Funding

Clubs are eligible to apply for two categories of funding:

  1. Special Event Funding
  2. Club Activity Funding

How to Receive Funding

To receive funding, a club must complete the applicable funding application form that includes necessary information for review by the Clubs Administrator or Clubs Advisory Committee. This includes: 

  • Description of the event and expenses 

  • Quotes for each expense 

  • The estimated number of people who will benefit from the event

  • Any expected fundraising or revenue to contribute to the expenses 

Please note that the club's funds are non-transferable, whether it be to another club or a general account.  

Clubs must request funding prior to the activity or event taking place. Club members will not be reimbursed for expenses incurred prior to approved funding.  

Special Event Funding 

A "Special Event" is defined as any one-time or infrequently occurring event a club hosts outside of its normal programming and activities. Clubs can only request this type of funding once per academic year. This includes events such as: 

  1. Gala/Banquet 

  1. Conference/Travel 

  1. Shows/Performance 

Special events often include expenses including but not limited to venue, catering, transportation, showcases/productions and conference fees. To apply for Special Event Funding: 

1. Submit Special Event Funding Application Form 

Clubs have the opportunity to request special event funding once per academic year. The Special Event Funding Application Form can be found in the forms section on the clubs portion of the BUSU website.  

To be eligible for a Special Event Funding request, clubs must submit a plan to also host at least one club activity during the same academic year.  

Special Event Funding shall be available during two designated periods in the Fall semester.  

  • The first funding period will open following the Fall Presidents' Meeting and will remain open until Sept. 30. 

  • The second funding period will commence after the conclusion of Fall ratification period and close on Nov. 30.  

2. Review of Special Event Funding by Clubs Advisory Committee 

Club Special Event Funding is assessed by the Clubs Advisory Committee based on the collective requests listed in all club's funding application forms, to ensure fair disbursement of funds as possible.  

The interpretation of the Club Special Event Funds will be the responsibility of the Clubs Advisory Committee.  

 3. Notification of Approval 

Decisions about approved Club Special Event Funding will be communicated to the Club Executive Team by the Clubs Administrator within five business days of the Clubs Advisory Meeting.  

Upon receiving your approval, the funds will be deposited directly into the club's Scotiabank account during the next possible payment cycle. Once the funds have been deposited, the club may purchase the approved items using the club's debit card. 

Cancellations or Changes to Special Event 

If a club cancels or alters their Special Event, the club is required to notify the Clubs Administrator. Funds allocated for the original event may not be reallocated, and all unspent funds must be returned to BUSU.  

Club Activity Funding 

Club Activity Funding is used for the purpose of fostering shared interests, skills or social connections among its members.  

Club activities often include but are not limited to workshops, tabling, networking and social activities.  

The Club Activity Funding application form will open following Fall President's’ Meeting and close end of March.  

1. Submit Club Activity Funding Application Form 

Clubs have the opportunity to request club activity funding once per academic year OR once per semester (Fall and Winter). It is strongly encouraged that club activity funding is requested once per academic year. The Club Activity Funding Application Form can be found in the forms section on the clubs portion of the BUSU website.  

2. Review of Club Activity Funding by Clubs Administrator 

Club Activity Funding is assessed by the Clubs Administrator, and the interpretation of it will be their responsibility.  

 3. Notification of Approval 

Decisions about approved Club Activity Funding will be communicated to the Club Executive Team by the Clubs Administrator.  

Upon receiving your approval, the funds will be deposited directly into the club's Scotiabank account during the next possible payment cycle. Once the funds have been deposited, the club may purchase the approved items using the club's debit card. 

Cancellations or Changes to Approved Activities 

If a club decides to cancel or change previously approved activities, funds may be reallocated with written approval from the Clubs Administrator, which must be obtained at least five business days prior to the event. Additionally, any unused funds must be returned to BUSU. 

Monthly Reconciliation 

To maintain regular club operations, all ratified clubs are required to complete the monthly reconciliation process. This ensures your club’s finances remain accurate, transparent, and compliant with Policy 501. 

This process must be completed during the first week of each month for the previous month. Example: September’s reconciliation must be completed by the first week of October. 

Failure to complete the reconciliation process on time, including both the monthly reconciliation form submission and supporting document uploads, will result in the suspension of all club activities, events, and funding until the process is fully completed. 

As part of this process, clubs are required to: 

  • Upload all itemized receipts, invoices, e-transfer confirmations and the monthly banking statement to the club’s designated Google Drive receipt folder for the applicable month  

Step-by-Step Instructions  

Step 1: Gather Your Financial Documents  

Each month, collect the following documents related to your club’s financial activity: 

  • Monthly Scotiabank account statement. Account statements are typically available at the end of the statement cycle, usually near the end of the month. 

  • Itemized receipts, invoices, and e-transfer confirmations for all withdrawals, including both in-person and online transactions. 

  • Deposit confirmations, if applicable (e.g., approved club funding deposits, ticket revenue, donations) 

Step 2: Complete the Monthly Reconciliation Form  

Visit the BUSU Clubs Toolbox and fill out the monthly reconciliation form for the applicable month. 

Be prepared to report the following information (most of which can be found on your monthly bank statement): 

  • Bank statement start and end dates 

  • Opening and closing account balance for the statement period 

  • A list of all deposits and withdrawals during the month 

  • A brief description of each transaction 

  • Before submitting, double-check that all information entered in your monthly reconciliation form accurately matches your Scotiabank statement, including all transaction amounts and account balances. 

Step 3: Upload Required Files to Google Drive  

Navigate to your club’s designated Google Drive receipt folder.  

  • If the President, Vice-President, or Treasurer does not have access to your club’s folder, please contact the Clubs Coordinator at clubs@brockbusu.ca. 

Inside your folder, go to the subfolder for the month you're reconciling.  

  • If the subfolder for the month doesn’t exist, create one titled with the month and year (e.g., October 2025).  

Upload the following documents: 

  • Your club’s monthly Scotiabank statement 

  • All receipts and transaction records 

  • Any e-transfer confirmations 

For consistency and organization, please rename each receipt file using the following format: DateofPurchase_Vendor_EventName (e.g., 15Sep2025_Walmart_KickoffParty) 

Rules Surrounding Funding 

All clubs must adhere to the funding rules listed in Policy 501 - Clubs Funding  

Scotiabank 

Clubs are required to open a Scotiabank account to house all their club membership fees, revenue, club funding and donations. This includes basic banking and a chequing account. Creating a Club Scotiabank Account is easy! Follow these steps: 

  1.  Fill out the Scotiabank Form. To do this, you will need to know the two signing officers (President and Vice-President, President and Treasurer, or Vice-President and Treasurer), their Brock emails, permanent mailing addresses, and phone numbers. You will also need to upload a picture of government ID for the two signing officers (these MUST be either Driver's License, or Passport). 

  1. Once the form is completed, the Clubs Administrator will process your request and send a letter to Scotiabank.  

  1. Keep in mind which signing officer will hold onto the club's debit card. Only one of the two will sign for the debit card, so while both have access to the account, only one name will be associated with your club’s debit card. 

  1. Finally, the two signing officers will receive an email from Scotiabank asking them to sign, in person, at the Scotiabank branch on campus (right beside the Club House!). You will receive access to the account and the debit card upon signing. 

  1. You will receive your clubs direct deposit form, please forward that to the Clubs Administrator. Please note, approved club funding will be deposited into club Scotiabank accounts. Delay in providing the club's direct deposit form will cause a delay in club funding being deposited into the club's bank account. 

  1. Both signing officers will be removed from the account on April 30 of that academic year. 

Questions? 

Please email clubsadmin@brockbusu.ca 

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