FUNDING

FUNDING YOUR CLUB ACTIVITIES

 

The UniClubs Program is funded by SSAF (Student Services and Amenities Fee)

Students pay SSAF each semester, and some of that money is used by UniClubs to support your clubs funding requests.

 

TYPES OF CLUB FUNDING:

Start-Up Support – $150 (one time only)

  • Available in the first 12 months of a new club.
  • Paid directly to your IMB club account.
  • Contact the UniClubs Coordinator – No application needed  
  • Club must have an IMB account and supplier number before payment.

Training and Development – $250 per semester

  • For training or certifications (e.g., First Aid).
  • Can also cover workshops or external courses to help the club.

Promotional Activities – $100–$300 

  • $100 for a Club Banner (annually)
  • $300 for Club Clothing (annually)
  • $200 for Other Promotional Items (per semester)
  • All promo items must include UniClubs + SSAF logos and be approved before purchase.
    [Download Logos Here]

HOW TO APPLY FOR FUNDING:

Submit a Funding Application Form via Rubric.

  1. Include the type of funding, amount requested, and item list with prices.
  2. Submit receipts or invoices through the Funding Receipt Application Form.
  3. UniClubs checks and approves your claim.
  4. UOW Finance pays the money into your IMB account.

Payments are made at the end of each month and arrive in your IMB account at the start of the next month.

Approval process

STEP 1 – SUBMIT FUNDING REQUEST
STEP 2 – MAKE PURCHASES AND SELL TICKETS

Complete the Funding Request form in Rubric.

Include either:

  • Budget Breakdown for funding under $1000, or
  • Event Management Plan (EMP) for funding over $1000

The budget must include:

    • All expenses

    • Income (including UniClubs funding request + ticket sales)

    • Expected profit/loss

    • Receipts/invoices are not accepted as a budget breakdown.

[Download the Funding Breakdown Template]

Once approved, you may purchase approved items.

  • If an invoice is too large for the club to pay upfront, email pulse-uniclubs@uow.edu.au with supplier details (UniClubs can pay directly).

  • Tickets can be sold before funding approval, but it’s safer to wait until funding is confirmed.

STEP 3 – SUBMIT RECEIPTS

  • Submit your receipts in Rubric to be reimbursed, within 3 months of funding approval.

  • Reimbursements are only for payments made by the club.

  • Items paid directly by UniClubs (e.g., invoices or Pulse services) are not reimbursed.

reimbursement

After your club makes an approved purchase, follow these steps to receive reimbursement:

  1. Submit your receipt to Rubric
    Create a “Funding Receipt Submission” form.

  2. Upload your receipt or tax invoice
    Make sure the receipt clearly shows what was purchased and the total amount spent.

  3. Approval and payment
    Once your submission is approved, the reimbursement will be paid directly into your club’s IMB account.

  4. Distributing funds to your executives
    It’s the responsibility of your club executives to distribute the reimbursed funds correctly to whoever made the purchase.

Reimbursements can only be made for the exact amount shown on the receipt—no rounded or estimated totals

FUNDING FAQ:

Where does club funding come from?

Funding comes from the Student Services and Amenities Fee (SSAF), which students pay each semester. SSAF money is redistributed into services, including club funding.

Clubs can apply for:

  • Start-Up Support ($150, once only)
  • Training & Development ($250 per semester)
  • Promotional Activities ($100–$300 depending on item)
  • Event Funding (case-by-case, for approved events)

 All funding applications are submitted through Rubric.

 

You must use the correct forms and submit within the appropriate timeframe.

No. Your IMB account and Supplier Number must be active before funding can be paid to your club.

Examples include:

  • Food (excluding alcohol)
  • Equipment
  • Entertainment and suppliers
  • Venue hire
  • Security
  • Promotional material (with logos)

SSAF money cannot be used for:

  • Alcohol
  • Cash prizes
  • Balloons
  • Gifts for suppliers/guest speakers
  • Gift cards (over $100, alcohol-related, or not linked to the event)
  • Political parties

 No. Purchases made before approval will not be reimbursed. Always wait until your application is approved.

Submit your receipts through Rubric using the Funding Receipts form. Reimbursements are only for purchases made directly by the club (not items paid for by UniClubs)

UOW Finance does pay runs at the end of every month. Approved funds are deposited into your IMB account at the start of the following month

Yes. All promotional material funded by UniClubs must have both the UniClubs and SSAF logos, or your funding may be rejected.

Yes! Collaboration is encouraged. It allows you to split costs and can increase the amount of funding available.
Each club can submit its own funding request for the shared event, or one club can submit a single application on behalf of all collaborating clubs. Just make sure all clubs’ involvement is clearly outlined in the application.

Late submissions will not be funded. Submit early to avoid delays.