Guidelines & Rules

All Club/Society Execs – and especially Treasurers – must ensure that funds:

• are used in line with the aims and objectives of the Society/Club as defined in their recognised and approved Constitution
• are used in the interests of members of the Society/Club
• are used in a manner that represents good value for money for members
• are not used in contravention of stated SU policy or in any fashion that has the potential to bring the Society/Club, the SU or the University into disrepute
• provided to the Society/Club in the form of grants or sponsorship are used exclusively in line with the documented purpose for which they were provided

Clubs and Societies must process all transactions through the SU’s Finance Office and are not allowed to operate their own separate bank accounts - Regulation 9

Procedural Practice

The SU does not expect individuals to pay for sizeable purchases from their own funds – anything beyond nominal amounts can be paid through the SU using the Online Finance System, Money Request (bank transfer or via credit card) or Purchase Order forms to avoid Execs or other Members having to use their personal money and await reimbursement.

• Reimbursements will only be approved upon receipt of proof of purchase. Mileage forms will only be approved after the event.

Use of Funds - Specific Instances

The following guidelines apply to the use of Society/Club funds within the above overarching principles.  Where special circumstances apply Coordinators within Student Activities can advise – in all instances it is worth checking with your Coordinator in advance to avoid any complications. 

Where a decision is required as to what constitutes “reasonable”, the nature and scale of expenditure will be considered in conjunction with the aims and objectives in the Club’s Constitution and the balance of their accounts.

If you are in any doubt about what Society/Club funds can or can’t be used for please arrange a meeting with your Coordinator in Student Activities for advice.

Alcoholic Beverages

Society/Club funds cannot be used to purchase alcoholic drinks, except:

• It is stated within a Sponsorship Agreement that a sponsor’s money can be used to fund social events or the provision of refreshments.

• Where alcoholic drinks are intrinsic to the nature of the Society/Club as defined within its Constitution (Real Ale Society, Warwick Cocktail Society, etc).  

• As part of a ticketed event, in which alcohol spend is clarified in the event description, at the discretion of Student Activities. Please note that an event where alcohol is being sold must take place in a regulated and licensed premises.

• Alcohol cannot be reimbursed if a receipt is submitted for a Dinner, only food can be if it is pre-approved.  

• NOTE: The limit for balls is 3 standard wine bottles per 10 people/table. 

Card Machines

• Card machines cannot be purchased with club funds as it is against SU policy. We would reccommend that you set up tickets prior to your event and receive money that way. Tickets can even be purchased on mobile upon arrival.

Subsidising Event Costs

• Funds can be used to subsidise members’ participation at the Society's/Club’s events, providing this is within reasonable levels and maintains a sensible level of retained funds to ensure the long term sustainability of the Society/Club. 

• Non-members cannot be subsidised.

• Sports League fees, sports equipment and sports bookings can be funded for out of your Society funds, as long as all members have the chance to participate, and provided your Sociey has sufficient funds. Exec members must have approved this. Please note: Any Societies undertaking Sporting Activity are not covered for this under SU insurance. Sports kit must be paid for individually for Societies. 

• Smaller scale Club/Society events do not need a full event planning pack, but you should detail your event in an email to your coordinator before spending Club/Society money. Otherwise, reimbursement is not guaranteed. 

• All costs for your charity events must be covered by the amount raised and then a portion or the entirety of the profits can be donated to your agreed charity. Club/Society funds cannot be used for any expenses relating to a charity event.

Club and Society Clothing

• Non-personalised clothing/kit that is owned and retained by the club/society can be purchased using club/society funds. Note that this clothing must be available for use by all members.

• Exec hoodies can be subsidised by a maximum of £25 per Exec member from your club/society funds, as long as this is approved by the Student Activities Team and your Club/Society has sufficient funds. You can either set up a shop to do this on the SU website, or get reimbursed. If you are getting reimbursed, you must ensure this has been approved by your coordinator beforehand. 

• **Note that club kit and leisurewear (for sports clubs) must be ordered from Akuma as per our agreement with them** See process here: Sports Kit (warwicksu.com)

Gifts

• Gifts for speakers, coaches or other volunteers may be bought, provided the cost value does not exceed £30.  This is to avoid issues around payment-in-kind (and associated tax implications) and bribery legislation. These can be flowers, chocolates or other small tokens of appreciation. 

• Reasonable travel (standard, not first class, etc.) and subsistence costs can be covered, provided these are agreed in advance with your Coordinator. This cannot be out of Society funds and must be covered by ticket income or sponsorship. 

• Alcohol cannot be purchased as a gift. 

• You cannot purchase gifts for club members, including exec, from club/society money. 

Deposits 

• Deposits can be made for an event, once an event planning pack has been approved. Tickets do not need to be on sale before the deposit can be made, however there needs to be sufficient funds in the Society account to cover this, and if the event doesn't go ahead, the deposit cannot be reimbursed. 

• Deposits should be made via the SU and contracts can also only be signed by the SU. 

Competition Prizes

• Prizes can be made available for competitions where success is a demonstrable matter of skill rather than luck – this is what differentiates a competition from a lottery (running a lottery requires registration with Coventry council and is covered by the Gambling Act 2005).  The competition prizes must be wholly funded from entry fees and sponsorship specific to the competition – Society/Club funds cannot be used to subsidise prizes. The exception to this is where a donation is freely given with the stated intent to support the running of a free to enter event, such as a quiz, and the total amount to be offered in prizes does not exceed the total amount of the donation.

• Trophies/awards can be purchased using Society funds, as long as they stem from a criteria. If this is part of an event, an event planning pack will be needed for this. 

• Alcohol cannot be used as a prize.

Fundraising/donations

You can raise funds for your society if you wish too, to use for something for the society, please contact your coordinator if you have an idea you want to discuss this. For charity events such as bingo nights, please also contact your coordinator for guidance on this.