Society Reimbursement

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To make a reimbursement claim for items you have bought for your society, there are a few things you need to ensure you take into account. If you don't, we won't be able to process your claim and you will not be refunded.

 

  • Ensure that your society purchases are offered to or will benefit all members by advertising all events through the What’s On page. If you don't know how to do this, ask your coordinator.
  • Ensure that your society has enough budget to purchase the items that you want – this will need clear and correct budgeting from the Treasurer.
  • When purchasing items, keep itemised receipts for evidence of purchase. This should include a list of the items purchased along with the cost of each item.

 

Example of an itemised receipt:


 
  • Book a meeting with your ART Coordinator if you if you have any questions regarding planning your event, your society budget, and for advice submitting reimbursement/invoice.
  • The person submitting the request must be the person who bought the item. This must then be approved by the society Treasurer or President. The person submitting the form can not approve their own submission.

 

Please read the step-by-step guides below before you start:

Reimbursements

  1. Sign in to the BCUSU website.
     
  2. The Student Group Finance Module is used to file claims. This can be accessed by visiting the admin tools section of your society dashboard.
     
  3. The dashboard will show you all of the current claims you have submitted and you can submit a new claim by pressing the 'New Money Request' button and choosing the society it relates to.
     
  4. Select reimbursement from the 'Request Type' dropdown and complete the fields, making sure you associate it with an event at the top of the form.
     
  5. If you have multiple receipts to upload relating to different purchases, you can click 'Add Another Item' at the bottom of the form.
     
  6. Once you've completed the form, press submit.

Invoices

If you are submitting an invoice on behalf of your society, follow the details in the 'Reimbursements' section above, however at step 4, select 'Invoice' instead.

All invoices should be addressed you your society, sent to your society, and submitted by you. Invoices addressed to the Union will not be processed and will be refered back to you.

Ensure you complete the details of the invoicee, then upload the invoice and select the event that this invoice is related to.
 

Access the Finance Module