How do we get money back?
Wherever possible, RUSU will purchase items on your behalf and therefore your committee members will not be out of pocket. Sometimes though, it is easier to purchase small items for an event and then claim the cost back from your society/sports club.
It is vital that you keep proof of your purchase in order to claim money back.
Claiming Money UNDER £100
To make a claim collect a WHITE form from the drawers in the Student Activities Centre.
Claim forms must be signed by the Treasurer of the society/sports club. If the Treasurer is owed money, the President/Club Captain needs to sign and must be authorised by the Sports Development Coordinator or the Societies and Media Coordinator. Please note you can put more than one item on a claim form.
The forms for claiming money under and over £100 are identical, with the exception of their colour. Please see the example below on how to complete a claim form.
Claiming Money OVER £100
To make a claim collect a GREEN form from the drawers in the Student Activities Centre. Claim forms must be signed by the Treasurer of the society/sports club. If the Treasurer is owed money, the President/Club Captain needs to sign and must be authorised by the Sports Development Coordinator or the Societies and Media Coordinator. Please note you can put more than one claim on a form.
Proof of expenditure – a receipt or invoice must be presented in order to make a claim.
Claims of over £100 will be paid by BACS and RUSU will need details of the account to be credited – name of payee, sort code and account number. Payments can also be made by cheque which can either be collected from the Student Activities Centre or posted. RUSU aims to process BACS and cheque payments within 2 weeks after the claim is made.
Claiming money OVER £500
Claims over £500 will need to be approved by the Student Activities Manager. You will need to justify your purchase and provide copies of all invoices and receipts related to the order.
Hand written receipts will not be accepted.
Each claim requires a receipt or invoice to prove that the claim is justifiable. A receipt book should be kept. Stick receipts into the book and then record the following information next to each receipt:
• Date of purchase
• Details of what was paid for and by whom
• How the item was purchased
• Total cost
Ordering from suppliers
RUSU can order kit, equipment, tickets, accommodation etc. on your behalf. This ensures that no member of your society/sports club is left to cover costs and wait for reimbursements. Before we place an order we will make sure you have the necessary funds, to avoid you going in to debt. We can pay a supplier directly by BACS, cheque or using the RUSU credit card. If being paid by BACS, you will need to provide bank details for the supplier.
Please plan payments in advance. BACS transfers can take up to 2 weeks and cheques have to be signed by 2 members of senior management. Therefore you must provide us much notice as possible when placing orders.