Training Materials

2025-2026 – MSU Clubs Training

Accounting Forms

Purchase Request Form

This form is must be submitted before making a purchase with Club money.

Claim Form

This form is used to claim purchases that have already been made by executive team members. This form encapsulates all expenses, and must be submitted with an Expense Statement Form to reimburse executive team members.

Expense Statement Form

This form must be submitted alongside a completed Claim Form and outlines which executive members need to be reimbursed for specific expenses.

Bridge Financing Application

This form is used to apply for a zero-interest loan from the McMaster Students’ Union to help cover costs for specific events.

Miscellaneous Forms

Film Event Form

This form must be submitted via the Student Groups Event Portal anytime a Club intends to show a film, documentary, and/or any other audio-visual material.

Collaborative Event Agreement

This form must be completed prior to planning or executing any collaborative events with other groups, whether they are internal or external to the MSU.

Operating Policy – Clubs Advisory Council

Operating Policy – Clubs Operations

Operating Policy – Clubs Status

Operating Policy – Clubs Financial Procedures

ClubSpace

ClubSpace is located in MUSC Room 215 and is open daily from 7:00 a.m. – 11:00 p.m. With open-concept seating and 10 private meeting rooms, it is the perfect spot for clubs to gather, hold meetings, and more. ClubSpace is available to be used exclusively by MSU Clubs. To reserve a ClubSpace meeting room, visit our Booking Portal and login with your Club’s McMaster email address.

Bridges Event Space

Located on the west side of McMaster University’s campus, just a few steps away from the GO Bus station, adjacent to Wallingford Hall, and beneath the Phoenix Restaurant, it is in the perfect space for MSU Club events. Bridges Event Space prioritizes bookings for MSU Clubs and is a low-cost, on-campus option. To reserve Bridges Event Space, please visit our Booking Page.

If you have a question, would like to provide feedback, or would like to report an incident anonymously please use the form below.

General Questions

How do I apply to be a ratified MSU Club?

New club applications open annually from November 1st – December 1st. Visit our New Club Applications page for more information.

How do I join an MSU Club?

MSU Clubs are required to use Bounce to manage membership. Please email the Club you are interested in directly for a link to their Bounce Organization, or to find out more information about their operations. To see what clubs are available and find contact information please visit the Clubs Directory.

Does the Clubs Administrator have office hours?

The Clubs Administrator’s office is located in MUSC Rm 215N (inside ClubSpace). Clubs are welcome to drop-in if the door is open, otherwise please visit the Club Administrator’s Booking Page to schedule an appointment.

How do I access my Club’s locker?

Lockers are available for ratified MSU Clubs, free of charge, on a first-come first-served basis. Locker applications open at the start of the fall semester. If you are interested in reserving a locker after applications close, please email clubsasst@msu.mcmaster.ca with your request to see if an accommodation can be made.

How do I receive mail?

Due to a decline in physical mail, we have removed the ClubSpace mailboxes. The Clubs Administrator will hold mail for clubs and schedule pick-up times as needed. If mail is not picked up in a timely manner, it will be returned to the sender.

Clubs Accounting 

How do we access our Club’s MSU Funding?

Only ratified MSU Clubs are eligible to apply for MSU Funding. The process for applying for MSU Funding is outlined in MSU Operating Policy – Clubs Financial Procedures. If an Club is awarded MSU Funding, funding will be applied to your Club Bank Account after purchases or invoices are paid to cover those costs. All MSU Funding is applied retroactively.

What can we use our Club’s MSU Funding on?

MSU Club Funding can be used for purchases that support the mandate of the Club as outlined in its approved Constitution. Use of MSU Club Funding is also governed by MSU Operating Policy – Clubs Financial Procedures. MSU Club Funding may not be used for expenses including, but not limited to:

• • • Merchandise and/or apparel for Club members
    • Food, unless integral to a Club event or mandate
    • Direct donations to an organization or for the purchase of items in exchange for direct donations to an organization
    • Any other limitations as determined by the MSU Vice-President (Finance) and/or the MSU Clubs Accounting Clerk

What happens if MSU Funding is left over at the end of the fiscal year?

Any MSU Funding that is not used by the end of the fiscal year (April 30th at 11:59 p.m.) will expire and does not carry over into the next fiscal year.

What is a purchase order number and why do we need one?

A Purchase Request Form must be submitted for all internal purchases so that a Purchase Order Number (PO #) can be created by the MSU Clubs Accounting Clerk. A PO # is a financial document that guarantees a purchaser has available funds to complete a purchase.

For MSU Clubs, internal purchases are considered to be those payable to McMaster Student Union services (e.g. The Hub, Underground Media + Design, Bridges Event Space, TwelvEighty, AvTek).

How can our Club collect money?

In compliance with MSU Operating Policy – Clubs Financial Procedures, MSU Clubs are not permitted to collect money or hold money in external bank accounts. Every Club has it’s own MSU Club Bank Account, managed by the MSU Clubs Accounting Clerk and is required to use this account for all financial transactions. To support Club operations, the MSU offers the following to facilitate money collection:

• • E-Transfers to the Clubs Accounting Clerk, which must include the Club’s name in the E-Transfer note
  • Use of the MSU Debit/Credit machines
  • Use of the MSU cash floats for cash sales
  • Cheque deposits addressed to specific MSU Clubs

How can our Club pay invoices and make purchases?

MSU Clubs have two options for paying invoices or making purchases.

MSU Clubs can submit a Purchase Request Form, and once approved, can pay for expenses using Club funds directly. The MSU offers debit/credit cards, PayPal, E-Transfer, Chartfield String, and cheque as methods for issuing payment directly form MSU Club Bank Accounts.

Alternatively, MSU Clubs may submit a Club Claim Form, Expense Statement Form, and copies of receipts for reimbursement from their MSU Club Bank Account. In this scenario, a Club executive member would have paid for something themselves and they are requesting to be reimbursed for that expense. Once approved, reimbursements can be received via cheque, E-Transfer, or PayPal.

Using your MSU Club Bank Account directly whenever possible is recommended to prevent Club members from being out-of-pocket for Club-related expenses, especially in the event that an expense is not approved.

Where does our Club need to submit completed accounting forms?

All Club accounting forms (e.g. Club Claim Forms, Purchase Request Forms, Bridge Financing Applications) must be submitted to via email to the Clubs Accounting Clerk.

How do we find out our MSU Club Bank Account balance?

To receive an updated MSU Club Bank Account balance, please email the Clubs Accounting Clerk to request a “Trial Balance”. The Trial Balance will show all your Club’s transactions and the current account balance.

What is Bridge Financing?

Bridge Financing is available to ratified MSU Clubs and is an interest-free loan from the MSU that can be used to support Club events and initiatives. Bridge Financing loans must be paid back in full within the current fiscal year and cannot exceed $5,000.00. For more information about the application process, please email the Clubs Accounting Clerk.

We have a time-sensitive Clubs Accounting question. Who can we contact?

The MSU Accounting Department is available for in-person assistance Monday to Friday from 9:00 a.m. – 5:00 p.m., although the office may be closed occasionally for unforeseen circumstances. Clubs can also email their inquiries to the Clubs Accounting Clerk and Clubs Accounting & Accounts Receivable Supervisor for assistance; for time-sensitive inquiries please ensure the high-importance marker is selected.

ClubSpace

What resources are available in ClubSpace? 

ClubSpace has a general open-concept lounge with couches, tables, and chairs making it the perfect spot to study or meet with club members. If you’re looking for more privacy, there are 10 meeting rooms that can be booked on a first-come first-served basis.

When is ClubSpace open? 

ClubSpace is open daily from 7:00 a.m. – 11:00 p.m.

How do I book a ClubSpace meeting room?

Clubs Department Contacts

Clubs Administrator, Rene Hares (She/Her)

Email: clubsadmin@msu.mcmaster.ca

Phone: (905) 525-9140 ext. 24113

Clubs Assistant, Midhaa Ahmed (She/Her)

Email: clubsasst@msu.mcmaster.ca

Clubs Accounting Clerk, Mylene Prior (She/Her)

Email: clubsaccounting@msu.mcmaster.ca

Phone: (905) 525-9140 ext. 22825