Managing Your Club Finances: Important Reminders for 2025
To all ECU Student Guild affiliated clubs — we want to help you keep your club finances running smoothly and transparently this year. We know some of these procedures may have been tricky to find before, so here’s a simple refresher to keep your club on track.
🧾 Submit Your Receipts Promptly
All club expenses must be supported by valid receipts and submitted in a timely manner.
- Receipts must meet ATO requirements — including an ABN and tax invoice details where applicable.
- No receipt = no approval for funding top-ups.
- Keep everything organised so your requests can be processed quickly.
💳 Use Volopay for All Club Spending
All Guild-funded purchases must be made using your club’s assigned Volopay prepaid Visa card.
- This ensures proper tracking, transparency, and compliance.
- No reimbursements will be made to committee members or club members for expenses paid from personal funds.
- If you’re the Treasurer for more than one club, you can only have one Volopay card — another committee member will need to hold the card for your other club.
🔍 Float Top Up or Grant — Which One Do You Need?
Float Top Up
Use this for smaller, incidental expenses (usually items under $200).
- Submit all previous receipts before requesting a top-up.
- Requests are assessed on available funds and the impact of your club activities.
Grant
Use this for larger planned expenses — think uniforms, major events, or equipment.
- Submit in advance via the Club Grant Form.
- Requires prior approval from the Vice Presidents.
- Allow at least two weeks for processing before your purchase or event.
📌 Why This Matters
The Guild receives SSAF funding and reports quarterly to ECU on how club funds are spent. Good financial management helps us:
- Maintain ongoing funding.
- Support more clubs and events.
- Keep student activities fair, transparent, and beneficial for everyone.
📞 Need Help?
- Visit our Clubs Resources page.
- Email the Finance Team at finance@ecuguild.org.au
Thanks for helping us keep your club’s finances healthy — together, we’ll keep our clubs thriving!
