Western Australian Flying Disc Association (WAFDA) Inc
Anti-Harassment Policy

1. Overview

The Australian Concise Oxford Dictionary defines harassment as:

“Harassment consists of offensive, abusive, belittling or threatening behaviour directed at a person or people because of a particular characteristic of that person or people (including the person or person’s level of empowerment relative to the harasser).  The behaviour must be unwelcome and the sort of behaviour a reasonable person would recognise as unwelcome.”

Unfortunately in practice it is not always possible to neatly categorise particular forms of behaviour as harassment.  This becomes increasingly difficult when dealing with sport and recreation.  Complex issues such as appropriate physical contact and ‘verbal motivation’ are fraught with subtleties that require further investigation.  A brief description of some of the forms of harassment that organisations may have to deal with and some examples of what may amount to harassment are identified below.

2. Policy Introduction

The WAFDA is committed to providing a sport and work environment free of harassment, where individuals are treated with respect and dignity.  The WAFDA will not tolerate harassing behaviour under any circumstances and will take disciplinary action against anyone who breaches policy.

3. Scope

3.1 This policy applies to all employees, directors, officers, volunteers, coaches, athletes, officials, professional personnel and members of the WAFDA.
3.2 This policy applies to behaviour occurring both within and outside the course of the WAFDA’s business, activities and events, when the behaviour involves individuals associated with the WAFDA and negatively affects relationships within the organisation’s sport and work environment.

4. Definition

The definition of harassment immediately following has been adopted by the WAFDA for the purpose of this policy.  It includes and goes beyond what is prohibited by law and does not distinguish between the various types of harassment.  Harassment consists of offensive, abusive, belittling or threatening behaviour directed at a person or people because of a particular characteristic of that person or people (including the person or people’s level of empowerment relative to the harasser).  The behaviour must be unwelcome and the sort of behaviour that a reasonable person would recognise as unwelcome.

Behaviour constituting harassment can take many different forms and may be explicit or implicit, physical, verbal or non-verbal.  Examples include, but are not limited to:

• Abusive behaviour aimed at intimidating someone in a less powerful position
• Jokes or comments directed at a person’s body, looks, age, race, religion, sexual orientation or disability
• Unwelcome remarks including teasing, name calling or insults
• Innuendo, suggestive remarks or taunting
• Homophobic comments and / or behaviours
• Uninvited touching, kissing, embracing, massaging
• Staring, leering, ogling
• Smutty jokes and comments
• Persistent or intrusive questions about people’s private lives
• Repeated invitations to go out, especially after prior refusal
• Sexual propositions
• The use of promises or threats to coerce someone into sexual activity
• The creation of a hostile or sexually permeated environment by constant inappropriate references to sexual matters, the display of sexually explicit material (posters, cartoons, graffiti) or by the use of offensive email, faxes, letters or notes
• Sexual insults, taunts, name-calling

Jokes and behaviour which are genuinely enjoyed and consented to by everyone present are not harassment.  Sexual interaction or flirtation that is based on mutual attraction or friendship, and which is consensual or invited, is not sexual harassment.

5. The WAFDA’s Responsibilities

5.1 The WAFDA is responsible for taking all reasonable steps to prevent harassment and ensuring its position is widely known through all levels of the organisation’s activities.
5.2 The WAFDA will ensure that appropriate procedures are identified to handle harassment complaints.
5.3 All employees, members, professionals and other persons associated with the WAFDA are responsible for complying with this policy.

6. Confidentiality

6.1 The WAFDA management and officers responsible for implementing this policy will keep confidential the names and details related to harassment complaints, unless disclosure is necessary as part of the disciplinary or corrective process.

7. Sexual Harassment

7.1 Section 28A of the Federal Sex Discrimination Act defines sexual harassment as where “The person makes an unwelcome sexual advance or an unwelcome request for sexual favours, to the person harasses; or engages in other unwelcome conduct of a sexual nature in relation to the person harassed.”

7.2 Specific examples of sexual harassment include, but are not limited to:

• Uninvited touching, kissing, embracing, massaging
• Staring, leering, ogling
• Smutty jokes, crude comments or the display of offensive material
• Persistent or intrusive comments about people’s private lives
• Repeated requests to go out, particularly after prior refusal
• Sexual propositions
• Sexual insults, taunts and name-calling

7.3 Section 42 of the Sex Discrimination Act makes it unlawful to discriminate on the basis of gender in the areas of coaching, umpiring, administration, prescribed sporting activities and for sporting activities for children less than 12 years of age.  However it is lawful to exclude persons of one gender from participating in a competitive sporting activity in which the strength, stamina or physique of competitors is relevant.

8. Racial Harassment

8.1 Harassment on the basis of race includes harassment based on colour, descent, nationality, ethnicity and religion.  Examples include:

• Jokes in which race is a significant characteristic of the ‘butt’ of the joke
• Hostile comments about food eaten, dress and religious or cultural practices
• Inferences that all members of a racial or cultural group have negative characteristics, such as laziness, drunkenness, greed or sexual promiscuity
• Parodying accents

9. Harassment on Grounds of Disability

9.1 Harassment on grounds of disability includes harassment based on physical, mental or psychological disability or an associate or aide of a person with a disability.  Examples include:

• Mocking a person with a disability
• Creating a hostile environment
• Jokes where a particular disability is a significant characteristic of the ‘butt’ of the joke

10. General Abusive Behaviour

10.1 Harassment can sometimes consist simply of an abuse of power which the harasser holds over the harassed.  Examples include:

• Bullying and humiliation of athletes by coaches
• Abuse and insults directed by players or parents of opposing teams
• Abuse of umpires by players
• On-field physical intimidation
• Practical jokes which cause embarrassment or endanger others’ safety

11. Harassment and the Law

11.1 Put simply, harassment is unlawful.  It is covered by both State and Commonwealth laws, including:
11.1.1 Commonwealth Sex Discrimination Act 1984 – which prohibits sexual harassment, unfair dismissal and discrimination based on gender.
11.1.2 WA Equal Opportunity Act 1984 – which prohibits harassment, unfair dismissal and discrimination based on gender, race, age etc.
11.1.3 Commonwealth Racial Discrimination Act 1975 – which prohibits racial vilification and discrimination based on race, colour, descent or natural or ethnic origin.
11.1.4 WA Criminal Code (Ch. 11) – which prohibits the publication, possession and display of material designed to incite racial hatred or harass people on the basis of their race.
11.2 Harassment in sport and recreation may elicit responses not only from laws dealing explicitly with harassment, but also laws covering:

• Both civil and criminal assault and battery
• Breaches of occupational health and safety (an employer is expected to maintain a workplace free of hazards while employees are expected to take reasonable care at work)
• Negligence liability for officials and operators of sporting venues (the tort of negligence may be used against those supervising sports events in the event of physical harassment causing injury)

11.3 It should also be noted that verbal harassment can lead to a suit for defamation.  It is imperative that employers / organisations understand that they are legally responsible for the actions and behaviours of their employee / members.  They are required by State and Commonwealth legislation to take every reasonable step to prevent harassment of any nature stemming from or occurring within their organisation.

12. Complaints Procedures – Internal

12.1 The internal complaints procedure has an informal (12.1.1) and a formal (12.1.2) process. They are described below:

12.1.1 The person being harassed makes an initial approach to their choice of one of the following people, who then provides information about whether the behaviour constitutes harassment and what options exist for resolution.  The people who could be approached are:

• A supervisor, coach or manager
• A colleague
• A member of the WAFDA Committee

The person approached must clarify whether the complainant wants them to act as a mediator or simply wishes to talk the matter through with them.  If the complainant does want them to help resolve the complaint then they will do this at an informal level.  In their management role they must do so in an impartial manner with respect to both parties.
There is no written complaint at this stage

12.1.2 If the matter is not resolved with the support and advice of the person initially approached the complainant can make a formal complaint in writing about the alleged harassment to the WAFDA committee.  Upon receipt of a formal complaint the Committee will appoint a Complaints Officer to be responsible for resolving the complaint.

The Complaints Officer should attempt to resolve the complaint between the parties concerned by mediation, unless this has already been attempted without success or is clearly not appropriate in the circumstances (e.g. The complainant is too distressed to face the alleged harasser).

If mediation fails, or is not feasible, the Complaints Officer must then ensure that a fair and impartial investigation is made of the allegations, and that appropriate action is taken to resolve the complaint and, where necessary, to deal with the harasser.

The investigation is then conducted by a fairly constituted panel or a suitably skilled and impartial individual from within or outside the WAFDA (this is likely to be the Complaints Officer).

Natural justice is to be observed for the alleged harasser.  The typical steps for an investigation consistent with the principles of natural justice are:

• The complainant is interviewed and the complainant is documented in writing
• The allegations are conveyed to the alleged harasser in full
• The alleged harasser is given the opportunity to respond
• If there is a dispute over the facts statements from witnesses and other relevant evidence is gathered
• A finding is made as to whether the complaint has substance
• A report documenting the investigation process, the evidence, the finding and the recommended outcome/s is submitted to the decision maker (normally the senior official with responsibility for the anti-harassment policy)

Notes:

• Both parties are entitled to support through this process from their chosen support person or adviser
• If the report is endorsed by the decision maker the WAFDA then carries out the recommendations of the report.  These may include such actions as an apology, counselling, a fine, dismissal or withdrawal of coaching or official accreditation
• Both the complainant and the respondent have the right to appeal against the findings of the investigator panel or against the resulting recommended action if they have any concerns about procedure, bias or fairness.  Appeals are handled by an appeal panel made up of members other than those who conducted the original investigation
• The appeal body can uphold the decision of the investigator panel, reverse the decision of the investigator panel, and or modify any of the investigator panel’s recommendations for disciplinary action or remedial measures.
• If the internal investigation, appeal and disciplinary procedures do not achieve a satisfactory outcome for the complainant, or if the complainant believes it would be impossible to get an impartial investigation within the organisation sport, he/she may choose to approach their State association to assist with a resolution.  These bodies are responsible for dealing with disputes within their organisation sport

13. Complaints Procedure – External

13.1 A complainant may be dissatisfied with the outcome of harassment procedures followed by the WAFDA, or may not wish to follow the WAFDA procedures because of a lack of confidence in them.  In this case the complainant can utilise complaint procedures external to the WAFDA. 

Harassment of various kinds is unlawful under State and Federal anti-discrimination laws in Australia, and complaints under these laws are dealt with by State and Federal anti-discrimination bodies.

A person experiencing harassment can seek initial advice from one of these external bodies without being obliged to make a complaint.  If that body advises that the conduct being experienced appears to be a type of harassment that comes within its jurisdiction the harassed person then makes the decision as to whether or not to lodge a formal complaint to that body.  Once a complaint is received an investigation will be undertaken.  If there appears to be a case that unlawful harassment has occurred there will usually be an attempt to conciliate the complaint confidentially first.  If this fails, or is inappropriate, the matter may proceed to a formal public hearing, where a finding will be made as to whether harassment occurred.  Various remedies may then be prescribed by the tribunal.

These can include financial compensation for such things as distress, lost earnings or medical and counselling expenses incurred by the complainant.

It should be noted that an anti-discrimination body can decline to investigate a complaint, or dismiss a complaint, at any point in the investigation, conciliation or public hearing stages.

14. Disciplinary Action

The WAFDA recognises that natural justice is the minimum standard of fairness to be applied in the investigation and adjudication of a dispute.

Disciplinary action will be taken by the WAFDA against anyone who is found to be in breach of this policy.  Disciplinary action will also be taken against anyone who victimises or retaliates against a person who has complained of harassment.

Any disciplinary action will depend on the severity of the case and may involve an apology, counselling, suspension or cancellation of membership, or other form of action.

15. Right to Appeal

Both parties to a complaint have the right to appeal the decision and recommendation of a panel if a matter of procedure, bias or fairness is called into question.  An appeals panel, made up of members other than those who formed the original review panel, will handle formal appeals.

Western Australian Flying Disc Association (WAFDA) Inc
Child Protection Policy

1. Scope

1.1 All players and clubs currently playing in WAFDA sanctioned events / leagues

2. Definitions

2.1 ‘Child and Youth’ refers to someone who is under the age of 18 years.
2.2 ‘Child sexual maltreatment’ occurs when a child has been exposed to, or subjected to, sexual behaviours or acts which are exploitative and / or inappropriate to his or her developmental level.  These acts involve a wide range of sexual activities which exploit children and includes forcing, tricking, bribing, threatening or pressuring a child into sexual activity.  This is a criminal offence.
2.3 ‘Resultant harm to the child’ includes significant emotional trauma, physical injury or impaired development.  This harm may not always be easily identifiable.
Note: In some cases a fine line exists between what is and what is not sexual maltreatment.  In these cases careful consideration of the contextual element of the power relationship is essential, including the respective ages and the developmental levels of those involved and the nature of the relationship.

3. Child Protection Legislation

3.1 The protection of children from abuse and neglect is legally the responsibility of both the Family and Children’s Services and the Police departments, under the Child Welfare Act 1947 and Community Services Act 1972.
3.2 The key responsibilities of these agencies include reporting and investigating cases of child abuse and providing for the protection of victims.
3.3 “All individuals and organisations which have regular contact with children, including families, have a responsibility for the welfare of those children.  The responsibility cannot be confined to those organisations with specific legislative obligations for their care and protection” (The Wood Royal Commission, 1997).
3.4 Western Australia does not have mandatory reporting legislation.
3.5 WAFDA is not compelled to advise on suspected cases of child sexual maltreatment.  However, in the best interests of the child concerned and within a ‘duty of care’, the WAFDA will refer suspected cases to the Department of Child Protection.

4. Do You Suspect Abuse?

4.1 If you suspect that a child or youth is a victim of abuse from a WAFDA member you should:

• make direct and confidential contact with a member of the WAFDA Executive Committee.
• consult with them on how to proceed and to make a formal report.
• anonymous claims of abuse or breaches of the Code of Conduct and policies are to be taken seriously and must be
• immediately reported to the WAFDA Executive Committee for investigation.

5. Options for Further Action by the WAFDA

5.1 When a claim of abuse is raised with the WAFDA Committee the Committee at their discretion may take some or all of the following actions:

• The suspected victim and other family members may be asked to approach their local GP to obtain a referral to professional support services and medical specialists.
• Report the matter to the Child Abuse Unit (WA Police Service).
• Report the matter to the DCP.
• Consider suspension or cancellation of the perpetrator’s membership.

5.2 There are occasions where the Child Abuse Unit may need to be called in as soon as possible in order that the evidence is not tainted, accused are not tipped off and stories corroborated, etc before the police arrive.
5.3 The Child Abuse Unit is quick to sort out the frivolous allegations from the serious, saving everyone a lot of hassle.  You have suspicion on reasonable grounds:

• When a youth tells you they have been abused.
• When someone else tells you a youth has been abused.
• A youth tells you they know someone who has been abused (often they are referring to themselves).
• You observe a youth member’s behaviour and or injuries etc, and your knowledge of the youth leads you to suspect abuse.
• You observe a member’s abuse of another member.

6. What to Do

6.1 If you suspect a child has been abused follow these procedures:

• ensure the youth is safe (if they are in your care)
• maintain the safety of other youth members in accordance with the Code of Conduct
• obtain and document the following:
  • the youth’s name, age and address
  • your reason for suspecting abuse (e.g. Observation, injury, information)
  • your assessment of danger posed to the youth including information pertaining to the alleged perpetrator
  • what arrangements, if any, exist for the immediate protection of the youth
  • what involvement, if any, other agencies have in dealing with the suspected member protection issues

7. Member Protection Policy Statement

7.1 The WAFDA is committed to providing an environment that is safe for participation in Flying Disc Sports.  The WAFDA will not abide the criminal act of child sexual maltreatment, which occurs when a child (defined as a person under the age of 18 years) has been exposed or subjected to sexual behaviours or acts which are exploitative and / or inappropriate to his or her developmental level.  Such behaviour involves a wide range of sexual activities which exploit children and includes forcing, tricking, bribing, threatening or pressuring a child into sexual activity.
7.2 This Child Protection Policy conveys a message to all members and prospective members, responsible for Flying Disc Sports activities, particularly those involving members under 18 years of age, about minimising risk exposure.  Managers, coaches, officials, leaders, trainers and management personnel have a responsibility to provide safeguards to the well-being of those under the age of 18 years (youth).
7.3 The abuse of youth members, by WAFDA members or by external sources, is not acceptable and the WAFDA encourages all incidents of such abuse as described above to be reported immediately to the appropriate authorities.

8. Code of Conduct

The WAFDA endorses the following Code of Conduct for those responsible for activities involving persons under the age of 18.  As a member you should meet the following requirements in regard to your conduct during Flying Disc Sports activities.
8.1 A Manager will:

• agree to abide by the Code of Conduct.
• be responsible for the overall welfare and well-being of team members and officials when travelling with a team.
• maintain a ‘duty of care’ towards team members and an accountability for the management of the team.

8.2 A Coach / Trainer will:

• agree to abide by the Code of Conduct.
• be responsible for matters concerning the coaching, training and development of players
• maintain a ‘duty of care’ towards others and an accountability for matters relating to training and competition
• ensure that any physical contact with others is:
• appropriate to the situation
• necessary for the person’s skill development
• provide a safe environment for training and competition

8.3 An Official / Administrator will:

• agree to abide by the Code of Conduct.
• be fair, considerate and honest with others
• operate within the rules of the WAFDA
• be professional in their actions.  Their language, presentation, manner and punctuality should reflect high standards
• resolve conflicts fairly and promptly through established procedures
• maintain strict impartiality
• maintain a safe environment for others
• show concern and caution towards others

9. Protective Measures

The protective measures below apply to those members who undertake the delivery or supervision of youth activities in their capacity as managers, coaches, trainers, officials, administrators, etc.  These are responsible positions in the organisation and as such those in these roles must adopt the following risk minimisation measures to protect themselves from any misconceptions about their behaviour in performing their designated roles.

9.1 Do not engage, or allow others to engage, in any of the following:

• abusive initiation ceremonies
• sleeping in closed quarters with youths without a second adult representative, parent, etc
• aggressive, physically distressing or sexually provocative activities
• sexually suggestive comments about or to a youth
• inappropriate or intrusive touching of a youth

9.2 Maintain an ‘open door’ policy when conducting briefings, meetings and assemblies of members.  Invite all youths, parents, friends and other leaders to participate, particularly when performing interviews, transporting youth members and conducting excursions.
9.3 Male and female adults or parents must accompany youths when undertaking Flying Disc Sports activities away from home and especially overnight.

10. Rights and Responsibilities

The organisation’s members, youth and adult, reserve certain rights as members and carry with them certain responsibilities.

Western Australian Flying Disc Association (WAFDA) Inc
Privacy Policy

1. Purpose

1.1 This document provides members with information about the WAFDA’s policy on protecting member’s information.

2. Scope

2.1 This Privacy Policy applies to the Western Australian Flying Disc Association Inc (“WAFDA”).
2.2 The WAFDA is bound by the National Privacy Principles of the Privacy Act and is committed to ensuring that all personal information is protected.  The WAFDA will only use or disclose personal information collected from people for a purpose that you would reasonably expect or is otherwise authorised by you.

3. Definitions

3.1 “Personal information” in this policy refers to information that the WAFDA holds on individuals that has been obtained from individuals.

4. Collection of Personal Information

4.1 The National Privacy Principles came into effect on 21 December, 2001 and the WAFDA will ensure that all data collected prior to that date will be treated the same as all data collected thereafter.
4.2 The WAFDA will take all reasonable steps to ensure that all information held on an individual is accurate, relevant and complete.
4.3 The types of personal information the WAFDA collects and records include name, address, telephone number, email address, date of birth, employment details and event participation This data enables recording of events and the demographics of those participating.

5. Use and Disclosure of Personal Information

5.1 The WAFDA will not use or disclose information collected about you other than for a purpose made known to you, is permitted by law or a purpose that has been authorised by you.

6. Access to your Personal Information

6.1 If you would like to determine what personal information is held by the WAFDA you may apply for your details by This email address is being protected from spambots. You need JavaScript enabled to view it. , or submitting a written request to the Secretary of the WAFDA.
6.2 The WAFDA will take reasonable steps to ensure that your personal information is accurate, relevant and complete. If you believe that your information is inaccurate, irrelevant or incomplete please contact the WAFDA by This email address is being protected from spambots. You need JavaScript enabled to view it. or by writing to the Secretary of the WAFDA and all reasonable steps will be taken to correct the information.

7. Security of your Personal Information

7.1 The WAFDA takes all reasonable care to prevent unauthorised access, disclosure and modification of your personal information and will take all reasonable steps to protect your personal information from misuse.

8. Breaches of Privacy Complaints

8.1 If you believe the privacy of your personal information has been compromised in any manner you can This email address is being protected from spambots. You need JavaScript enabled to view it. or write to the WAFDA Secretary to resolve the matter.  Otherwise you may apply to the Federal Privacy Commissioner to have your complaint investigated (the Commissioner’s hotline service telephone number is 1300 363 992).

9. Changes to this Privacy Policy

9.1 This Privacy Policy may be amended from time to time.  However the WAFDA will make its policy available via their website at www.waultimate.com or available on request via This email address is being protected from spambots. You need JavaScript enabled to view it. .  You may also obtain a copy by writing to the WAFDA Secretary.

10. The WAFDA’s Website

10.1 This Privacy Policy applies to our website which is located at www.waultimate.com.au
10.2 Third party websites which are linked from the WAFDA website are not subject to the WAFDA privacy standards.  These parties are responsible for informing you of their own privacy policies.

11. Contacting the WAFDA

11.1 If you have any questions regarding this Privacy Policy or would like more information about the way the WAFDA manages your personal information This email address is being protected from spambots. You need JavaScript enabled to view it. .  Alternatively you may write to the WAFDA Secretary at:

WA Ultimate
C/- Murdoch University Sport and Recreation Centre
90 South Street
MURDOCH WA 6150 

Western Australian Flying Disc Association (WAFDA) Inc
General Drug Policy

1. Purpose

1.1 This document provides members with information on the WAFDA’s stance on drug use at WAFDA sanctioned events.

2. Scope

2.1 The use of illegal drugs and the abuse of prescription medication, over the counter drugs and alcohol are prohibited for participants of WAFDA sanctioned events.  Substance abuse can lead to on-field injuries, alienation of fans and sponsors plus personal hardship.
2.2 The WAFDA has taken a stance of ‘Zero Tolerance’ to substance abuse at all its sanctioned events.

3. Suspected Substance Abuse

3.1 Players suspected of substance abuse during WAFDA events will be asked to cease participation immediately.
3.2 For a player to be suspected of substance abuse there has to be reasonable cause.
3.3 Evidence of substance abuse has to be observed by two (2) WAFDA Committee Members and one (1) player before action is taken.
3.4 The onus is on the suspected player to prove that they are not at fault.  This can be done at the event so long as two (2) Executive and one (1) General Committee Member are present, or as an appeal to the full WAFDA Committee at a later date.

4. Sanctions

4.1 The WAFDA has a 3 Sanction procedure in place to deal with players who do not abide by the Drug Policy. This is as follows:

1st Violation (Informal)

1. Cease participation in the event immediately.
2. Notification is sent to the suspected player as a warning.
3. A record is kept with the WAFDA Secretary of the player’s violation and sanction level.
4. No further action is taken against the player.

2nd Violation (Formal)

1. Cease participation in the event immediately.
2. Notification is sent to the suspected player notifying them of their infraction and suspension period.  The player will also receive a copy of the WAFDA current General Drug Policy.
3. A record is kept with the WAFDA Secretary of the player’s violation and sanction level.
4. Two (2) week suspension from all WAFDA sanctioned events effective from the date of infraction.

3rd Violation

1. Cease participation in the event immediately.
2. Notification is sent to the suspected player notifying them of their infraction and suspension period.  The player will also receive a copy of the WAFDA current General Drug Policy.
3. A record is kept with the WAFDA Secretary of the player’s violation and sanction level.
4. One (1) year suspension from all WAFDA sanctioned events effective from the date of infraction.  Additionally the Australian Flying Disc Association is to be notified of the player’s violation and requested that they apply a one (1) year suspension as well.

Western Australian Flying Disc Association (WAFDA) Inc
Financial Reporting Policy

1. Purpose

1.1 This document provides the procedures to be used in all matters pertaining to financial reporting related to the WAFDA

2. Date

 2.1 This policy was enacted on the 2nd May 2006

3. Definitions

 3.1 ‘The Association’ refers to the WAFDA
3.2 ‘Bank account’ refers to the cheque account held under the name of the WAFDA
3.3 ‘Executive Committee members’ include the President, Vice President, Treasurer and Secretary as elected by the WAFDA members at the most recent AGM
3.4 ‘WAFDA members’ are all individuals defined in Section 3 of the WAFDA Constitution
3.5 ‘AGM’ refers to the Annual General Meeting

4. The WAFDA Bank Account

4.1 Only Executive Committee members and WAFDA employees may be authorised signatories of the Association bank account
4.2 All payments, withdrawals and reimbursements by the WAFDA will require at least two (2) authorised signatures on each cheque written
4.3 The Association bank account online and telephone-banking password will be communicated to Executive Committee members only
4.4 Signatures of new incoming Executive Committee members will be updated as soon as reasonably practicable after the AGM

5. Purchases

5.1 This section of the policy relates to all purchases of goods and services by the WAFDA or individual(s) on behalf of the WAFDA
5.2 All purchases requiring a reimbursement from the WAFDA must be authorised by WAFDA Executive Committee in a simple majority vote prior to purchase
5.3 Purchases estimated to be equal to or greater than AUD500 shall require at least three (3) commercial quotations where possible, to be presented to the WAFDA Committee prior to authorising the purchase
5.4 Official WAFDA Purchase Order Form to be used for orders over AUD200.  This order form must contain an official Purchase Order Number and include the Supplier’s Australian Business Number (ABN)
5.5 Only purchases that are explicitly for the purpose of running the Association and / or WAFDA-sanctioned events will be considered
5.6 The purchaser must obtain receipts relating to the purchases from the supplier
5.7 Where the WAFDA is the supplier, payments shall only be given on the provision of a Purchase Order, or equivalent, from the customer
5.8 The WAFDA Treasurer must be notified of all purchases, which must comply with Section 4 of this policy

6. Reimbursements

6.1 Purchases made on behalf of the WAFDA shall be reimbursed by the WAFDA to the individual(s) making the purchases by cheque or an electronic funds transfer, unless Clause 6.1 of this policy does not apply
6.2 Reimbursements will only be given for purchases compliant to Section 4 of this policy and were explicitly made for the purpose of running the Association and / or WAFDA-sanctioned events
6.3 Receipts must be enclosed as evidence of the purchases made with the application for reimbursement
6.4 A WAFDA General Expense Claim Form is to be used to apply for reimbursements, which is available from the Treasurer on request
6.5 The WAFDA Treasurer must be notified of all reimbursements, which must comply with Section 5 of this policy

7. Petty Cash

7.1 Authorised purchases equal to or below the value of AUD10 will be reimbursed through the Petty Cash fund
7.2 Petty Cash transactions are to be recorded in a logbook provided and are the responsibility of the Treasurer
7.3 All Petty Cash transactions must also comply with Sections 4, 5 and 7.3 of this policy
7.4 The WAFDA Treasurer must be notified of all Petty Cash transactions, which must comply with Section 6 of this policy

8. Deposits

8.1 A deposit receipt from the bank must be obtained by the depositor for any deposits made into the WAFDA bank account
8.2 A description of all items contained in any single bank deposit must be recorded onto the associated bank deposit receipt, which must then be submitted to the WAFDA Treasurer
8.3 The WAFDA Treasurer must be notified of all deposits into the Association bank account, which must comply with Section 7 of this policy

9. Audits

9.1 A financial audit of each financial year (1 July to 30 June) shall be performed on the WAFDA’s account(s) by an appointed and qualified auditor
9.2 Any financial information of the WAFDA requested by the auditor will be provided as soon as reasonably practicable after the 30 June of each year
9.3 The audit outcome will be documented and communicated to the Department of Sport & Recreation of WA (if required), and only by written request, to current WAFDA members

10. Financial Reporting

10.1 A running financial statement shall be reported at each Committee meeting
10.2 A current annual financial statement shall be presented to WAFDA members at each AGM
10.3 Any current WAFDA member is entitled to request a current WAFDA financial statement by writing to the WAFDA Treasurer