Grants and Funding

Click here to apply for this grant.

What: The most common grant. All expenses relating to activities, functions or events on or off campus.

Examples: end of exams dinner in the city, snacks for a club meeting, hosting a lunch on campus, prizes for a raffle.

Documents needed for your application:

• Link/screenshot of event advertising (please advertise on your club's LTSU page)

• Photo/scan of receipts or quotes

• Attendance list. Template here.

• Committee meeting minutes authorising expenditure, only if your request is for more than $400. Template here.

Click here to apply for this grant.

What: For the purchase of any item that publicises your club.

Examples: Club banner or sign, uniforms (not bought through our Tshirt supplier)

Documents needed for your application:

• Photo/scan of receipts or quotes

• Committee meeting minutes authorising expenditure, only if your request is for more than $400. Template here.

Click here to apply for this grant.

What: For the purchase of any item that the club will keep to use again, or for hire of an item

Examples: Musical instrument purchase, camera hire.

Documents needed for your application:

• Photo/scan of receipts or quotes

• The name, phone number and email address of the club executive committee member who takes responsibility for the equipment’s whereabouts and liaises with LTSU about any storage changes

• Details of where the equipment is stored on campus and how the storage is accessed (e.g. key held by club members, reception desk of a building)

• If stored off campus, the name and address of the equipment’s guardian

Click here to apply for this grant.

What: Camps or getaways off-campus, day trips

Examples: Summer camp, Orientation camp, executive retreats

Documents needed for your application:

• Photo/scan of receipts or quotes

• Attendance list. Template here.

• Committee meeting minutes authorising expenditure, only if your request is for more than $400. Template here.

Click here to apply for this grant.

What: Attendance at conferences, or for coaching

Examples: Attending a religious conference in Sydney, or for your group to be tutored in a subject

Documents needed for your application:

• Link/screenshot of event advertising (please advertise on your club's LTSU page)

• Photo/scan of receipts or quotes

• Attendance list. Template here.

• Committee meeting minutes authorising expenditure, only if your request is for more than $400. Template here.

• Official documentation showing proof of conference or training, e.g. a conference program or website, a letter from a coach or tutor, etc.

Click here to apply for this grant.

What: Use this link to apply for a card for your club to save on printing costs

Examples: Printing posters for an upcoming ball

Documents needed for your application:

• Name and details of the person responsbile for looking after the cardLink/screenshot of event advertising (please advertise on your club's LTSU page)

This grant enables clubs and societies to purchase and print official LTSU-branded Club t-shirts for their members, using an LTSU-approved printer. LTSU has an existing company ("All Of The Above") that we use to print our T-shirts and hoodies, and the Clubs Officer can very easily organise this company (which makes sweat shop free items) to brand clothing with your desired club images. The turn around for this company is approximately a month. The process, styles, and prices of t-shirts are as outlined in this document.

Documents needed for your application:

• Minutes from a club executive committee meeting authorising expenditure (template here)

• A completed t-shirt booking form

• Any image files required (such as logos for use on the t-shirt) of a quality acceptable to the printer. Details: Artwork to be supplied: 300 dpi (dots per inch), as close to the actual size that you require on the Tshirt as possible. File types preferred: Ai, Psd, PDF. Other file types allowed (Provided they are hi-res): Jpeg, Tiff

Please submit the above documents to clubsofficer@latrobe.edu.au to apply for this grant

Special Contingency Grant

For any other grant not listed above, or for financial difficulties, overdue money. Get in contact with the Clubs Officer clubs@latrobe.edu.au.

 

Orientation Activities Grant

To access this grant simply RSVP and attend semester 1 or 2 Orientation carnival. Grant money will be deposited into your bank account the week after Orientation. You cannot fill out a form to apply for this grant (unlike every other grant) Note: The Orientation grant of $200 (semester 1) or $150 (semester 2) comes out of your club budget (maximum allowed funds for the semester / year)

Affiliated clubs and societies are allocated a set amount of money to use every year. New clubs can apply for grants from the date they are officially affiliated with LTSU. Clubs continuing from 2016 can apply for grants from Jan 1st 2017. Grants will then only be processed once the club has re-affiliated.

The exact budget amount for 2017 is not yet known at this stage. However, in theory it should be at least the same amount as it was in 2016 (that is $1500) but I'll update this as soon as I know definitively! This amount changes every semester as LTSU is dependent on funding from outside sources. We have developed a new way of allocating each clubs budget which will see every affiliated club receieve more money than in previous years, and ensure that clubs have more money for second semester. Please note funds are only available to groups that have finalised affiliation with LTSU (officially approved through Council).

Applying for grants fact sheet

Event attendance list

Example of itemised receipt

Excel template for for outlining multiple receipts

Grants $400 or under are processed at the start of each week and take a minimum of one week to process. Grants over $400 are processed 8 times a year at CSAC (Clubs and Societies Administration Committee) and then at Clubs and Societies Council. These take between one week and one month to process during semester depending on when the next C&S Council is. Any grant applications for more than $400 must be accompanied by executive committee meeting minutes authorising expenditure, so LTSU can be sure that all club executive members are happy with the spending of a large portion of their budget. Please note - grants over $400 must be submitted to the Clubs and Societies Officer before the last Council dates of the year or your club can only apply for a grant $400 or under.

An attendance list is required for every event / function, and for conference grant applications. LTSU asks clubs to show this to prove that LTSU money is being used to subsidise La Trobe University students. Attendance lists can be found at the bottom of this page. This shows the name, phone number, and email address for all participants.

Events must be advertised on your club's LTSU website before they happen so that the most amount of people possible can attend your event, and so that anyone may attend your event. We highly recommend doing this for every activity your group puts on during the year

Find an example of what EVERY receipt (itemised receipt) you submit for grants should look like at the bottom of this page. Every receipt must show business name, date, Australian Business Number (ABN, ie. the purchase is from a registered business) and the amount paid. (Unacceptable receipts include EFTPOS slips, receipts that don’t show the amount as having been paid, ticket stubs, print-outs of direct deposits made, receipts without an ABN, etc). Overseas receipts must be in English and be from a registered business in the appropriate country. If a grant application contains more than one receipt, an itemised list should be submitted explaining what each receipt is for. It would be awesome if you could use the use the excel template for itemising receipts at the bottom of this page.

Usually grant money is paid to clubs after you have shown us receipt for spending you have already done. However you can also apply for grants on an official quote. This is where you let LTSU know how much an event should cost and ask us to pay for it for you. Quotes must be formal / official, showing ABN, item/s name and amount. Once LTSU has paid you money on a grant with a quote, LTSU cannot pay you any more money until you have given the Clubs and Societies Officer a receipt showing exactly how you used the money, and paying back any amount you didn't use.

Your club or society cannot spend more than 80% of your annual budget on one grant application, witht the exception of the Special Contingencies Grant.

The cut-off date for grants over $400 is the final C&S Council for that year. The cut-off date for grant applications of $400 or less in 2016 is the 30th of November. This means that for activities held between the 30th of November and December 31st of any year clubs can apply for grants prior to that event happening. For events held between January 1st and the start of semester, clubs and societies can apply for grants during the start of semester 1, after re-affilating with LTSU. No club can receive funding unless it is fully affiliated. If a club is carrying over its affiliation but does not re-affiliate before the date specified, it will not receive funding for any activities (including Orientation) held in that year prior to affiliation.

Please apply for all grants as soon as possible, ideally within 6 weeks of the activity. Please still continue to apply for grants if you have missed this time frame however. You can only apply for funding for events in the current year.

For any queries contact the Clubs and Societies Officer on 9479 3752 or email clubsofficer@latrobe.edu.au