"Now where did I put that receipt?"
The most important thing to remember when thinking about making purchases for your club or society is to talk to the Sports or Activities Presidents first. Any individual not receiving prior authorisation will not be permitted to reclaim the money and will therefore be liable for the entire cost.
Once you have spoken to the presidents (sports.president@uwe.ac.uk or activities.president@uwe.ac.uk ) and have checked that you have enough money in your account to purchase the item/s you have two options.
Refunds
If you need the item/s straight away (such as petrol) or it is a small item it is sometimes easier or necessary to pay for it yourself. When this is done you need to ensure that you keep all receipts and documentation relating to the purchase. (In the case of petrol, a VAT receipt from a non-ESSO garage is required.) Without this you will be unable to claim the money back.
You must then fill in a Payment Voucher detailing the purchases and costs. This can be found online (below) at the Sports and Activities Centre or at any site office. This must be signed by the treasurer and another committee member or it will not be authorised.
- Claims put in be Thursday will be processed and available for collection the following Monday.
- Claims put in be Monday will be processed and available for collection the following Wednesday.
Invoices
Alternatively, you can ask the company who are supplying you with the item to invoice the Students' Union for the cost. This is usually the easiest and most straight-forward method to use if it is possible. Payment will come straight from your account and you will not be liable for any of the cost.
See also: