Reimbursement Guidelines

Reimbursements

  1. Visit the Financial Reimbursement System
  2. Select which form to used based on how much the reimbursement is (ex. over $200)
  3. Fill in the blank sections. Some are pull down menus, some are blank typing space.
  4. Print this form and cut it in half. Save a copy for your own record.
  5. Take photocopies of the original receipts and staple these to the half that has the CUS logo.
  6. The original receipts get stapled to half that has the AMS logo.
  7. Make sure to get signatures of approval from VP Finance/Chair of your committee
  8. Submit both items to the Associate Vice-President Finance, or leave them in the Exec office which is HA239B located in the student lounge.
  9. Processing time of 5 business days and mailing time if required

Invoices/Contracts

  1. Have two copies of the invoice and a memo from the chairperson of the committee explaining what the invoice is for.
  2. Have three copies of the contract and a memo from the chairperson of the committee explaining what the contract is for.
  3. Submit items to the Associate Vice-President Finance. Or leave them in the Exec office which is HA239B located in the student lounge.
  4. Processing time of 7 business days, if matter is urgent – contact the Vice-President Finance or the Associate Vice-President Finance

Some Limitations

Maximum amount per submission:

  • $500 for general membership of the CUS
  • $1000 for Service Council, Executive Council, and Board Members

Restrictions

  1. Any item and value that has been approved and referenced in the budget is not considered restricted
  2. 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

3. 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%