Club Funding
Guild-affiliated clubs may apply for funding to help improve the campus life for students.
We offer clubs up to $1500 in funding for 2025 towards events (on or off-campus*), activities, promotional materials, merchandise, signage, and more. To receive club funding, clubs will first need to submit a Funding Application through QPay (including a formal budget outlining how they intend to spend the money). Once the application has been approved, clubs can arrange payments through the Guild or use cash available first before claiming reimbursements.
Clubs who are thinking of booking events or making purchases prior to funding being approved should be prepared to cover their costs in full should their grant not be approved. Clubs should apply for funding well in advance and await approval prior to making any purchases or bookings, if the club is unable to cover these costs without funding.
*Please note that not all off-campus event expenses will be approved due to SSAF rules.
How To Apply For Club Funding
Start by preparing your Club Funding Request Budget Template. Include all upcoming costs your club intends to claim reimbursement for. Please note that funding application and approval can take up to 2-4 weeks from submission. We encourage you to take this timeline into account when planning for your events.
SSAF Funding Guidelines
Grant funding comes from the Student Services and Amenities Fee (SSAF).
Clubs can use the funding amount for:
- Providing food and non-alcoholic drinks at an on-campus event;
- Supporting a sporting or other recreational activity by students;
- Supporting the administration of a club most of whose members are students;
- Helping students obtain employment or advice on careers;
- Supporting debating by students;
- Supporting an artistic activity by students;
- Supporting students in creating and sending media content to other students;
- Helping students develop academic study skills outside of their scheduled unit activities;
- Advocating students’ interests in matters arising under the University’s rules;
- Giving students information to help them in their orientation.
Clubs cannot use the funding amount for:
- Conference attendance;
- Accommodation costs or flights;
- Travel costs (fuel or parking);
- Camps or retreats;
- Gifts and donations (to guest speakers, charities, event prizes, etc.);
- Sundry/incidental expenses;
- Alcohol or tobacco;
- Weapons or dangerous items that may cause injury;
- Events or promotional items for political parties.
Getting Reimbursements
Our club funding works in a cashback method (i.e. once money is spent and tax invoices are submitted through the Reimbursement Claim Form, then money will be reimbursed back into the recognised Club Bank Account).
To ensure that your club successfully receives reimbursements, we encourage that:
- The money spent aligns with the amount approved.
- Tax invoices submitted are clear and legible, and show if GST has been charged. Please do not dispose of your receipts until reimbursements have been approved.
- Tax invoices are current. We do not accept claims made more than 3 months after the purchase was made.
Please allow 1-2 weeks for your Reimbursement Claim to be approved. Clubs can expect all approved reimbursements to be paid on the following Friday.
Additional Support
If your club does not have funds available to pay ahead and purchase equipment or book event spaces, you can arrange for the Guild to pay the invoice directly on your club’s behalf. Please contact our Clubs Officers to discuss your options further.