Post on 31-Mar-2015
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
C& S
FUNDING CATEGORIES
Event Funding Event Accommodation
Other Funding Other Funding
Printing/Publishing Postage/ Locker hire T-shirts
Capital Expenditure Form
C& S
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?
C& S
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
C& S
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
C& S
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
C& S
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.
C& S
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
C& S
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
C& S
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
C& S
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”
C& S
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
C& S
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!
C& S
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
C& S
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
C& S
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.
C& S
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
C& S
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!!
C& S
FAQ
How much to reimburse? The FULL cost
What if the expense wasn’t approved prior to spending?
C& S
REMEMBER!
The TREASURER is your Monopoly bank.
C&S Staff are not omniscient. Tell us asap when you have problems!
C& S
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
C& S
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
C& S