Reimbursement Guidelines
Reimbursements
- Reimbursements
- Visit the Financial Reimbursement System
- Select which form to used based on your type of reimbursement
- Fill in the blank sections on the form appropriately and leave the Treasurer section blank
- Make sure you have the following 3 forms: (Memo), Reimbursement Form, Receipt, Bank Statement
- Place those three forms into your own Service’s Google Drive folder within the Finance folder. Make sure each reimbursement has their own folder and copy the link.
- Go to your Reimbursement Tab of your Service’s Master Sheet and fill out your respective information (leave the first column blank)
- Message your assigned FA (Slack/Email) to let them know about your reimbursement
- Include Email (Naming Convention) or Slack Message (first line): Type-Service-Payee-DateSubmitted (ex: e-Transfer-HeWe-Angela Li-210706
- Body of Message:
- Line Item
- Amount
- Description
- Link to your Reimbursement Tab (Service’s Mastersheet)
- Processing Times
- Contracts – 4 Weeks
- Invoice – 2 Weeks
- e-Transfers – 2 Weeks
- Credit Card – 1 Week
- Does not need a form, message your FA first, then send an email to nicole.zhu@cus.ca with appropriate information
- If you have any late/missing reimbursements over 1 month (that have been submitted to the AMS), please fill out this Reimbursements Tracking form. If it is still processing (you should check this in your BS tracking tabs), follow-up and provide details in an email to finance.general@cus.ca
Invoices/Contracts
Reminder all Invoices do need to be submitted 2 WEEKS in advance to nicole.zhu@cus.ca, isabel.yang@cus.ca, sabrina.redies@cus.ca and cc your FA
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- Look at the EFT Form to ensure you provide all the information needed in your email
- Description of Invoice
- Link to Master Budget Sheet
- Exact Line Items
- Invoice
- Contract
- Void Cheque/Bank Information of Vendor
- Look at the EFT Form to ensure you provide all the information needed in your email
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Some Limitations
Maximum amount per submission:
- $500 for general membership of the CUS
- $1000 for Service Council, Executive Council, and Board Members
Restrictions
- Any item and value that has been approved and referenced in the budget is not considered restricted
- The following items will only be reimbursed as determined by the Vice-President Finance or the Associate Vice-President Finance on special conditions:
- Cell phone plan, to a maximum of $30 per month
- Delegate fees for required conference/event attendance
- Anything deemed beneficial to the operations of the CUS
- Gas
- Parking fees
- Meals
- The following items will not be reimbursed under any circumstances:
- Traffic/parking fines
- Any avoidable types of fines
- Meeting food
- Tips in excess of 20%
- Team (per person, TAX INCLUSIVE)
- $15 for Merch
- $20 for Socials
- Event Giveaways
- Max. $200 per event