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 use the Budget Proposal Template provided by the CSU, as budget proposals 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 to firstname.lastname@example.org. This is simply an edited version of your budget proposal. The amount requested cannot exceed your budget allocation for the year; it is a request for the money already allocated to your club to be reallocated from one expense to another, to be approved by the Clubs and Space Committee. You must submit Budget Re-allocations to the C&SC before the expense has been incurred to be reimbursed.
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 requisition form. To be reimbursed for out-of-pocket expenses, you should fill out a Reimbursement Form on a computer. Then print it, have it signed by your Club’s two signing officers, attach the original receipts for all purchases (we will not accept debit or credit receipts)*, attach printed bank statements for all purchases made with debit or credit (you may blank out any personal or other information from these statements), and submit it at CSU Reception in H-711. You can also indicate on the form whether you would like to pick up the completed cheque at the CSU, or if you would like it mailed to you. After submitting a requisition form, you can expect a delay of approximately 2-3 weeks for it to be processed.
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 (email@example.com) 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.
*If you have misplaced the original receipts, you may ask to use printed debit or credit bank statements to verify the expenses. For this reason, we recommend that all your Club’s transactions be conducted using debit and credit cards instead of cash.