Club funding

Guild registered clubs get access to funding to help you improve your club experience to students!

We are pleased to offer up to $1500 in reimbursements to all Guild registered clubs. This 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.

Important Information: In order to receive club funding, clubs will first need to submit a Funding Application through QPay (including a Club Funding Budget outlining how you intend to spend the money). Once the funding application has been approved, clubs can then claim reimbursements for expenses. Please note that clubs will need to first use their own cash available and then claim reimbursements to receive funding. This is to prevent misuse of Guild funds and ensure that costs claimed and reimbursed are accurate.

How To Apply For Club Funding

Step 1: Complete Club Funding Request Budget Template

Start preparing for your club funding application by completing the Club Funding Request Budget Template first.

The Club Grant Budget Template should be used to outline all expected costs your club intends to claim reimbursement for in 2024. Please refer to our Club Funding Request Budget Example to understand the information and level of detail we expect for clubs to put into the Budget Template at the application stage.

Step 2: Submit your Funding Application form

Club Funding Application form can be found online on your club’s QPAY portal.

Step 3: Wait for Approval

Wait for the grant application to be reviewed and approved by the Guild Clubs Committee (which makes up of Guild Executives, club administration staff and a Murdoch Active representative). This should take 2-4 weeks from submission during non-peak periods. Please account for longer response times during peak periods (i.e. start of semesters). 

Once you receive a confirmation email regarding approval of your grant, you can start securing items for your next project!

How To Apply for Funding Reimbursements

To ensure that purchases made by the club grant adhere to the SSAF laws and legislation, all purchases are first made by the club then claimed and reimbursed from the Guild.

Step 1: Get all your receipts in order

Take photos or scan your receipts and ensure that they are clear and legible. Receipts must also show if GST has been charged. We recommend using CamScanner mobile app to show that it is clear.

Once you have taken a photo of your receipt, we recommend that you hold onto it and DO NOT dispose it until you have received confirmation that your funding reimbursement was successful.

We accept receipts no older than 3 months since it’s been given.

Step 2: Complete Reimbursement Claim Form on QPAY

Submit your Reimbursement Claim form on QPAY. 

Step 3: Wait for your funds to be returned

Once the form has been submitted, you simply need to wait for approval before expecting the funds to return to your bank account. Our accounts team processes refunds every Friday, please allow up 2 - 3 weeks from approval confirmation for funds to reach your club bank account.

Contact Projects Team

Our Projects team looks after all aspects of club administration.

Phone: 9360 2158