Purchase and Payment Requests
There are two main processes you can use to spend your group’s money. Which one you chose depends on the kind of payment you need to make. If you’re not sure, contact the Finance team. Please ensure that you provide enough time for your request to be sent, approved, and signed off!
Purchase Requests
The Purchase Request system is managed through the Member Dashboard and can be used for all purchases which need to be made using a credit card. For example, equipment orders, hotel bookings, costumes/props and suchlike. We advise that the Treasurer takes on the role of submitting Purchase Requests, and only does so with the agreement of two other signatories.
Detailed instructions on how to submit a purchase request can be found in the ‘Member Dashboard’ section.
Any claims will need to be approved by your link staff member and then the Finance Office. If there are any queries regarding the request you will be contacted at the earliest opportunity. Once approved, the Finance team will then be able to make the purchase for you, and the money will be deducted from the specified account. The Finance team will contact you once the purchase has been made.
Payment Requests
This process is managed via the Payment Request Form. It is highly recommended that you bookmark the Payment Request Form so you can find it easily. This is a basic Google form where you will provide all the necessary information the Finance Office will need to make the payment. You can use the form to reimburse someone, pay invoices, or make a donation to charity.
To submit a Payment Request:
Head to the Payment Request Form.
Provide the information requested and then select the type of payment you need to make from the drop down box.
Answer each of the questions relating to your payment.
If you’re paying an invoice, please fill in the sort code and account number even if the details are present on the invoice.
Upload any evidence required for your request, for example receipts for a reimbursement or a copy of the invoice you need to pay.
Once the form has been submitted, signatories will be contacted via email to approve the claim, as will your link staff member. At least two signatories must sign off any claims (and the person making the claim can't sign off on their own claim).
Once approved, the claimant will then be reimbursed via their chosen payment method and the money will be deducted from the student group account.
Questions?
Contact your link staff member or our Finance Team (finance@yorksu.org)