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British universities & Colleges Sport

REG 3 Finance and Governance

Please note: Further information regarding BUCS Membership can be found in the Members section of the BUCS website.

REG 3.1 Annual Subscription (Membership Affiliation Fee/Playing Entity Fee) The Annual Subscription must be paid annually by 1 October, failure to do so will lead to suspension of the Member and/or Playing Entity.

REG 3.1.1 Full Members will be charged a fee calculated in part per capita and in part based on their participation in BUCS’ domestic sports programmes.

REG 3.1.2 Associate Members will be charged a £50 annual fee.

REG 3.1.3 Playing Entities will be charged a £500 annual fee.

REG 3.2 Entry Fees

REG 3.2.1 Overall Team Entry Fees These are the fees for the main set of entries to BUCS Leagues and Knockouts made en bloc via BUCScore in late spring/early summer for the following season. Team entries for the following season must be received via BUCScore by the date set by the BUCS office and team entry fees are to be paid annually by 1 October.

REG 3.2.1.1 Institutions that submit multiple (3 or more) late team entries will be subject to an administration charge which will be based on the number of teams entered after the deadline. 3 to 9 late team entries will incur an administration charge of £50. 10 or more late team entries will incur an administration charge of £100.

REG 3.2.2 Other Team Entry Fees Entries for League and Knockout sports not covered by the Overall Team Entries will be charged when the relevant entry set closes.

REG 3.2.3 Individual and Team Championships (Events) Entry Fees These are the fees charged for entries into BUCS events. Entries will be billed after the relevant event closing date

REG 3.2.3.1 Where an event offers ‘Stage 2’ entries, where these are accepted they will be subject to an additional 20% fee on top of the standard entry fee, as detailed in the relevant event entry information.

REG 3.2.4 Should an institution withdraw an entry from a BUCS competition after the relevant entry closing date, they will not be eligible to receive an entry fee refund.

REG 3.3 The CEO may temporarily suspend from participation in all BUCS activities any Member which has not paid the Annual Subscription (REG 3.1) or the Overall Team Entry Fees (REG 3.2.1) as of 1 October. Payments received after this date will be subject to a 5% fine. Any member institution that remains suspended on the first day of the league programme will be unable to play in any BUCS Competitions.

*REG 3.4 is currently under review for 2018-19*

REG 3.4 Payment and Debts

REG 3.4.1 All BUCS affiliation fees, entry fees and other costs related to BUCS activities should be paid for online or will be invoiced via BUCScore or centrally via the BUCS office. The options/methods available for payment, are dependent upon the activity concerned.

REG 3.4.1.1 Payments by BACS should be made to BUCS using the following details: A/c number 23210293; Sort code 16 00 15.

REG 3.4.1.2 Payments made by cheque will incur a £25 administration charge. Administration charges will be issued per cheque.

REG 3.4.2 BUCS will offer a credit facility to Members and Playing Entities for some activities. These activities will be invoiced via their account with BUCS and must be paid within 30 days. Any activity where credit is not offered will not be invoiced and will require immediate payment as indicated on the instructions of the relevant activity.

REG 3.4.3 Purchase Orders (POs) must be submitted in advance of the charges being made and invoices raised. A £10 admin charge will apply per invoice should any invoice(s) need to be reissued with a PO included not supplied before being raised.

REG 3.4.4 All payments must be accompanied by remittance advice within 5 working days of the payment being made. BUCS may issue a £10 levy where a remittance has not been submitted and the funds cannot be allocated against the relevant invoices on their account.

REG 3.4.5 All invoices should be paid within 30 days of issue and failure to pay an invoice within 30 days may lead to the CEO suspending the institution concerned until their debt has been settled. During this time an institution may not participate in any of BUCS’ activities or make entries into future events until the suspension is lifted.

REG 3.4.6 BUCS may apply an administration fee for the issue of duplicate invoices after the issue of 1 free copy invoice. BUCS may also apply a 5% fine where payment of an invoice is over 60 days late and a further 10% fine where payment of an invoice is late by 120 days or more.

REG 3.4.7 Any additional work that is requested or where additional work is created due to an institution not meeting a given deadline which creates additional work for the BUCS office, may be liable to an administration fee being levied, at the discretion of the CEO.

REG 3.5 International Programmes Following their commitment to the Team Member’s Agreement, any individual (student or otherwise) owing monies to BUCS from their involvement in the International Programmes may be excluded from participation in all BUCS’ activities, at the discretion of BUCS, until the debt is settled or a repayment plan agreed.

REG 3.6 Expense Claims

REG 3.6.1 Travel and subsistence expense claims for Board members, Executive Group members, Technical Representatives, and others acting on behalf of BUCS, shall be submitted only on the current BUCS Volunteer Expense Form.

REG 3.6.2 Expense forms must be submitted within 28 days of the event/the expense being incurred and amounts claimed must be within the limits set out on the form and accompanied by the appropriate evidence of expenditure.

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