C&S Funding

1. C & S Presented by Amanda Chau C&S Assistant C&S Funding

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

3. C & S • 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 Annual Caps

4. C & S • Event Funding • Event • Accommodation • Other Funding • Other Funding • Printing/Publishing • Postage/ Locker hire • T-shirts • Capital Expenditure Form Funding categories

5. C & S • 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? Events Budget

6. C & S 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 Event Funding Funding per ACH = Lowest Non ACH $ - Highest ACH $ (Up to the Relevant Cap)‏

7. C & S 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 $8 Non-Member $30 $40 Event Funding 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)‏ Example 1: On campus, USU catered, non-major event Example 2: Off campus, Access partner catered, major event Activity

8. C & S • Differential ticket pricing = funding • ‘Free for all’ events = no funding Reminder!

9. C & S • 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 How do I apply for Funding?

10. C & S Online Pre-Event Form

12. Type your club ID here Type your Access ID here • http://www.usuonline.com/cnsonline • Skip to next section

16. You must type something in the “Category” field NOTE: Do not use hyphens. Always use whole numbers, e.g. “0”, “1.50”

20. C & S • Use the Post event forms available on www.usuonline.com OR from outside the C&S office on the little table. Submitting Post Event forms

21. C & S Post Event forms 640 358

22. C & S Difference calculated from “Food and drink” category = up to $5 funding Difference calculated from “Attendees” category = up to $5 funding Ticket Pricing examples

23. C & S • 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 Joint Event Funding

24. C & S • 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 ACCOMMODATION Funding

25. C & S • 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” Other Funding

26. C & S • Incomplete forms • Missing details • Ticket pricing • Set differential pricing • USU logo • Unacceptable receipts • Late submissions • COMPLETE forms, submit by deadline set by Office Common Issues with forms

27. C & S • 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! Incomplete forms

28. C & S • 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 USU Logo

29. C & S • 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 Receipts

30. C & S • No Invoice available? • In advance have a letter that is a receipt. • To be signed by the supplier of the service you are paying. Receipts

31. C & S Receipts Show the currency conversion on the date you paid.

32. C & S Receipts • According to Australian tax laws: • Tax invoice • Company name • ABN number • Description of goods purchased/ services provided • Date of purchase • Total cost • At a minimum these are required on a receipt

33. C & S Naughty Receipts Person’s name Person’s name

34. C & S C&S Processing

35. C & S • 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 Office Processing

36. C & S • 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!! Tips

37. C & S • How much to reimburse? • The FULL cost • What if the expense wasn’t approved prior to spending? FAQ

38. C & S • The TREASURER is your Monopoly bank. • C&S Staff are not omniscient. Tell us asapwhen you have problems! REMEMBER!

39. C & S • 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 Takeaway Points

40. C & S • Check the Handbooks and Regulations! • Visit the C&S Office • Monday-Thursday, 9am – 5pm • Friday, 10am – 2pm • Email us: clubsandsocs@usu.usyd.edu.au ANY Questions