Introduction

This article provides a step-by-step guide on what needs to be done if you would like the union to pay on your behalf. This could be for a variety of reasons, with the most common being your society not having a bank account or you currently do not have access to it.


There are two types of payments that are processed by the finance office: 

A Payment Claim is when a member of the society would like to claim for an expense retrospectively from the society's budget. The Union will pay this out to the member and deduct the amount from income/monies we are holding for the society.

A Purchase Order is when the society would like the Students' Union to place an order for something they would like to purchase. The Union will make this purchase and deduct the cost from income/monies we are holding for the society.


Payment Claims


In order for a payment claim to be processed by us, you will require the following documents:


    1. A proof of purchase. This is often in the form of a receipt, but it could be a email of confirmation of payment. It is vital that the document has the following items:

  1. Date of purchase
  2. Description of items purchased.
  3. Amount paid.
  4. The name of the business and (if possible) address where the purchase was made.


    2. You will then need to submit this information along side a completed Payment Claim Form (attached). There is also an example provided.


Purchase Orders


In order for a purchase order to be processed by us, you would require the following documents:


1. An invoice from the supplier of the service. Please, check that the invoice has the following items:

  1. Bank account number;
  2. Sort code;
  3. The amount payable;
  4. The name and address of the supplier;

Be aware that all the above information is required for the transfer to take place. If that is not the case, the payment will not be sent over, which could lead to delays, suppliers being persistent and even cancelled events.


2. You will then need to submit this information alongside a completed Purchase Order Form (attached). There is also an example provided.


Please send all the relevant files and information to lusufinance@lancaster.ac.uk


If you have a registered bank account with us, please be aware that we make transfers on a fortnightly basis. Should you wish you register your society's bank account, you can do so here.