Frequently Asked Questions

Community Accountancy Service
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Q	Can you audit our accounts next week?
A	We do not conduct an ‘audit’ but provided you are in one of our priority groups we can Independently Examine your accounts. We normally require four to six weeks to do the work depending on how busy we are at the time.
Q	Our treasurer has suddenly left and we are not sure what we should be doing. Can you help?
A	There are several ways in which we can help you: we can give you 1-1 support and training you can attend one of our training courses, which cover all aspects of book-keeping and financial issues for voluntary & community groups we can offer you book-keeping support for a short period to help you through this difficult time. See Community Accountancy Service for Guidelines for treasurers (downloadable)
Q	Do you know of a computer accountancy package that will help us track the money that we receive from our different funders?
A	We have experience of several accounts packages suitable for the voluntary & community sector. CAS can arrange training courses in some packages and can provide one to one support.

 

Payroll Service
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Q	We have just employed a worker and do not know how to work out the salaries.
A	VAS’ Payroll Service provides a monthly payroll service to calculate the net pay and statutory deductions. We can also give you advice and assistance on any issue relating to paying workers. See Payroll Service.
Q	Why have I been taxed so much?
A	The tax deducted depends on your tax code provided by the Inland Revenue. They might not have the up to date information on your circumstances.

 

Legal Advisory Service
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Q	How can I find out about the legal responsibilities of a charity's management committee?
A	The Charity Commission publishes a free guide for management committees called "Responsibilities of Charity Trustees". VAS’ Legal Consultant can also advise committee members on particular problems or issues around their legal roles and responsibilities.
Q	How can I find out about the legal requirements around employing staff?
A	VAS’ Legal Consultant can provide you with a pack of information on employing a worker and can help with drafting employment contracts and procedures for staff. She can also advise on particular staff issues or problems. See Information Sheet: Employing a Worker (downloadable)
Q	We are thinking of taking on some premises and have talked to an estate agent. Where do we go from here?
A	Once you have agreed the basics (rent, service charges, length of your occupation and whether any repairs or improvements will be needed), the landlord (or their solicitor) will give you a draft lease or tenancy agreement. VAS’ Legal Consultant can take you through this, explain the contents and help negotiate any difficult aspects. See Information Sheet: Acquiring and Managing Premises (downloadable)

 

Support for Groups
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Q	We want to set up a new group. How do we get started?
A	Many groups run on a completely informal basis without funds. However, if you want the group to handle money at all: You will need a committee and a simple constitution (see model constitution (downloadable) . The group development workers at VAS can also help you with this - you don't have to invent one from scratch. You will then need to sign the constitution in order to open a bank account. There will need to be two signatories on cheques, so choose 3 or 4 signatories (including the Treasurer) and make sure you have two means of identification per person when you go to open the account (these will need your addresses on too). Examples include electricity bill, driving licence, benefit book. For further advice see Information Sheets on Starting Up, Management Committees Constitutions, and Support for Groups
Q	We want to start a new charity. How do we get started?
A	It is now very difficult to register a brand new group as a charity. The Charity Commission insists that the group has a track record of successful activity, at least £1000 in the bank, and a clear plan about future activities and how they will be funded. Even then, it will take several months to register if you are accepted. It is better to start out as a 'voluntary group' and show that you can be effective and that there is a need for your group. There are funds available for groups that are not registered charities. But if you are not registered, you must not use the word 'charity' in your publicity.
Q	We want to get some grants to fund our work. How do we go about this?
A	It is important to draw up a plan showing what you want to do and when. You must also draw up a budget to show what you think it will cost. You can get information about sources of funding from South Yorkshire Funding Advice Bureau It may be possible for one of VAS' group development workers to look at your funding application before you fill in the final version and send it off.
Q	We've applied for quite a large grant and have been told we need policies on Health and Safety and Equal Opportunities. Can VAS send us these?
A	It is very important that policies are developed by yourselves to suit your situation and for staff, committee members and volunteers to feel a sense of 'ownership.' Therefore these policies are not available 'off the peg’. However, VAS’ Capacity Building & Quality Team may be able to offer you some guidance and advice on developing these policies. See also Information Sheets: Health & Safety, Accessible Organisations (downloadable).
Q	I'm a member of a new Management Committee and I'm not sure what responsibilies I carry. How can I find out?
A	VAS has an Information Sheet: Management Committees.(downloadable) This is also available on request in Somali and on audiotape.

 

Volunteer Centre
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Q	How can the Sheffield Volunteer Centre help our group to recruit volunteers?
A	We can put your request for volunteers in our monthly Volunteer Bulletin which is distributed widely around the city and in the Sheffield Volunteer Centre at Division Street. We can also put your details onto the Do-it website a national website for volunteering. We also display information leaflets in our Volunteer Centre and groups can book exhibition space.
Q	We’re just starting to recruit volunteers. What do think are some of the main things we should do?
A	It’s important to know who is going to take on the role of supporting the volunteers, including organising induction and training opportunities, providing one-to-one support, sorting out practicalities such as insurance and reimbursing out of pocket expenses. Groups often develop a volunteer policy which covers how the organisation recruits and works with volunteers. The Volunteer Centre can help you with ideas and information.
Q	If I volunteer what kind of commitment will be expected of me?
A	A Volunteering can be very flexible - you can volunteer on a weekly or monthly basis, short-term or long-term. The Volunteer Centre can help you to find find something that fits into your lifestyle.
Q	What sort of people volunteer?
A	All kinds of people! Volunteering is for everyone from all walks of life and all communities. Young unemployed people, lesbians and gay men, older people, black people, disabled people...If you’re recruiting volunteers it’s important to think about how and who you’re recruiting and whether you’re putting off some people from contributing to your group’s work. The Volunteer Centre can help and Sheffield Volunteer Coordinators Forum provides the opportunity to meet with others to talk and share ideas.

 

Central Services
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Q	What are the benefits of becoming a member of VAS?
A	As a member of VAS you have the opportunity to play an active part in the organisation. This includes: voting for the Board of Management at VAS’ Annual General Meeting being able to stand for nomination to the Board of Management. Members also receive some limited discounts, for example, on training courses and meeting room hire. See Membership
Q	Where can I find out about voluntary organisations in Sheffield?
A	'Help Yourself ‘ is a guide to voluntary, community and statutory organisations in Sheffield. Due to unusually heavy demand, the current edition is out of stock. However, you can visit the Help Yourself website which has up to date information about 5000 + groups http://www.sheffieldhelpyourself.org.uk
Q	We are working on developing an IT Policy. Can you provide any help?
A	VAS has an IT Policy which may be useful as an example. We can send out copies of VAS' policies and all our policies can be downloaded from the document library We may be able to provide your group with advice, so get in touch.