Club Accounts
All clubs have an internal account at the CSU which is used to manage their funds. The budget given to your club at the start of the year is put into this internal account, and you will also deposit any revenue you generate from events, projects, and sponsorships into this account. Unused budget funds do not carry over to the next academic year, but other deposited funds generated from external sponsors and events will remain.
Requesting a Budget
Every year, clubs are required to submit a budget proposal so the Clubs Committee can review it and allocate funding for the year. Clubs must submit a budget proposal via the CSU Clubs Portal, as other formats will not be accepted. Once the Committee has reviewed a Club’s budget proposal, the Club will be emailed their approved budget amount.
Requesting a Budget REALLOCATION
In the event that your club:
- does not end up completing projects/events in your approved budget proposal, or
- needs to move funds from one project/event to a new project/event unaccounted for in your approved budget proposal,
You will need to submit a Budget Re-allocation via the CSU Clubs Portal.
Using Club Funds
The main way to use the money in your club account is to pay for an expense out-of-pocket and then get reimbursed by submitting a reimbursement request on the CSU portal. After submitting a requisition form, you can expect a delay of approximately 2-3 weeks for it to be processed.
Club reimbursement requests must be submitted on the CSU portal. No other submission method will be accepted for club reimbursements.
Before you submit your reimbursement request, please ensure that:
- Your club has an approved budget allocation for the current year.
- The reimbursement relates to a pre-approved item or event in your budget and is listed as an expense.
When submitting a reimbursement request, please ensure that:
- You include original, itemized receipts for all expenses.
- You provide proof of payment (e.g., credit card statement or a screenshot of your banking app showing the transaction amount).
- Each expense is submitted as a separate line, with corresponding receipts and proof of payment.
For any questions or clarifications, please contact internal@csu.qc.ca and clubs@csu.qc.ca.
If a given expense is too large to pay out of pocket, you may have the organization or venue send an invoice directly to the CSU. For invoices, you should first speak to the Internal Affairs Coordinator (internal@csu.qc.ca) to ensure that you have enough money in your Club budget, and that it is alright for us to accept the invoice. Once you obtain approval, the business or venue that you are dealing with can send an invoice for the expense directly to the CSU as long as it is clearly indicated that the expense is for your Club.
Special Clubs Funding
The Special Clubs Funding has a mandate to provide financial support to CSU Clubs who wish to develop an event, project, or initiative not included in their approved annual budget.
Available Streams:
- General Clubs Funding: Funding for clubs to add events, with priority given to those that were not included in the club’s original budget proposal.
- Diversity & Sustainability Clubs Fund Initiative: Funding for events/projects that must promote diversity (cultural, religious, gender) on campus or that are related to the promotion of environmental sustainability.
- Clubs Support Fund Initiative: Funding for small clubs who received a budget under $1500, with priority given to clubs created within the last 2 years.