Committee members can pay for low costed goods directly with their own money and then request reimbursement from their student group account through our finance module that we refer to as SGF (Student Group Finance). This article will detail how student groups can do this. 

Accessing SGF

To access SGF, start by going to the SU website and log in from your personal account by using the drop-down menu in the top right-hand corner. Once logged in, you can navigate to your group's admin panel by using the same menu to select 'Organizations'. 

From your organization control panel, choose 'Finances' to be taken to the student group finance (SGF) dashboard which can be seen below. From this dashboard, you can request reimbursement by choosing 'New Money Request'.

To get a reimbursement a receipt will need to be uploaded to a request and all details as seen below should be filled in. 

Request type - Reimbursement should be selected if you have already purchased products and have a receipt

Event - If the request is related to an event created on your SU webpage you can mark it here

Payable to - This can either be the requester, the person filling in the request, another student, or a third party if someone other than a student made the purchase

Payment method - This will always be BACS. It's a three working day payment process

Payee name - The name of the person who made the purchase

Contact email / telephone - This contact information of the person being reimbursed. This may be needed by the SU finance department if there are any issues

Bank Sort Code - The sort code of the person being reimbursed. This should be listed in the format of 12-34-56

Bank Account - The account number of the person being reimbursed. This should be 8 digits long for UK bank accounts. 

Item Description - Details of the product or service that you have purchased. This information should be clear for the finance team to be able to understand and should be clear for you to be able to refer back to. 

Justification - Details of why your group has purchased this product or service. 

Amount - The cost in pounds and pence. e.g. £54.99

Account - This will always be the student group you are on the committee for.

Upload Receipt - Attach a screenshot of the receipt email or a photo of the physical receipt to the request.

Create - You can create the request and save it for further editing

Submit - Submit the created request to the next stage of approval. 

Once a request has been submitted it will then go through an approval process before it gets paid. 

Approval Process

All requests go through an approval process once submitted. Requests need to be approved by the committee, by the SU engagement team or relevant elections officer, and by the finance department. 

At each step of the approval process all details should be checked, but each level of approval will have a different insight. Committees will know if the goods or services were agreed upon and a fair price; the SU officers will know if it's a fair use of student group funds and submitted correctly; the finance department will have one final check before making the payment.

At any point in the approval process, if the approver sees a mistake or needs further information, the request can be referred back to the original requester. It is the requester's responsibility to address any referrals in a timely manner. The request should be amended and resubmitted where it will be subjected to the approval process again. 

You will not be automatically notified when a request is referred, so it's best to check SGF in the days following submitting a request to review what stage it is at.