Finance

The student expense app is used to track the financial situation of your club or society and to spend money from your subs account by reimbursing your members who may have purchased something on behalf of your club or society.

The app can be downloaded or accessed on the following:

• On the Google Play Store
• On the Apple App Store
• Found online

You will need to register if you have never used the app before. If you are struggling to register, please refer to this video.

There are multiple videos and resources on the app itself to help you make expense claims and how to review them if you are a President, Vice-President or Treasurer. Just head to the documents – help section to access these resources.

Your current balance can also be viewed on this app if you are a President, Vice-President or Treasurer if you look in the documents section of the app.

Invoices

There are two main ways a society can spend their money. The expense app has already been mentioned above, and this can be used by all your paid members. The other way is through invoices. Invoices are bills sent and received by companies.

We'e put together a guide on how to use invoices to pay for equipment and services.

If you can’t get an invoice or expense a product or service, then please email us at union.opportunites@uea.ac.uk to find an alternative way of paying and using your group’s funds.

There are multiple ways your group can make money:

Website

All sales you make on this website go to your groups account, this includes membership, products and event ticket sales. To discover how to create products and event tickets on the SU site please visit the admin tool page.

Card readers

You can book out card readers through our room and hive bookings page, just fill out the form at the bottom of the page. You can use these readers to earn money in person on and off campus.

Please be aware there is a 2% transactional fee when using these so please bear that in mind when taking payments. You will be sent a guide on how to use the card readers after booking them. The money will go into your group’s account the next working day.

Sponsorships

Sponsorships are a great way to get more resources for your group activity across the year – whether this be more funds, equipment or access to services that benefit you all.

We have a sponsorship agreement template for both clubs and societies that must be used when drafting an agreement with external companies. Please be aware that there are also some useful tips on the template to help make sure you are getting the best deal and that you aren’t underselling your value as groups!

Societies Sponsorship Template and Guidance

Sports Clubs Sponsorship Template and Guidance

All sponsorship agreements must be approved by us for societies and by both us and uea+sport for clubs before any agreements can be confirmed and / or payments received.

All our main rules around fundraising can be found on our fundraising policy.

To understand the best practice of fundraising please look at our guide.

There are multiple grants available to both club and societies that can be applied for throughout the year.