Completing your Grant Reconciliation

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Congrats on receiving your grant funding! 🎉

To finalise your grant, you must complete the reconciliation process. This ensures all funds were used correctly and in line with your approved application.

General Tips

To successfully reconcile your grant, we need a clear audit trail showing how the funds were spent – from the payment leaving the account to the final purchase.

Key things to know:

All spending must match what was approved in your grant application
We must be able to track every transaction step-by-step
If a club member pays for something personally and is reimbursed, both personal and club bank statements are required

Important:
We strongly recommend avoiding personal reimbursements wherever possible, as they make reconciliation more complex.

Instead, use supplier invoices and direct payment via internet banking.

Mobile banking transaction detail screenshots are not accepted as proof.

The Reconciliation Process

If the Club Paid for the Expense

You must provide:

The invoice or receipt from the supplier
A copy of the club bank statement showing the payment

If you cannot provide both documents, the grant may be voided, and funds may need to be returned.

Please head to the UCSA Website and your Club Admin Tools to complete the reconciliation process.

If an Individual Paid and Was Reimbursed

You must provide:

The invoice or receipt from the supplier
The individual’s bank statement showing:
- Payment to the supplier
- Reimbursement from the club
The club bank statement showing the reimbursement payment

If any of these documents are missing, the grant may be voided, and funds may need to be returned to the funding pool.

Step-by-step Guide to Submit Grant Reconciliation

Acceptable Evidence

Invoices and Receipts

To be accepted, documents must:

Be a tax invoice (for bank transfers) or GST receipt (for card payments)
Include a unique invoice number or transaction ID
Include the supplier’s GST number (if GST is charged)
Be provided for every individual purchase (even if items are identical)

Not accepted:

Screenshots of carts, order summaries, or pre-purchase pages
Documents created by the club (e.g. summary spreadsheets or Word documents)
Duplicate receipts used to represent multiple purchases

If unsure, contact us before making payment.

Bank Statements

Grant payments can only be made to a club bank account in the club’s name (not personal or joint accounts).

Accepted formats:

Official bank-issued statements
Exported transaction reports from desktop internet banking (PDF format)

Not accepted:

Mobile banking screenshots
CSV files
Handwritten records

Queried Reconciliations

If your grant reconciliation is incomplete, it will be queried via the website so you have the opportunity to add additional documentation.

How to Update a Queried Reconciliation

Bank Statement Export Guides

Need Help?

If you’re unsure about any part of the reconciliation process, it’s best to check in before making purchases. Contact the team at clubs@ucsa.org.nz.

Updated on July 3, 2026

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