To request reimbursement from the Arts Student Union (ASU), you must complete a Cheque Request Form and email it to the ASU Vice-President Finance. This process applies to both ASU-run events and sub-society events.
Submission Requirements
All cheque requests must include:
- A completed Cheque Request Form
- An itemized list of expenses
- Original receipts
- WUSA Event ID
All documents must be combined into one PDF and submitted according to the Cheque Request Procedure. Incomplete or incorrectly submitted requests may result in processing delays.
Payment Options for Subsocieties
For sub-society expenses, there are two approved payment options:
- Out-of-pocket payment and reimbursement: Pay the expense personally and submit a completed Cheque Request Form for reimbursement.
- Direct payment by ASU: Submit an invoice to the ASU, and the ASU will pay the vendor on the sub-society’s behalf. All invoices must be sent to the Vice-President Finance before payment can be issued.
A valid WUSA Event ID is required for all reimbursement requests. The Event ID must be obtained before any expenses are incurred by submitting a WUSA Event Form at least two weeks prior to the event. Requests without a WUSA Event ID will not be processed.
Subsociety Funding Requirements
All ASU sub-societies must submit a termly budget to the ASU before any funds are released or payments are made. Sub-societies may contact the ASU for support with budget submissions, bank account information, or balance inquiries. The ASU will communicate each sub-society’s termly funding allocation directly.
Cheque Processing
All cheques will be ready within two weeks for pickup and will expire after six months. Unless arranged with the VP Finance, any cheque requests that are not claimed before they expire will not be reimbursed again.
Forms and Documents
If you have questions regarding ASU finances or require assistance with reimbursements or invoices, please contact vpfinance.asu@uwaterloo.ca.