Cheque Payable to: / Email:
Society/Club/Association/Media / Dpt. Code:
(office only)
Fundraising / Grant Funds
Name (1) / Position / Signature / Email
Details of Claim (2) / Receipt/Invoice number (3) / Under which section (4) / £ Amount / Codes
(office only)
Total: / £ :
Authorising Signature (staff member): / Date:
- Two Committee members' signatures are required.
- Briefly outline the reasons for the claim. Include all receipts, invoices/evidence of expenditure.
- Each receipt/invoice relating to your claim must be numbered. Claims not referenced in this way will be returned, resulting in delay in processing the claim.
- You must specify which of the following sections the money is to be withdrawn from: Admin, Affiliation, Conferences, Equipment, Misc, Speakers, Travel, Facility Hire, Coaching Costs.
Payment will only be authorised for expenditure that is in line with the Society's Grant Application and Constitution.
Withdrawal of grant may be refused if the above guidelines are not followed.
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Accounts Use
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N/L Code
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Section Guide
Administration
Areas of expenditure covered include general administration costs such as telephone charges, envelopes, stamps and other stationery used for the purpose of communicating with persons relevant to the society and for the benefit of its membership. Administration also includes printing costs involved in the production of promotional materials such as flyers, leaflets and posters. There is no limit to the grant funding available for administrative expenditure, but it would not normally be expected to be more than 50% of the core funds granted to the society. Additional administration costs should be met from the society’s own funds. Sports Clubs do not receive grant funding for administrative costs, however they can claim through their fundraising account.
Affiliation
Affiliations to external organisations may be made for the purpose of obtaining educational materials or to provide information relevant to the society. Affiliations must be in line with the aims and objectives of the society. Affiliation may only be for the benefit of the society not for individual members. There is no limit to the grant funding available for affiliation expenditure. Additional affiliation costs should be met from the society’s own funds. The majority of sports clubs receive full grant funding for affiliations as it is a requirement of that club to be affiliated to their relevant governing body/league (e.g. F.A/BUCS/England Hockey). These affiliation costs are completed through the Sports Association but will require the signature of two club committee members before being processed.
Conferences (Not applicable to Sports Clubs)
Conferences are gatherings or events of a regional or national nature. The Union will grant no more than the full cost of four delegates to attend one conference per academic year. An application for travel expenses to attend conferences should be made under the travel heading. Additional conference costs should be met from the society’s own funds.
Equipment
The Union will consider supporting the cost of purchasing equipment required by the society. Any grant for equipment will be at the discretion of the Union. All equipment purchased remains the property of the Union society. Additional equipment costs should be met from the society’s own funds. Only those sports clubs that receive specific grant funding for equipment from the Sports Association can claim under the grant heading. All other equipment purchases must be claimed through the clubs fundraising account.
Freshers Week (Not applicable to Sports Clubs)
The Union will grant a maximum of £50.00 towards expenses incurred during Freshers Week. Areas of expenditure covered include print costs, publicity and promotional materials.
Miscellaneous / Society Specific
This section covers everything that doesn’t fit into the other categories. The Union will consider funding the cost of a range of activities that meet with the aims and objectives of the society, such as coaching, event costs and competition fees. Funding will be considered only if a full explanation is provided. Additional miscellaneous / society specific costs should be met from the society’s own funds.
Miscellaneous/Sports Specific
This section covers everything that does not fit into the other categories. The Sports Association will allocate funding for referees/umpires/judges, accommodation in certain circumstances and competition fees. Funding will be considered only if a full explanation is provided. Additional miscellaneous/club specific costs should be met from the club’s own funds.
Speakers
The Union will contribute to the travel costs associated with bringing guests to speak at society events. The Union will contribute a maximum of half the standard rail fare for up to 10 speakers per academic year, to a maximum of £25.00. The maximum amount granted for speakers is £25 for national and £10 for local. Additional speakers costs should be met from the society’s own funds.
Travel
The travel grant covers the cost of attending conferences and meetings on behalf of the society (usually for individuals or small groups). The Union will grant money under the heading of travel to cover the cost of minibus usage, bus fares, rail fares, taxi fares and the use of private cars incurred by the society. The Union will grant a maximum of 50% of travel expenses incurred by the society. (Sports Clubs will receive 100% of reasonable travel expenses incurred in accordance with their grant funding). We will reimburse private car use at the rate of 20 pence per mile. Travel should be by the most economical means using student discount where possible. The Union will not fund travel costs associated with social events.
Trips
The trips grant covers the cost of visiting attractions or taking part in activities that are in line with the aims and objectives of the society (usually medium of large groups of people).
The Union will grant money under the heading of trips to cover the cost of minibus usage, rail fares and coach hire incurred by the society. The Union will fund a maximum of two trips per term and up to 50% of trip expenses can be claimed. However, the maximum contribution to trip expenses by the Union will be £5 per member for any one trip. No payment will be made towards the cost of food or accommodation.
Facility Hire
The cost of hiring a facility can only be claimed if it is firstly agreed through the Sports Association. The majority of Facility Hire costs are completed through the Sports Association but will require the signature of two club committee members before being processed.
Sports Club Coaching
This grant will only be paid out to coaches that are registered with the Sports Association (i.e. Coach details form completed, proof of relevant coaching qualifications and up to date civil and public liability insurance).