Introduction

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

  • A Payment Claim is when the group, or a member of the group, would like to claim for an expense retrospectively from the group's budget. The Union will pay this out to the group, or in some case 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 in 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

    Or 

A link to the webpage of the item you would like purchased.



2. You will then need to submit this information in 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


Although we process claims every week, we start to make transfers on Tuesdays, so if submitted after Tuesday it will be processed with the following weeks expenditures.