We recommend using a claim form for small purchases. A claim form is where you pay for the item yourself and claim the cost back. They need to be authorised by the President, Secretary, or Treasurer and submitted within three months from the time of expenditure.
Claim forms are digital and proof of purchase must be included for us to authorise it.
Process of using a claim form
- Check if there are enough funds in your society account. Remember: Don’t buy anything if there are not enough funds as we won’t authorise a claim form if it makes a society overdrawn.
- Go to the shop or online and buy the items with your own money. You must get proof of payment; this can be a receipt or a confirmation email that shows the price.
- Fill in the claim form. It will ask you to upload the proof of payment. View claim form guidance for help completing the form.
- This will be sent to the President, Secretary, or Treasurer to sign off. If you are the President, it will be sent to the Treasurer or the Secretary to be signed off and vice versa.
- It will be sent to your coordinator to sign off.
- The money will be paid into your bank account usually within 2 weeks. There can sometimes be a delay with this (bank holidays, etc.) so we wouldn’t recommend using a claim form if you need the money back straight away - we are unable to fast-track payments.
Complete a claim form
Claim form guidance