BANKING
HOW TO OPEN A CLUB BANK ACCOUNT
Do all clubs need an IMB account?
Yes. All UniClubs must have a bank account at the IMB UOW branch. This account is used for SSAF funding (money support for your club).
HOW DO WE OPEN AN IMB ACCOUNT?
You will need:
- Meeting minutes – a document showing who the elected signatories are (people allowed to sign for the account).
- Club Constitution – signed by the President, Vice President, Treasurer, and Secretary.
What to do:
- Email both documents to pulse-uniclubs@uow.edu.au.
- In the email, say that your club wants to open a bank account with IMB.
- UniClubs will prepare paperwork and send it to IMB (and copy your club execs into the email).
- Your club’s Office Bearers (executives) must then book an appointment at IMB to sign the forms and to verify their identity.
- Once the bank account is succesfully set-up, you can now apply for your Supplier Number – you’ll need this to send and receive any club funds
HOW DO WE GET SET-UP AS A SUPPLIER WITH UOW FINANCE?
After your IMB account is open, the Treasurer will get a “supplier setup” form.
Fill it in as follows:
- Name: Write the club’s name.
- ABN: Select “I do not have an ABN.”
- Phone: Use your phone number. (You will get a call from EFTsure to check your bank details.)
- Email: Use your student email.
- Address: University of Wollongong, Level 1A, Building 11/1 Northfields Ave, Keiraville NSW 2500.
If asked about not having an ABN, select: “The supplier is not entitled to an ABN as they are not carrying on an enterprise in Australia.”
This setup only happens once per club.
WHEN DO WE NEED TO CHANGE SIGNATORIES?
When a club executive graduates or leaves. Your club will need to:
- Elect new signatories at a meeting.
- Record this in the meeting minutes.
- Email the document to: pulse-uniclubs@uow.edu.au
- Only the new signatories need to go into IMB to sign.
BANKING FAQ:
Do we have to use IMB for our Club bank account?
Yes. All Wollongong Campus UniClubs must open an account at the IMB UOW branch. This is required so UniClubs can reimburse your club with SSAF funding.
How do we open a new account?
You email pulse-uniclubs@uow.edu.au with:
Meeting minutes showing who the signatories are
Your constitution (with all Office Bearers’ signatures in Part 8)
UniClubs will then prepare paperwork and send it to IMB.
Who can be a bank signatory?
The President, Vice President, Treasurer, and Secretary. You must elect them at a meeting and record this in the minutes.
Do we need an ABN to open the account?
No. Clubs are not businesses, so you must tick the box: “The supplier is not entitled to an ABN as they are not carrying on an enterprise in Australia.”
How many times does the Club need to do the supplier set-up?
Only once! Once your club is set up in UOW Finance, you stay in the system.
What happens when our Execs change?
If signatories graduate or leave, your club must:
Elect new signatories at a meeting (EGM or AGM)
Record it in the minutes
Email the updated minutes to pulse-uniclubs@uow.edu.au
Then the new signatories will go into IMB to sign on.
Can UniClubs Reimburse us before our IMB account is open?
No. Your IMB account and Supplier Number must be active before you can receive any funding.
Do we need to update UniClubs every year of the new signatories?
Yes, however, we take that information from your Annual General Meeting (AGM) minutes at the end of each year. No need to update us separately, unless the signatories listed are different to the AGM.
What happens if we don't submit proper receipts?
Payments may be delayed or rejected.
Receipts must be:
Legitimate tax invoices
Not screenshots of payment totals