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C. &. S. Presented by Amanda Chau C&S Assistant. C&S Funding. C. &. S. How much will I get? How to apply for funding? How does C&S process funding? Common issues Q&A. Funding overview. C. &. S. Clubs and societies Up to $4000 annually Faculty clubs

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presented by amanda chau c s assistant

C

&

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Presented by Amanda Chau

C&S Assistant

C&S Funding

funding overview

C

&

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How much will I get?

How to apply for funding?

How does C&S process funding?

Common issues

Q&A

Funding overview
annual caps

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  • 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
funding categories

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  • Event Funding
    • Event
    • Accommodation
  • Other Funding
    • Other Funding
      • Printing/Publishing
      • Postage/ Locker hire
      • T-shirts
    • Capital Expenditure Form
Funding categories
events budget

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  • 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
event funding

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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)‏

event funding1

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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

reminder

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  • Differential ticket pricing = funding
  • ‘Free for all’ events = no funding
Reminder!
how do i apply for funding

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  • 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?
slide12

Type your club ID here

Type your Access ID here

  • http://www.usuonline.com/cnsonline
    • Skip to next section
slide16

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

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  • 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
ticket pricing examples

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

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

Ticket Pricing examples
joint event funding

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  • 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
accommodation funding

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  • 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
other funding

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  • 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
common issues with forms

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  • 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
incomplete forms

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  • 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
usu logo

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  • 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
receipts

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  • 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
receipts1

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  • 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
receipts2

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Receipts

Show the currency conversion on

the date you paid.

receipts3

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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
naughty receipts

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Naughty Receipts

Person’s name

Person’s name

office processing

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  • 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
slide36

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  • 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
slide37

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  • How much to reimburse?
    • The FULL cost
  • What if the expense wasn’t approved prior to spending?
FAQ
remember

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

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  • 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
any questions

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  • Check the Handbooks and Regulations!
  • Visit the C&S Office
    • Monday-Thursday, 9am – 5pm
    • Friday, 10am – 2pm
  • Email us: [email protected]
ANY Questions
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