Expenses Claims


You can claim back club and society expenses by completing the expenses form and returning it to the SU. Forms should be returned by email to vpactivities@su.sgul.ac.uk. If you are not able to have your society treasurer sign the form directly, they should be copied in to the claims form and should reply confirming their approval of the expenses. More details can be found here

Please note that, due to the current restrictions and subsequent reduction in volume of claims and invoices, the SU is currently processing one payment run a fortnight, rather than one a week as previously done; from Wednesday 11th November, the cutoff date for forms will be 5pm each second Wednesday. This may be further reduced due to demand; if a minimum number of payments are not received by the cut-off date for one payment run, these will all be carried forward two weeks. If this occurs, we will do our best to contact you to inform you of this.

For reference, the dates for upcoming payment runs are:

Payment Run (Week Commencing) Cutoff Date for Submissions (5pm) Expected Date to Receive Payment
8th Feb Weds 3rd Feb Fri 12th Feb
22nd Feb Weds 17th Feb Fri 26th Feb
8th Mar Weds 3rd Mar Fri 12th Mar
22nd Mar Weds 17th Mar Fri 26th Mar
5th Apr Weds 31st Mar Fri 9th Apr
19th Apr Weds 14th Apr Fri 23rd Apr
3rd May Weds 38th Apr Fri 7th May
17th May Weds 12th May Fri 21st May
31st May Weds 26th May Fri 4th Jun
14th Jun Weds 9th Jun Fri 18th Jun
28th Jun Weds 23rd Jun Fri 2nd Jul
12th Jul Weds 7th Jun Fri 16th Jul
26th Jul Fri 16th Jul Fri 30th Jul

From 1st January 2021, the SU will only be accepting claims forms and invoices submitted within 3 months of the date of the expenses (either the date on the invoice, or the eariest dated receipt attached to a claims form). This is to ensure we are able to provide accurate account summaries to clubs and societies, and to assist us in providing regular budget updates. The usual cut-off date will be in place for the end of the year - all requests for claims forms and invoices to be paid that relate to the 2020/21 academic year must be made by 16th July 2021 in order to be paid.

Claiming printing costs:

 (When naming documents that get printed, include something in the name to identify it as a society expense)

To retrieve your printing history, go to  https://print.sgul.ac.uk/user and log in using your SGUL username and password.

Once you’ve logged in, click on the Transaction History option from the left hand side menu then type the required dates into the Filter section by clicking on Edit. You can then export to PDF or Excel (option at the very bottom of the transaction list) and print the transaction list, or attach it to an email and send to an email address.

If you experience any problems with this, please contact the Library via email to library@sgul.ac.uk