CommBiz
All Arc Sports clubs are required to have a Commonwealth Bank account and use the CommBiz facility to create and approve club bank transactions. As per your Affiliation Agreement, your club must maintain proper accounts in the form prescribed by Arc at all times, and not establish or maintain bank accounts other than those provided by Arc unless written approval by Arc Sport has been obtained.
Wherever possible, club expenses should be paid directly from the club bank account, although members can be reimbursed for expenses which they incur on behalf of the club. All money received by the club must be paid directly into the club account. Under no circumstances should a club member receive money owed to the club into personal accounts.
Clubs should use the Club account, with little to no cash handling. In the case where a Club makes use of cash handling, receipts need to be written and recorded. In the case where a third-party payment processor is used, the service should be set up such that at least two executives must sign a transaction before it is processed.
A guide to navigating CommBiz can be found in the CommBiz User Guides:
https://www.commbank.com.au/business/online-banking/commbiz/user-guides.html
Gaining Access to CommBiz
A prerequisite for access is to be listed as a current committee member for a Sport Club. Additionally, committee members will either need to be a Commonwealth Bank customer or have at minimum a Commonwealth Bank Customer ID. Both require a visit to a branch in-person with your identification.
Before a user is granted access, CommBank will have to verify the user’s identity. This can take from 2 weeks to a month. To prevent delays, make sure all information provided is accurate and identical to CommBank's records.
The process is as follows:
Complete Arc Sport’s CommBiz Access Request Form.
Receive temporary login credentials via email and SMS. These will expire after three days.
Log into CommBiz using the temporary credentials and complete first-time account set-up. (Security questions are unique to CommBiz and do not affect other personal accounts)
If you have a NetBank ID, entering in these credentials should automatically confirm your identity with CommBank.
At this stage, the user should be able to see their club account and create transactions, but not approve them.
Notify Arc Sport once set-up is complete.
If required, complete a CommBiz User Identification Form.
Without identify verification, the user will be able to view the account and create transactions, but not sign them.
CommBiz User Identification Form
A CommBiz User Identification Form is required for existing CommBank customers who are requesting access a CommBiz organisation. This is an autogenerated form and only requires the user’s signature. Note that the form must be signed in wet ink, meaning that the form must be printed out, signed, scanned, and then sent back to Arc Sport. The details of the autogenerated form should match the user's personal information. Also, the signature provided must match CommBank’s records, otherwise it will be rejected. Typically, it will take 3-5 business days for CommBank to process the form.
KYC (Know Your Customer)
Once the user is identified, the user may have to additionally validate their details with CommBank with respect to CommBank’s KYC policy. This can be done in the following ways
Via Netbank
Log onto NetBank.
Click on "Settings” in the top right.
Select “Check & Confirm your ID” under the “My Details” tab and follow the steps.
Via CommBank App
Open the CommBank app and tap on the ? in the top right.
Tap “Message Us Now”, then type “Confirm personal details”
Follow ensuing steps
In-branch
Visit a CommBank branch with valid ID (driver's license or passport)
Confirm details in-person
Wait up to 48 hours for details to update
Further details on completing the forms and KYC can be found here: https://www.commbank.com.au/business/online-banking/commbiz/user-guides/complete-commbiz-user-id-form.html
https://www.commbank.com.au/latest/know-your-customer.html
Following the acceptance of one of both forms, and after satisfying CommBank’s KYC policy, the user should now be an approved authoriser for their club and be able to sign transactions, so long as they have set up their e-token.
eToken
To authorise a transaction, the user must first be fully identified with CommBank, be an approved authoriser for their club, and have set up their eToken.
eToken setup instructions can be found here: https://www.commbank.com.au/business/online-banking/commbiz/user-guides/logging-on-for-the-first-time.html#devices
The App itself can be found here: https://www.commbank.com.au/business/online-banking/commbiz/commbiz-mobile.html
To sign a transaction, the user will have to input their username, password, and the temporary 6-digit hash generated by the eToken. For urgent transactions that cannot be authorized by the club due to circumstance, Arc Sport may help in signing transactions,
Transaction Limits
For security purposes, all transactions need to be signed by at least two authorisers. For larger transactions, an Arc representative will have to be one of the signatories.
The transaction limits for each club are as follows.
Transactions between $0 and $5,000 will require two club executives to approve
Transactions over $5,000 will require one club executive and one Arc staff members to approve
Sport Clubs can request a change to the default approval amounts, via email to sport@arc.unsw.edu.au.
For any transactions above $5,000, clubs will have to fill out a Transaction Approval Form with a copy of the invoice and other supporting documents. Clubs should keep in its own records a copy of each invoice submitted via this form. Allow 2-3 business days for the transaction to be approved.
Removing Access
Contact Arc Sport (sport@arc.unsw.edu.au) to remove users from the list of approved authorisers. Note that there must be at least three executives with approval access before an approved authoriser can be removed, since a club must have at least two executives with approval access at all times.
Arc Financial Auditing
As per Arc’s policy, ALL Sport Club accounts must be audited once during the year. Every month Arc Finance audits a selection of Sport Clubs through random selection. The nominated Sport Club representative must provide invoices as proof for selected transactions made on the club account.
The representative will need to provide supporting documentation (invoices, receipts, email correspondence etc.) for the selected transactions. Failure to provide supporting documentation may result in restrictions placed on the Sport Clubs account and further account investigation will ensue.
