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.
Notes for R/O's Re VAT At 5% & 12.5%
Further to the Chancellors announcement in the Budget in March 2021, the Government has extended the reduction in VAT to 5% on hospitality and tourism to 30 September 2021 and from 1 October 2021 to 31 March 2022 the reduction in VAT will be at 12.5%. Nearer the time of your rally, you will need to review your rally fee at that stage to take into account the 5% VAT (or the appropriate rate at the time) on site fees and any reduction that needs to be made for any social events that are not able to take place due to the Covid-19 restrictions. In due course following Government Guidance when socials are able to return, then the reduction in VAT at the appropriate rates will apply on the food element of any social. In view of these changes, I will email to you (nearer the time of your rally) an accounts sheet to use for your rally, it is IMPORTANT that you use the sheet I email to you.
Further to the Chancellors announcement in the Budget in March 2021, the Government has extended the reduction in VAT to 5% on hospitality and tourism to 30 September 2021 and from 1 October 2021 to 31 March 2022 the reduction in VAT will be at 12.5%. Nearer the time of your rally, you will need to review your rally fee at that stage to take into account the 5% VAT (or the appropriate rate at the time) on site fees and any reduction that needs to be made for any social events that are not able to take place due to the Covid-19 restrictions. In due course following Government Guidance when socials are able to return, then the reduction in VAT at the appropriate rates will apply on the food element of any social. In view of these changes, I will email to you (nearer the time of your rally) an accounts sheet to use for your rally, it is IMPORTANT that you use the sheet I email to you.
Notes Re 2021 Accounts Sheet Due To Reductions In Rate Of VAT To 5% And In Due Course To 12.5%:
These notes relate to rallies that are to be run for the rest of the current year (2021) and to 31 March 2022, they will be reviewed as and when we are given the go ahead to add further things into our rallies, e.g. flags and socials also when the VAT rate changes.
There was initially the change to the rate of VAT on pitch fees and food, Standard Rate VAT on those items was reduced from 20% to 5% with effect from 15 July 2020 and is to continue at that rate until 30 September 2021, from 1 October 2021 to 31 March 2022 it will be 12.5%.
The revised VAT is be reported to CAMC on the quarterly VAT return and in view of this I have reviewed the accounts sheets for rallies that are to take place while the reduction to the Standard rate of VAT and Covid-19 restrictions are in place.
There is a new Accounts Sheet to reflect the changes it is important you use this version. The new version can be found on the Treasurers Page, I will also be sending a copy to all Rally Officers running rallies as their rally drawers nearer, but you can also contact me for a copy.
Having reviewed the conditions under which the rallies will continue to run due to Covid-19, Rally Officers may wish to consider reducing the rally fee and making refunds to the ralliers (if the original rally fee has been paid) in whichever method is appropriate. I would suggest however when you deal with any refund that you get an email from the rallier confirming they have received the refund in respect of this rally, this will then cover you if there is any comeback in the future. I have said an email rather than a paper receipt as there should not be any paper exchanging hands with the ralliers at this time.
I have done some examples of accounts sheets (which can be found on the Treasurers Page) to show the effect of the reduction of the Standard Rate of VAT to 5% on pitch fees. The first one using the existing rally fee of £21.72 (price shown in the rally book for this particular rally) (pitch fee £15.75 plus balance of rally fee £5.97) the second one using a reduced rally fee of £16.96 (pitch fee £15.75 plus balance of rally fee £1.21) this is where the landowner or anything else you have purchased has had VAT charged at the appropriate rate, the third one using a reduced rally fee of £17.82 (pitch fee £15.75 plus balance of rally fee £2.07) this is where the landowner has NOT charged VAT and no VAT has been paid on anything else.
With the existing rally fee of £21.72 each van gets back a refund of £3.97 (which will be shown in the refund section of the accounts) however if you reduce the rally fee to £16.96 then each van would get back a refund of £4.76, this refund figure however would not be shown anywhere in the accounts and in the third example reducing the rally fee to £17.82 (this is because no VAT has been charged on any of the expenses) each rallier would get back £3.90 again this refund figure would not be shown anywhere in the accounts.
The other expenses in my reduced rally fee probably don't make sense as I have only shown £1.21 on the second example as the balance of the rally fee, but the reason for this is because there has been VAT paid on the pitch/site fees that is able to be used against the rally.
The other expenses on the third example I have shown £2.07 as the balance of the rally fee, the reason for his is there is no VAT been paid on any of the expenses that can be used against the rally expenses. This probably does make more sense as I have taken the amount of the plaques, which I know the actual figure is £16.55 plus Centre Contribution of £1 per van = £23. Total of those two is £39.55 + VAT @ 20% (£7.91) Total £47.46 / 23 = £2.0634782 which I have rounded up to £2.07.
My balance of £1.21 (in example two) includes plaques at £16.55 in total and £1.00 centre contribution (weekend rate), if no vat had been charged then the balance would have been increased £2.07 as shown above (in example three).
You need to remember when calculating your reduced rally fee that whatever the site fee is and other expenses are that you need to add VAT to them at the appropriate rate. Therefore, in each of my examples with regard to the pitch/site fees, the cost was £7.50 per night x 2 nights = £15 plus 5% VAT (this will change from 1 October 2021 to 12.5%) Total £15.75.
You need to remember your centre contribution will be at whichever rate is applicable for your rally, the centre contribution when calculating the rally fee needs to also have VAT added to it at the 20% rate.
I hope this all makes sense and you can hopefully follow my figures on the accounts sheet examples in conjunction with reading these notes.
Please contact me if you have any problems (my mobile number is 07974 107078). When you deal with your accounts for your rally using the 2021 Accounts Sheet (the sheet I email to you appropriate to the time) if you have any observations or you find there is anything that doesn't work please get back to me.
These notes relate to rallies that are to be run for the rest of the current year (2021) and to 31 March 2022, they will be reviewed as and when we are given the go ahead to add further things into our rallies, e.g. flags and socials also when the VAT rate changes.
There was initially the change to the rate of VAT on pitch fees and food, Standard Rate VAT on those items was reduced from 20% to 5% with effect from 15 July 2020 and is to continue at that rate until 30 September 2021, from 1 October 2021 to 31 March 2022 it will be 12.5%.
The revised VAT is be reported to CAMC on the quarterly VAT return and in view of this I have reviewed the accounts sheets for rallies that are to take place while the reduction to the Standard rate of VAT and Covid-19 restrictions are in place.
There is a new Accounts Sheet to reflect the changes it is important you use this version. The new version can be found on the Treasurers Page, I will also be sending a copy to all Rally Officers running rallies as their rally drawers nearer, but you can also contact me for a copy.
Having reviewed the conditions under which the rallies will continue to run due to Covid-19, Rally Officers may wish to consider reducing the rally fee and making refunds to the ralliers (if the original rally fee has been paid) in whichever method is appropriate. I would suggest however when you deal with any refund that you get an email from the rallier confirming they have received the refund in respect of this rally, this will then cover you if there is any comeback in the future. I have said an email rather than a paper receipt as there should not be any paper exchanging hands with the ralliers at this time.
I have done some examples of accounts sheets (which can be found on the Treasurers Page) to show the effect of the reduction of the Standard Rate of VAT to 5% on pitch fees. The first one using the existing rally fee of £21.72 (price shown in the rally book for this particular rally) (pitch fee £15.75 plus balance of rally fee £5.97) the second one using a reduced rally fee of £16.96 (pitch fee £15.75 plus balance of rally fee £1.21) this is where the landowner or anything else you have purchased has had VAT charged at the appropriate rate, the third one using a reduced rally fee of £17.82 (pitch fee £15.75 plus balance of rally fee £2.07) this is where the landowner has NOT charged VAT and no VAT has been paid on anything else.
With the existing rally fee of £21.72 each van gets back a refund of £3.97 (which will be shown in the refund section of the accounts) however if you reduce the rally fee to £16.96 then each van would get back a refund of £4.76, this refund figure however would not be shown anywhere in the accounts and in the third example reducing the rally fee to £17.82 (this is because no VAT has been charged on any of the expenses) each rallier would get back £3.90 again this refund figure would not be shown anywhere in the accounts.
The other expenses in my reduced rally fee probably don't make sense as I have only shown £1.21 on the second example as the balance of the rally fee, but the reason for this is because there has been VAT paid on the pitch/site fees that is able to be used against the rally.
The other expenses on the third example I have shown £2.07 as the balance of the rally fee, the reason for his is there is no VAT been paid on any of the expenses that can be used against the rally expenses. This probably does make more sense as I have taken the amount of the plaques, which I know the actual figure is £16.55 plus Centre Contribution of £1 per van = £23. Total of those two is £39.55 + VAT @ 20% (£7.91) Total £47.46 / 23 = £2.0634782 which I have rounded up to £2.07.
My balance of £1.21 (in example two) includes plaques at £16.55 in total and £1.00 centre contribution (weekend rate), if no vat had been charged then the balance would have been increased £2.07 as shown above (in example three).
You need to remember when calculating your reduced rally fee that whatever the site fee is and other expenses are that you need to add VAT to them at the appropriate rate. Therefore, in each of my examples with regard to the pitch/site fees, the cost was £7.50 per night x 2 nights = £15 plus 5% VAT (this will change from 1 October 2021 to 12.5%) Total £15.75.
You need to remember your centre contribution will be at whichever rate is applicable for your rally, the centre contribution when calculating the rally fee needs to also have VAT added to it at the 20% rate.
I hope this all makes sense and you can hopefully follow my figures on the accounts sheet examples in conjunction with reading these notes.
Please contact me if you have any problems (my mobile number is 07974 107078). When you deal with your accounts for your rally using the 2021 Accounts Sheet (the sheet I email to you appropriate to the time) if you have any observations or you find there is anything that doesn't work please get back to me.
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Sandra Bowler
Cheshire Centre Treasurer
12 April 2021
Cheshire Centre Treasurer
12 April 2021
Important information For Rally Officers Regarding The Reduction In Rally Fees Due To VAT Reduction And Covid-19:
I think that some Rally Officers may have misunderstood my email and the notes on the Treasurers Page regarding how the rally fees are to be revised.
Please note it is only the pitch element of the rally fee that has VAT charged on it @ 5 %. E.g. pitch fees are £15 per van for the weekend then you need to add 5% VAT (75p) to that figure, giving the pitch fee element of the rally fee as £15.75, just this figure is shown on the Covid-19 Accounts Sheet under the ‘Pitch Fee’ heading.
You then need to calculate the balance of your rally fee, taking into account plaques, any other items that are required for the rally plus the centre contribution and then 20% VAT needs to be added to that. The balance of the rally fee including the VAT charged then needs to be shown on the accounts sheet under the heading of ‘Balance of Rally Fee’.
If you calculate your rally fee and charge 5% VAT on the total, the Centre Contribution will be reduced to a lower figure than it should be.
If in doubt, please contact me before finalising your revised rally fee and making any refunds.
Sandra Bowler
Cheshire Centre Treasurer
18/9/2020
I think that some Rally Officers may have misunderstood my email and the notes on the Treasurers Page regarding how the rally fees are to be revised.
Please note it is only the pitch element of the rally fee that has VAT charged on it @ 5 %. E.g. pitch fees are £15 per van for the weekend then you need to add 5% VAT (75p) to that figure, giving the pitch fee element of the rally fee as £15.75, just this figure is shown on the Covid-19 Accounts Sheet under the ‘Pitch Fee’ heading.
You then need to calculate the balance of your rally fee, taking into account plaques, any other items that are required for the rally plus the centre contribution and then 20% VAT needs to be added to that. The balance of the rally fee including the VAT charged then needs to be shown on the accounts sheet under the heading of ‘Balance of Rally Fee’.
If you calculate your rally fee and charge 5% VAT on the total, the Centre Contribution will be reduced to a lower figure than it should be.
If in doubt, please contact me before finalising your revised rally fee and making any refunds.
Sandra Bowler
Cheshire Centre Treasurer
18/9/2020
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 12 April 2021
