C&S FUNDINGPresented by Amanda Chau

C&S Assistant

C& S

FUNDING OVERVIEW

How much will I get? How to apply for funding? How does C&S process funding? Common issues Q&A

C& S

ANNUAL CAPS

Clubs and societies Up to $4000 annually

Faculty clubs Up to $4000 annually + $3 per ACH in faculty

College clubs See Louise Anthony, Programs Manager

Revue clubs See Alice Workman, ACCESS Co-ordinator

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FUNDING CATEGORIES

Event Funding Event Accommodation

Other Funding Other Funding

Printing/Publishing Postage/ Locker hire T-shirts

Capital Expenditure Form

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EVENTS BUDGET

What are the costs associated with my event/ activity?

How will all the costs be met?

Has a budget been prepared for the event?

Could I have a sponsor to cover some of the costs of the event?

Will the USU help fund this event?

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EVENT FUNDING

Funding per ACH = Lowest Non ACH $ - Highest ACH $

(Up to the Relevant Cap)

Non Major Cap per ACH Major Cap per ACH

USU Catered $6.00 USU Catered $10.00

Access Benefits Partner Catered

$5.00 Access Benefits Partner Catered

$8.00

Externally Catered/Not

Catered

$4.00 Externally Catered/Not

Catered

$6.00

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EVENT FUNDINGC& S

You will be funded the difference between the highest Access Card Ticket Price and the lowest Non-Access Card Ticket Price.

Funding per ACH = Lowest Non ACH $ - Highest ACH $

(Up to the Relevant Cap)

Ticket Price

Access Other

Funding Received

All Free $2 $2

Ticket Price

Access

Other

Funding Received

Member $25 N/A Difference greater than cap, so $8Non-

Member$30 $40

Example 1:On campus, USU catered, non-major event

Example 2:Off campus, Access partner catered, major event

Activity

REMINDER!

Differential ticket pricing = funding ‘Free for all’ events = no funding

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HOW DO I APPLY FOR FUNDING?

•Online Pre-event submission• Web ID• 2010 Access ID (update with C&S staff)

•Paper Post-event applications

•Paper Joint Event Applications• Joint Pre-Event• Joint Post Event

•Paper Accommodation Applications• Accommodation Allowance Pre-Event• Accommodation Allowance Post-Event

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ONLINE PRE-EVENT FORMC& S

•http://www.usuonline.com/cnsonline • Skip to next section

Type your club ID here

Type your Access ID here

You must type something in the “Category” field

NOTE: Do not use hyphens.Always use whole numbers, e.g. “0”, “1.50”

SUBMITTING POST EVENT FORMS Use the Post event forms available on

www.usuonline.com OR from outside the C&S office on the little table.

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POST EVENT FORMS C& S

640 358

TICKET PRICING EXAMPLES

Difference calculated from “Food and drink” category = up to $5 funding

Difference calculated from “Attendees” category = up to $5 funding

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Access Other

Food and drink 5 10 * Fund for this difference

Drink 2 3

Access Other

Attendees 5 10 * Fund for this difference

Invited Guests 0 0

JOINT EVENT FUNDING

Same as for normal Event funding

Cap for event overall Number of clubs x normal Event cap

Submission deadlines (paper) Same as for normal Event funding

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ACCOMMODATION FUNDING

Venue hire Catering

1 application per calendar year. 1 Event funding application per day of camp/

conference. Camp Event Funding - differential pricing.

Submission deadlines (paper) Pre event: at least 2 days prior Post event: within 14 days of the event

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OTHER FUNDING

Photocopying, Printing, Publishing & Websites Postage & Letterboxes T-Shirts Capital Expenditure

Submit “Other Funding/ CAPEX form” Separate form for each application Submission deadline: Within the calendar year

O-Week Funding Submit “O-Week Funding form”

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COMMON ISSUES WITH FORMS

Incomplete forms Missing details

Ticket pricing Set differential pricing

USU logo Unacceptable receipts Late submissions

COMPLETE forms, submit by deadline set by Office

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INCOMPLETE FORMS

Fill in ALL the fields for the event details

Licensee numbers Events with food and drinks are catered events

Check the DATES!!

Provide promotional material/ T-shirt designs

Sign it!

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USU LOGO

The USU is a sponsor of your society.

Running a club is like running a business.

Remember to submit your T-shirt designs with your funding application

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RECEIPTS

Must be in $AU Must be legible

According to Australian tax laws, receipts MUST have:

1. Tax invoice 2. ABN number 3. Company name 4. Description of goods purchased/ services

provided 5. Date of purchase 6. Total cost

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RECEIPTS

No Invoice available? In advance have a letter that is a receipt. To be signed by the supplier of the service you are

paying.

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RECEIPTSC& S

Show the currency conversion onthe date you paid.

According to Australian tax laws:

1. Tax invoice2. Company name3. ABN number4. Description of goods purchased/

services provided5. Date of purchase6. Total cost

At a minimum these are required on a receipt

RECEIPTSC& S

NAUGHTY RECEIPTSC& S

Person’s name

Person’s name

C&S PROCESSINGC& S

Submit Pre-

Event form onlin

e•UP TO 2 business days before the event

EVENT

•Hold event•Collect receipts•Attendance numbers

Submit Post Even

t form•UP TO 10 business days after the event

C&S Office

processing

•USUALLY within 2 weeks of receipt

USU Accounts processing

•USUALLY within 1 week •Pay on Thursdays only

Payment to society

•Via EFT to society bank account

OFFICE PROCESSING C&S Office receives between 30-100 funding

applications a day during semester.

C&S Office Assistants process between 50 - 120 pay requests per week during semester.

Accounts office manually input all these requests in order to pay them.

University Accounts only makes payments on Thursdays.

This process is currently being streamlined

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TIPS

Ensure one person is responsible for submitting funding forms. Executive members only

Submit forms as soon as you know the details of the event.

To speed up the process, ensure you include ALL the relevant information!!

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FAQ

How much to reimburse? The FULL cost

What if the expense wasn’t approved prior to spending?

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REMEMBER!

The TREASURER is your Monopoly bank.

C&S Staff are not omniscient. Tell us asap when you have problems!

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TAKEAWAY POINTS

REFER to the Handbooks if in doubt BUDGET for your events over the year CHARGE differential pricing Always COLLECT receipts. Submit COMPLETE forms ACKNOWLEDGE USU as a sponsor

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ANY QUESTIONS

Check the Handbooks and Regulations!

Visit the C&S Office Monday-Thursday, 9am – 5pm Friday, 10am – 2pm

Email us: clubsandsocs@usu.usyd.edu.au

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