Receiving Money

There are many ways your club or society might receive money—through grants, sponsorships, donations, or sales. This guide explains how each method works and what steps you need to take.

To protect your committee and the Students’ Union, Clubs and Societies must not use personal bank accounts or personal card machines to take payments. All income should be collected using approved SU payment methods only.

This helps ensure transparency, proper financial records, and keeps everyone protected.

If you’re unsure which payment method to use, please contact the SU team before taking any payments.

Any purchases made through the Keele SU website (e.g. memberships, tickets, products) will automatically appear in your group’s account within 7 working days. To view these transactions, contact the SU Activities Team for a statement.

1. Keele SU Grants – Automatically transferred to your group’s account after approval. View available SU grants.
2. Keele University Grants – Processed separately by SU staff.
3. External Grants – Require an Invoice Request Form.

1. Set up a Product – Ideal for small donations or stall payments. Create preset donation amounts (e.g. £1, £2, £5).
2. Raise an Invoice – Best for larger donations or those from organisations. Requires the Invoice Request Form.

Sponsorships can provide money or resources in exchange for promotion or collaboration. To receive a sponsorship you must first complete the Club and Society Sponsorship Agreement form, and then submit this via email.

Important: You must get SU approval before signing any agreement. Failing to do so may result in sanctions.

To receive sponsorship funds, complete the Invoice Request Form.

If you're receiving money from a third party (e.g. sponsor, external grant), your President or Treasurer must complete this form:

Download Invoice Request Form

• Takes ~30 days for funds to appear in your account.
• Not visible in committee admin tools.
• For a full finance report, email: su.activities@keele.ac.uk

Weekly Deadline:

• Submit by 9 am Wednesday for same-week processing.
• Late submissions roll over to the following week.

Need to claim fuel expenses? Follow these steps:

1. Fill Out the Form: Download Fuel Reimbursement Form
2. Attach to your Expenses Claim
3. Submit for processing

Sometimes you may need money to be paid directly into your account. Use the following details:

Account Name: Keele University Students' Union
Sort Code: 08-92-99
Account Number: 65848663

Important: Include your Club or Society’s full name as the payment reference so Finance can allocate it correctly.