Collect Monies for Trips & Events

Where a trip or event is organised in which members are required to pay a fee, rather than collecting monies by traditional cash/cheque payments, members can pay monies by BACS or PayPal. The event organiser should clearly advertise which payment methods are available.

BACS

Clubs may wish to collect monies from members via online banking. Members can use their own online banking system to issue a payment directly by BACS to the HASSRA club bank account for the requisite fee.

When collecting monies by BACS, the organiser may wish to issue an Event Payment Form for members to complete. This form should provide details of the bank account to be credited, including a payee reference number to be entered with the payment. Note - the payee reference number is critical to enable the club treasurer to reconcile the payments received.

After the member has made their online payment, the Event Payment Form should be sent to the organiser to confirm they have made an online payment for the requisite fee.

The organiser should then collate all the Event Payment Forms and pass them to the treasurer to reconcile with the BACS payments received, thus providing a clear audit trail.

PayPal

Clubs may wish to collect monies from members via a PayPal account – but PayPal must not be used to issue any payments. The only time that PayPal can be used to issue a payment is to allow funds that have been collected to be transferred to the club’s usual bank account. See PayPal Policy.

Contactless Payment Card Machines

The Covid-19 pandemic accelerated the advancement of living in a cashless world where contactless card payments are now the norm. However, the Staff Clubs Guide currently makes no provision for their use. HASSRA is currently running a trial in conjunction with DWP’s Financial Assurance and Control Team with the aim of getting them approved for use. In the meantime, HASSRA clubs should not use contactless card machines to collect monies.