Funding

BUSU provides financial resources and support to help clubs successfully manage their finances throughout the academic year.

This page outlines everything you need to know about club banking, funding opportunities, approved vendors, financial reporting, and financial policies.

Scotiabank Club Account 

All ratified clubs are required to maintain a Scotiabank club account. All club-related financial transactions must be processed and managed through your club's Scotiabank account.  

Opening or Renewing Your Club Account

Creating a Club Scotiabank Account is easy! Follow these steps: 

Step 1: Complete the Scotiabank Form 

You'll need:

  • Two signing officers (President & Vice-President, President & Treasurer, or Vice-President & Treasurer)
  • Brock email addresses
  • Permanent mailing addresses
  • Phone numbers
  • Government-issued photo ID (Driver's Licence or Passport) for both signing officers
Choosing Signing Officers

When selecting signing officers, choose executives who will be available on campus throughout the academic year. Students participating in co-op placements, teacher education placements, exchanges, or extended internships may not be suitable signing officers, as they may need to visit the Scotiabank branch to resolve account-related matters.

Step 2: BUSU Processing

Once your request has been processed, the Clubs Administrator will submit the required documentation to Scotiabank.

Both signing officers will then receive an email at their brocku.ca email addresses with instructions for booking an in-person appointment at the Scotiabank branch located on Brock University's campus, beside the BUSU Club House (TH252A).

Step 3: Visit Scotiabank

Both signing officers must attend the appointment together and bring valid government-issued photo identification.

During the appointment:

  • Both signing officers will sign the required banking documents.
  • One signing officer will be designated as the club's debit card holder and will receive the club debit card.
  • The designated cardholder is responsible for making authorized club purchases and payments using the club debit card.

Your club's account will not be opened or considered renewed until both signing officers have completed the in-person appointment.

Step 4: Submit Your Direct Deposit Form

Once your account has been opened, Scotiabank will provide a Direct Deposit Form.

Please forward this form to the Clubs Administrator as soon as possible.

Important: Approved BUSU funding can only be deposited into your club's Scotiabank account. Delays in submitting your Direct Deposit Form will delay funding payments.

Annual Renewal

All signing officers are automatically removed from club accounts on April 30 each academic year. New signing officers must complete the Scotiabank account process for the following academic year.

External Provider Approval

All club funds, whether provided by BUSU or generated through fundraising, may only be used with BUSU approved external businesses and service providers.

Before including an external provider in a funding request, confirm that the provider has already been approved by BUSU.

View the List of BUSU Approved External Providers

Major chain businesses, such as Pizza Pizza, Tim Hortons, Walmart, and Costco, do not require approval.

However, approval is required for local businesses, student-owned businesses, paid guest speakers, DJs, security services, independent caterers, venue rentals, and other non-chain providers.

If approval is required, please submit the External Provider Usage Form before submitting your funding request. 

Contracts & Agreements

Club executives may not enter into contracts or agreements on behalf of their club without first notifying BUSU.

All contracts must be submitted to BUSU for review, and the Executive Director must provide the final signature before any agreement can be finalized or signed.

To submit a contract for review, complete the Contract Upload Form.

Collaborating With Other Clubs 

Club funds are non-transferable and may not be transferred to another club or general account.

If multiple clubs are collaborating on an event, each club is responsible for its own funding request and may only use approved funding for the expenses it is directly responsible for paying.

Each club must manage its own approved funding through its own club account.

Funding Opportunities 

BUSU offers two funding programs to support club programming throughout the academic year.

Whether you're planning regular club activities or a larger signature event, there is a funding option available to support your initiative.

All funding requests are reviewed in accordance with BUSU Policy 501 - Clubs Funding, funding eligibility, and available funding. Submitting a funding request does not guarantee funding approval.

Funding Approval Records

To promote transparency and help clubs better understand the funding review process, BUSU publishes a summary of approved Club Activity Funding and Special Event Funding throughout the academic year.

View the 2026-2027 BUSU Clubs Funding Approvals

Please note funding decisions are based on the information submitted in each application, available funding, and eligibility requirements. Previous approvals do not guarantee future funding.

Club Activity Funding

Club Activity Funding supports recurring club programming that fosters shared interests, skill development, and social connections among members.

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

The Club Activity Funding Request Form opens following the Fall Presidents' Meeting on Thursday, September 10, 2026, and remains available until the end of March.

How to Request for Club Activity Funding
Step 1 – Submit Club Activity Funding Request

Clubs may submit one request per semester, or one combined request covering both semesters. 

Complete the Club Activity Funding Request Form through the Club Toolbox.

A step-by-step tutorial is also available under the Training section of the Club Toolbox.

Step 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.  

Step 3 - Notification of Approval 

Funding decisions will be emailed to your Club Executive Team within five business days of your application being reviewed.

If your request is approved:

  • Funds will be deposited directly into your club's Scotiabank account during the next available payment cycle.
  • Your approval email will include a detailed breakdown of approved expenses and budget categories.
  • Retain your approval email for your records, as it will be required when completing your Monthly Reconciliation.

Only expenses specifically approved in your funding approval may be purchased using Activity Funding.

Cancellations or Changes to Approved Activity Funding

Approved Activity Funding must only be used for the approved purpose.

If your club needs to modify how approved funding will be used, written approval must be obtained from the Clubs Administrator before any purchases are made or funds are reallocated.

Requests can be submitted using the Activity Funding Reallocation Request Form.

Special Event Funding

Special Event Funding supports larger-scale initiatives that create meaningful engagement opportunities for Brock students beyond a club's regular programming.

This includes events such as: 

  1. Gala/Banquet 
  1. Conference/Travel 
  1. Shows/Performance 

Each BUSU-ratified club may submit one Special Event Funding Request per academic year.

To be eligible, clubs must also plan to host at least one Club Activity during the same academic year.

Special Event Funding Periods

For the 2026-2027 academic year, Special Event Funding is available during two funding periods:

First Funding Period 
  • Opens: Monday, August 31, 2026 
  • Closes: Wednesday, September 30, 2026 
Second Funding Period 
  • Opens: Monday, October 19, 2026 
  • Closes: Sunday, November 22, 2026 
How to Request for Special Event Funding
Step 1 - Submit Special Event Funding Request

Complete the Special Event Funding Request Form through the Club Toolbox.

A step-by-step tutorial is also available under the Training section of the Club Toolbox.

Step 2 - Review of Special Event Funding Request by Clubs Advisory Committee 

Following each funding deadline, all applications submitted during that funding period are reviewed together by the Clubs Advisory Committee (CAC).

Special Event Funding Requests are assessed collectively to ensure funding is distributed as fairly and equitably as possible based on: Funding eligibility, Event impact, Budget justification, and Available funding.

Step 3 - Notification of Approval 

Funding decisions will be emailed to your Club Executive Team within five business days of the Clubs Advisory Committee meeting.

If approved, funds will be deposited directly into your club's Scotiabank account during the next available payment cycle.

AnchorCancellations or Changes to Approved Special Event 

Special Event Funding is approved for a specific event and cannot be transferred or reallocated to another event, activity, expense category, or purpose.

If your event is cancelled or significantly changed after approval, you must notify the Clubs Administrator as soon as possible.

Monthly Reconciliation 

The monthly reconciliation process is how BUSU verifies your club's financial activity each month. 

It ensures that all deposits, withdrawals, transfers, and purchases made through your club's Scotiabank account are accurately reported and supported by the appropriate documentation. 

Completing your reconciliation accurately and on time helps keep your club in good standing and ensures your club remains eligible for funding, events, SERMA revisions, and other club privileges. 

Failure to complete all reconciliation requirements in a timely manner may result in the suspension of these privileges until all outstanding requirements have been fulfilled.

What is the requirement for the monthly reconciliation process? 

Monthly reconciliations are required every month while your club maintains an active Scotiabank account, even if there is no account activity. 

Each reconciliation is due by the first Friday of the following month and must cover the previous bank statement period. For example, your September reconciliation must be submitted by the first Friday in October. 

A monthly reconciliation is only considered complete once all three of the following requirements have been met: 

  • Submit the Monthly Reconciliation Form. 
  • Upload proof of your monthly ending balance. 
  • Upload all supporting financial documentation for that reporting period. 

Any club expense without an itemized receipt is not eligible to be covered using club funds, regardless of whether the funds were approved by BUSU or generated by the club. Any unsupported expense must be reimbursed back to the club by the individual involved. 

At the beginning of each academic year, the Clubs Coordinator provides each club executive with access to the club's designated Google Drive receipt folder. If your President, Vice-President, or Treasurer is unable to access the folder, please contact the Clubs Team at clubs@brockbusu.ca.

How to Complete the Monthly Reconciliation Process?
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  

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

At the beginning of each academic year, the Clubs Coordinator provides each club executive with access to the club's designated Google Drive receipt folder.

If your President, Vice-President, or Treasurer is unable to access the folder, please contact the Clubs Team at clubs@brockbusu.ca.

Inside your club’s receipt folder, go to the subfolder for the month you're reporting and upload the following documents: 

  • your monthly bank statement, or an online banking screenshot if no statement was issued; 

  • All itemized receipts, invoices, deposit confirmations, and any additional documentation supporting the transactions reported on your reconciliation. 

Reconciliation Review

Once the Clubs Team has reviewed your reconciliation, a reviewed copy of your Monthly Reconciliation Form will be uploaded to your club's receipt folder for that month.  

If revisions are required, comments and notes will be added directly to the reviewed copy identifying what needs to be corrected or updated. 

If you upload additional documentation or make changes after the reconciliation deadline, please notify the Clubs Administrator so the revisions can be reviewed promptly and to help avoid delays to your club's operations.

Rules Surrounding Funding 

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

Questions? 

Please email clubsadmin@brockbusu.ca 

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