All Club Execs – and especially Treasurers – must ensure that Club funds:
- are used in line with the aims and objectives of the Club as defined in their recognised and approved Constitution
- are used in the interests of all members of the 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 Club, the SU or the University into disrepute
- provided to the Club in the form of grants or sponsorship are used exclusively in line with the documented purpose for which they were provided
The SU does not expect individuals to pay for sizeable purchases for their Clubs from their own funds – anything beyond nominal amounts can be paid through the SU using the Online Finance System, Money Request or Purchase Order forms to avoid Execs or other Members having to use their personal money and await reimbursement.
Use of Club Funds - Specific Instances
The following guidelines apply to the use of Club funds within the above overarching principles. Where special circumstances apply Sports Coordinators within Student Activities can advise – in all instances it is worth checking with your Coordinator in advance of employing Club funds 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 Club funds can or can’t be used for please arrange a meeting with your Sports Coordinator in Student Activities for advice.
Society 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 the event is taking place in a regulated and licensed premises and upon completion of an event planning pack or event notification form.
Where alcoholic drinks are intrinsic to the nature of the Society 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.
Subsidising Event Costs
Funds can be used to subsidise members’ participation at the 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 Club. Non-members cannot be subsidised.
Gifts for Speakers
Gifts for speakers, coaches or other volunteers may be bought, provided the cost value does not exceed £20. This is to avoid issues around payment-in-kind (and associated tax implications) and bribery legislation. Reasonable travel (standard, not first class, etc.) and subsistence costs can be covered, provided these are agreed in advance with your Sports Coordinator.
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 – Club funds cannot be used to subsidise prizes.