These accounts do not work like other bank accounts, and you do not have direct access to them. Instead, your staff support is there to help you process your finances. Once you know that you have enough money in the account you wish to spend from, you can spend it through the following options:
Option 1: Reimbursement
This is where you pay with your own money and claim the expense back from the account. To submit an expense form, go onto the online finance system by visiting your group’s admin tools (found on the top right-hand corner of the website), and then click on ‘finances’.
Note: Only the Treasurer in your group can approve these expenses. If the Treasurer is the one making the claim, the President can approve these expenses.
Acceptable Proof of Purchase Evidence:
Expenses will only be processed if you can provide proof of purchase. Acceptable proof includes:
- Original Receipt: If you are buying from somewhere that only issues handwritten receipts, please make sure it has:
- The name of the business and contact details e.g. phone number
- The date of purchase
- Lists the items/services you have paid for and how much it costs
- How much you have paid
- A signature
- Online Email Confirmation or Invoice and Bank Statement: If you have purchased something online or have received an invoice for something you have purchase, you will also need send in a bank statement showing proof of purchase. Please make sure the bank statement clearly has the claimant’s name on the top of the statement. Purchases on the statement that are not relevant to the claim can be crossed off.
Option 2: Invoices
If your group is looking to make a large purchase, the Students’ Union can purchase it on your behalf if you can obtain an invoice from the business. For it to be processed, the invoice must clearly state when it needs to be paid and be addressed correctly to:
Queen Mary Students’ Union
Students’ Union Hub
329 Mile End Road
Once you have obtained your invoice, submit a paying out request on the online finance system (you can access this by visiting your group’s admin tools found on the top right-hand corner of the website, and then click on ‘finances’).
Please submit invoices as soon as you can – do not leave it to the last minute as this will delay invoices being paid out!
Paying a business for the first time?
If this is the first time your group are paying a business, we also need to set them up as a supplier on our finance systems so we can pay them out. To do this, we need a letterhead from the business that confirms the following information:
- Business Name
- Business Address
- Bank Details
- Company Number
- VAT Number
Paying an individual for the first time?
If you are paying an individual, for example a coach or an instructor, please make sure their National Insurance Number is listed on the invoice so we can set them up as a supplier and pay them.
To check if the invoice has all the information we require, download our blank invoice template beow.
Option 3: Credit Card (For exceptional circumstances only)
Finally, the Students’ Union also has a credit card that groups can request to use if you are unable to use Options 1 or 2. To use the credit card, get in touch with your relevant staff support.
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