Orders, Requests and Transfers

Ordering Goods and Services

When placing orders it is ESSENTIAL that an official green form is raised. No order shall be placed over the phone. The reason for this is that the SA will only pay for official orders: there will be no refunds for independent purchases. If an order is placed without authorisation the individual will be held ultimately responsible to meet the costs.

Fill out dark green Goods and Services Order Form. This may only be signed by the club chair or treasurer. Remember the VAT!

Place the completed form in the orange box. The Treasurers will approve the order if it is in the budget and will examine the validity of the order if not.

On receipt of goods, you should check the contents before removing and leave a note on the treasurers desk to confirm it is all OK.

Completing a Financial Request

Fill out a yellow Financial Request Form. Make sure that the reasons for expenditure are not vague or the form will be returned. Also state if the activity was BUSA related (or equivalent) or your account will pay what the BUSA account should pay.

This form should be approved by your treasurer or the club chair.

The completed form should be taken to the Finance Office, where the money can be claimed for cash under £20 or a cheque otherwise. It takes approximately 3 – 5 days to raise a cheque.

NO REQUESTS WILL BE AUTHORISED WITHOUT A RECEIPT

Transferring Money between Clubs or Union Departments

Fill in our blue Transfer Request Form. This must then be approved by the club chair or treasurer. You need to know the account code and department code for both accounts.

Take the form to the Finance office and then check your accounts to ensure that the transfer has been completed. This may take several weeks to complete.