Club Finances

Banking information and a guide on how to manage your club's finances.

Online Banking Process

The accounts are subsidiary accounts to USASA's bank account which provides many benefits, such as:

• Being fee-free for clubs
• Can be accessed by two designated club members (President and Treasurer)
• Can be viewed by users through the online banking portal

Clubs will be responsible for managing their own finances, however, in order to ensure that clubs are governing their bank account correctly, USASA will finalise all transactions.

USASA clubs are not permitted to have bank accounts external to USASA. Structurally, USASA clubs are sub-committees of the USASA board, and all club bank accounts are audited each year to ensure the financial integrity of USASA.

Opening and operating an external bank account is a breach of USASAs requirements for clubs and if at any time a club becomes aware that there is a separate bank account, the club must take steps to transfer funds and close the bank account imediatly. 

Accessing Your USASA Club Bank Account

After an AGM, the newly elected Treasurer and President are able to gain access the club’s online bank account.

To gain access to the account, the club Treasurer and President must meet with a USASA Staff Member. These meetings will usually take place in the USASA office at the City West campus. Please note that the USASA Finance Officer works part-time, and you will need to schedule a time to meet in advance. You can schedule your meeting here.

During this meeting you will learn how to:

• Create transactions
• Submit your transaction for approval
• Request invoices
• Manage income

At this meeting, you must complete the Club Account New User Form.

Staff will use these to create a user profile that will allow you to access the bank account. Once this has been done, you will receive an automatic email from NAB with a temporary password and an email from USASA with your personal User ID.

Creating Online Transactions

To make a payment:

1. Create the transaction on NAB Connect (access video tutorial)
2. Submit your Money Request on the website 
   • Log into the USASA website
   • Select the settings button on the top right of the page
   • Select your club’s name in the dropdown
   • Select 'Finances' in the Admin Tools menu
   • Click 'new money request'
   • Fill out the details and 'submit'
3. Have another committee member approve the transaction on the USASA website
   • Log into the USASA website
   • Select the settings button on the top right of the page
   • Select your club’s name in the dropdown
   • Select 'Finances' in the Admin Tools menu
   • Click on the highlighted Money Request
   • Check the details and 'approve'

Once a second committee member has approved the Money Request on the USASA website, USASA staff will be able to check the details and approve the transaction on the website and on NAB connect.

You can check back on the status of your Money Request in the Finance Tool at any time.

NOTE: Because you are required to submit a transaction form for every transaction, you will not be required to complete a quarterly financial report.

Making Money

There are a variety of ways to generate income for your club. For USASA clubs, the most common of these include:

• Membership fees
• Fundraising
• Selling Merchandise
• USASA Club Grants (2023)
• USASA Tiered Funding Program (2023)
• Donations/Sponsorship
  • Request an invoice here

For more info about any of these, please click on the links.

E-Store Revenue

Funds earned from selling products on the USASA E-Store and reconciled on a monthly basis at the end of each month. For instance, any money that your club earns in January will be transferred into the club account in the last two weeks of January and so-on throughout the year.

This is done to ensure that the correct amount of money is transferred after taking into consideration any refunds or system errors that may have occurred. We work to get the money into your club account as quickly as we can, but the time that this takes will vary from month to month depending on how many products are being reconciled in that period. 

Refunds

Each club can determine their own policy about refunds for each of their products. We recommend being consistent with all purchasers. You should also consider how refunds may impact the financial viability of your product.

Some examples of refund policies include:

• No refunds for any reason. Purchasers may re-sell their tickets.
• Refunds available up until the sales end date.
• Refunds available upon request.
• Refunds only in case of positive COVID result.

Processing refunds

USASA can process refunds through the payment gateway if we are within the month of purchase (i.e. purchase was made in August, refund is processed in August).

If the purchase is older, then the club must submit a Money Request after obtaining the BSB and Account number of the purchaser. The club may use the order number and an email requesting the refund as the receipt/invoice.

If USASA is contacted by someone requesting a refund, we will refer the request to the club to make a decision. 

Depositing Money

Depositing money into your USASA account is as simple as collecting the Account Name, BSB and Account Number from your Nab Connect internet bank account and taking cash into your nearest NAB branch to deposit. The same details can be used if a company wishes to transfer money to your club.

If your club is required to invoice a company/business to receive sponsorship or a donation, we can create an invoice for you. Submit a request for an invoice here.

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