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 use of contactless payment card machines is also now permitted, subject to certain conditions (see further details below). Some apps are available which allow users to accept contactless payments without a card reader using ‘Tap to Pay’ on iPhone or Android. No additional hardware is necessary for this; however, these apps are not deemed to provide adequate security and governance, so must not be used.

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

Contactless payment card machines offer a secure way of collecting monies and are relatively affordable. Clubs may wish to use them, subject to the following conditions:

1. The number of registered users should be kept to a minimum.
2. The machine should be used by registered users only.
3. The machine should only be used for HASSRA business; personal use is strictly prohibited.
4. The machine must be kept in a locked drawer when not in use.
5. There are several machines available on the market. HASSRA has trialled ‘Sum Up Air’. SumUp Air Card Reader - Contactless payment machine. This machine is recommended but not mandatory. If other machines are used, they must have the facility to issue refunds and receipts. [Note - The issuing of a receipt is not mandatory as the payee has proof of payment on their bank statement; however, if a payee requests one the machine should be able to give one]
6. You must notify National HASSRA that a card machine is in use by submitting a Contactless Card Machine Notification Form. Save a copy of the form, complete it, and submit a ticket to the HASSRA Helpdesk and upload the form as an attachment.

NB: All contactless payments must be made in-person. The use of machines to collect payments remotely without the customer present, by the vendor manually inputting the customer’s card details into a device, is not permitted.