility is only for me to reimburse you as a Rally Officer for your rally expenditure, it is not for me to return payments direct to ralliers if a rally is cancelled, that would still be your responsibility.
This hopefully will help the Rally Officers who are finding it difficult to pay cheques into their banks, due to the closure of quite a lot of banks on the high street.
Sandra Bowler
Cheshire Centre Treasurer
20 February 2018
Treasurer Forms For Running A Rally
This Page was last updated on 1 April 2022
