Robina Raptors Junior Rugby League Football Club Inc. · IA34208 · ABN 83 234 231 026

By Law:

Canteen Financial Management

Proposed: September 2026

Enacted: October 2026 · Reviewed and updated: 31 October 2026

1. Purpose

The purpose of this By-Law is to establish a secure, controlled, and efficient framework for managing day-to-day operational expenses for the Club Canteen. It provides the Canteen Coordinator with operational flexibility while strictly preserving the overarching financial oversight and dual-signatory controls mandated by the Club Constitution and Queensland Fair Trading regulations.

2. Authorization and Structure of the Facility

2.1. The Management Committee authorizes the establishment of a dedicated sub-account or debit card facility with the Club’s primary banking institution, explicitly for Canteen operations.

2.2. A single commercial debit card may be issued in the name of the approved, current Canteen Coordinator.

2.3. The cardholder is strictly a Spending Officer and does not inherit general signatory rights over the main accounts of the Robina Raptors JRLFC Inc.

3. Separation of Duties & Funding Mechanism

To ensure absolute financial oversight, the flow of funds is restricted under a strict multi-user framework:

1. Expense Reconciliation:Canteen Coordinator.

The Canteen Coordinator monitors the card balance and requests top-ups based on upcoming stock schedules, invoices, or wholesale orders.

2. Payment Submission:Executive Signatory 1 (Submitter).

An Executive Signatory logs into the commercial banking platform to initiate a transfer from the main club account to the Canteen debit card account.

3. Dual Approval:Executive Signatory 2 (Approver).

A second independent Executive Signatory reviews and approves the transfer transaction. Money cannot move to the card without this second authorization.

Absolute Limitation: The Canteen Coordinator shall not have access, permissions, or passwords to transfer, draw, or clear funds onto the card from any other Club account. All funding actions must originate from the authorized Executive Signatories. (Refer Constitution section 9)

4. Financial Thresholds and Limits

4.1. Approved Canteen Operational Float:

The Management Committee shall establish and minute an approved operational float and account balance limit for the Canteen debit card to cover recurring stock and consumable expenses. This is seperate from and not to be confused with the cash float for the cash drawer.

4.2. Spending Authority on Approved Operational Float:

The Canteen Coordinator is authorized to make operational purchases directly on the debit card for canteen stock, fresh produce, and consumables up to the approved account balance limit, without requiring individual per-transaction approvals or additional paperwork.

4.3 Account Funding Control:

All transfers of funds from the main club account to top up the Canteen debit card facility must be authorized by two Executive Signatories in accordance with the financial rules of the Club Constitution, providing overarching dual-signatory control at the account funding level.

5. Expense Capture and Software Compliance

5.1. Mandatory Receipt Capture:

The Canteen Coordinator must obtain a valid Tax Invoice / Receipt for every single purchase made on the card.

5.2. Auto-Upload Workflow:

Receipts must be photographed and submitted via the Club’s automated receipt capture workflow into the Financial Management Software within 48 hours of purchase.

5.3. Software Reconciliation:

Every transaction appearing on the automated bank feed for the debit card must match a corresponding digital invoice/receipt. Unreconciled variances will result in the immediate temporary suspension of card privileges.

6. Prohibited Card Usage

The debit card must never be used for:

• Cash withdrawals or “cash-out” options at point of sale.
• Personal expenses of any nature (accidental personal use must be reported immediately to the Treasurer and reimbursed within 24 hours).
• Payment of regular club utilities, representative gear, or referee fees (which must go through standard ABA payment files via the main account).

7. Governance, Review, and Revocation

7.1. The Treasurer will audit the Canteen debit card statement against the financial software monthly and report findings to the Management Committee.

7.2. The Management Committee reserves the right to alter the card limit or revoke the facility entirely at any time by a majority vote.

7.3. Upon resignation or termination of the Canteen Coordinator’s role, the card must be surrendered to the Secretary immediately, and the banking institution notified to cancel the card within 24 hours.

Review of By-Law

This by-law shall be reviewed annually by the Executive Committee to ensure its continued effectiveness and relevance. Amendments to this by-law may be proposed by any member of the Management Committee and must be approved by a majority vote of the Management Committee.