How to Reconcile a Grant Application

UCSA Student Experience
11 steps
3 minutes

Ucsa

Alert! If your club does not have the funds to pay the relevant expenses in the grant application, please contact [clubs@ucsa.org.nz](mailto:clubs@ucsa.org.na) as soon as possible to discuss options.

Navigate to your club admin tools, and click "Grant Applications".

Click into the relevant grant application.

Tip! If you cannot see your grant application listed, use the search function to expand the default date range displayed.

Scroll down to the "Actual Expenditure" section and click on the pencil on the relevant expense line.

Each section will automatically carry over the original supporting documentation you include in your application, but you will need to add proof that that expense has been paid. Click "Browse" to open the file explorer.

Tip! For each expense, you will need to provide: - A receipt or tax invoice - Please note that quotes or screenshots of costs on websites are not sufficient as they do not prove a purchase was made - A bank statement showing: - The club name - The club bank account number - The relevant expense If an individual made the payment on behalf of the club, you will **also** need to include: - A copy of the payee's bank statement showing: - Their name - Their bank account number - The expense being deducted from their account - The reimbursement from the club coming into their account

Find the relevant file and click "Upload".

Click "Save".

Repeat for all expenses.

If there were additional expenses that you did not anticipate, you may include these by clicking "Add Item" and entering the details. Please note that the club incurring additional expenses will not increase the grant funding from what was originally allocated.

If there were additional income sources that you did not anticipate, you may include these by clicking "Add Item" and entering the details.

Tip! You can save your progress at any time, and come back to complete the reconcilliation. Please note that "Saving" **does not** submit this to UCSA for review.

Finally, click "Submit".

Once submitted, your reconcilliation will be reviewed by UCSA. If there are any issues or missing documentents you will be contacted by staff to update as needed.