Arts Undergraduate Society Payment Request Page

Arts Undergraduate Society (AUS) - Payment Request Form

Welcome to the AUS Payment Request Form!

AUS processes all payments through Electronic Fund Transfer (EFT) directly to Canadian bank accounts. This means that money requested will be deposited directly into the indicated bank account.

Please fill out this form and attach copies of proof of purchase to support all expenditures. No payment can be issued without comprehensive proof of purchase. Documents serving as "proof of purchase" must be clearly legible, itemized, and in PDF, PNG, or JPG format, either by scan or by HD photograph. PDF format is preferred. Retain the receipts/invoices until you have received your payment. Please note that a screenshot or photo of the reimburseable transaction on your online banking or bank statement does not serve as proof of payment.

All Payment Requests received between Monday and Friday of one week, will be sent out for deposit to the desired account on the Monday of the following week. Direct Deposit (EFT) Payments require 4-5 business days to be deposited in the desired bank account after being sent out. This means if a request is submitted between Monday and Friday of one week, it will likely be deposited into the desired bank account on the Friday of the following week. Payments can only be sent to Canadian Bank Accounts. Please note that if the digital version of your proof of purchase is not of sufficient quality, type, detail, or appears to have been altered, AUS may require you to resend the proof of payment or will request the original copies. If this is the case, you will be contacted.

If you have any questions or concerns, please contact your Departmental VP Finance or President, the Finance assistant, or the AUS VP Finance. Likewise, if you have feedback or suggestions about the AUS Payment Request Process and Form, please contact us.

The AUS Finance Portfolio is always looking to improve the quality, consistency, and accessibility of its administration. Give us your feedback through this Google Form: https://forms.gle/zrhHLvnXKPRY2WVRA

General Information

AUS will use this information to ensure payment is issued to the correct individual or organization. This section helps us better understand the precise nature of the reimbursable expense.

In the "Who Should the Payments be made out to?" box, please indicate who should receive the payment. Please use the same name for each request.

In the "Date" section, please indicate when the event/activity/initiative took place, or when the purchase was made. Likewise, in the "Event/Activity/Initiative" section please write what the purchase was for.

If this funding is from an FMC, AUIF, or CIFCO disbursement, please select "yes" in the appropriate section. In other words, if you applied to receive funding from any of the above sources, were approved, notified by email that you were approved, and are now claiming that funding, please indicate "yes" in the appropriate section.

For the Direct Deposit Section: For requests submitted under the same name, direct deposit information only needs to be provided once. If you have submitted a payment request on this form before, then you do not need to provide this information again. If you are unsure about whether AUS has your direct deposit information, please choose to submit it again by selecting "no" in the relevant section.
Who should the payment be made out to? (Please use full legal name or full company name.) *
Use the same format and spelling for every submission to a particular payee.
Event/Activity/Initiative*
What event/activity is this for? This should match the title of the event in your budget.
Date of Event/Purchase*

MonthDayYear
Date
Is this funding from FMC, AUIF or CIFCO?*

YesNo
Have you already provided direct deposit information for this payee (either you, an individual, vendor, or organization)?*

YesNo

Direct Deposit Information

AUS will use this information to process your payment. For each payee (if the same name is used for each request), this information will only need to be provided once. This means that if you submit this information once and continue to submit requests under the same name, you will not be required to re-submit this information. Generally, if you already received a direct deposit payment from AUS, we have your information on file. If you are unsure about whether AUS has your direct deposit information, please choose to submit it again, by selecting "no" in the relevant section.

When filling out the boxes for transit, account, and institution numbers, do not seperate any numbers with punctuation.

The email provided will be used to notify the payee that payment has been deposited in their account. The email included should always be for the person who owns the bank account in question. The address should be a current address where payment can be sent if there are technical difficulties with the direct deposit. For a business/vendor/organization being paid, confirm with them which email should be used. For individuals, a personal email that is frequently checked will work best.

In the mailing address section, please provide an address to which you can receive mail.

NOTE: Failing to provide accurate information will result in significant payment delays. If a payment is deposited into the wrong bank account due incorrect information being provided, we will not issue another payment. It is pertinent that you verify that all the information you provide is correct before you submit this form. Please contact us if you have any questions about this section.
Email Address *
Please use the same email for all cheque requests.
Transit Number*
5 Digits
Institution Number*
3 Digits
Account Number *
6-12 Digits (no punctuation)
Upload a Direct Deposit Form for the desired bank account: *

Browse Files

Cancelof
Mailing Address*

Name

Street Address

CityProvince

Postal Code

Expense Breakdown (Departments, Affiliates, and Executives)

The information in this section allows AUS to reference the amount(s) requested to the correct lines of your budget and properly allocate them in our internal records. The information requested in this section can be obtained from your organization's (departmental association, affiliate) or executive's approved budget.

Please use a separate line for each transaction that is classified under different General Ledger Account (GLA) categories in your budget. You can add a line to this form by clicking "Add Line" below. The information included here should match your approved budget exactly. For example, if an expense is being purchased from the budget line, "9850 - Food," please ensure you classify the expense here under the same GLA as the one in the approved budget. Likewise, if items approved under multiple GLAs are purchased in a single transaction, please separate them here. For example, if you purchased food, wine, clothing, and utensils in one transaction, please separate each item here according to the appropriate GLA. Similarly, if items approved under multiple GLAs are purchased in multiple transactions (and are all mixed), please take care to separate them appropriately. If the GLA the expense is approved under is not included in the list of GLA options, please select the "GLA not listed" option and write the correct GLA in the additional notes section.

In the "Class" box, please put your organization's acronym (IDSSA, ASA, PSSA, etc.). If you are an employee of an executive, please enter the Class identifed in your portfolio's approved budget (VP Finance: Operations, VP Academic: Special Projects, VP Social: Frosh, etc.) under which the expense was approved.

Please attach copies of proof of purchase to support all expenditures. No payment can be issued without comprehensive proof of purchase. Documents serving as "proof of purchase" must be clearly legible, itemized, and in PDF, PNG, or JPG format, either by scan or by HD photograph. PDF format is preferred. Retain the receipts/invoices until you receive your payment.
Department, Executive Portfolio Title, or Organization *
Please complete this table:*
Total Expense*
Total of all "Amounts ($)" above.
Upload Supporting Documents: *

Browse Files
Add a document for each line above. Cancelof
I certify that all information entered above is valid and true.
I certify that this/these transactions have been approved by the appropriate individual(s) and bodies.
Additional notes:
Please add any notes that will help us understand this payment request better. Likewise, please include the relevant GLA if it could not be listed above.

Expense Breakdown (FMC, AUIF, CIFCO)

The information in this section allows AUS to allocate the amount(s) requested to the correct lines of your budget and properly allocate the expenses in our internal records. Likewise, it allows AUS to track which funding grants have been claimed.

The information requested in this section can be obtained from the budget your organization (departmental association, affiliate, campus group, or club) submitted with your application.

Your FAN can be found in the email notifying you that you have received funding. The GLAs you are approved to use are also outlined in that email.

Please use a separate line for each transaction that is classified under different General Ledger Account (GLA) categories in your budget. You can add a line to this form by clicking "Add Line" below. The information included here should match your approved budget exactly. For example, if an expense is being purchased from the budget line, "9850 - Food," please ensure you classify the expense here under the same GLA as the one in the approved budget. Likewise, if items approved under multiple GLAs are purchased in a single transaction, please separate them here. For example, if you purchased food, wine, clothing, and utensils in one transaction, please separate each item here according to the appropriate GLA. Similarly, if items approved under multiple GLAs are purchased in multiple transactions (and are all mixed), please take care to separate them appropriately. If the GLA the expense is approved under is not included in the list of GLA options, please select the "GLA not listed" option and write the correct GLA in the additional notes section.

In "Class" please put the name of the fund (FMC Supplementary, FMC Special Projects, FMC Journal, FMC Ethical Procurement and Sustainability, AUIF, or CIFCO) from which you were granted funding.

Please attach copies of proof of purchase to support all expenditures. No payment can be issued without comprehensive proof of purchase. Documents serving as "proof of purchase" must be clearly legible, itemized, and in PDF, PNG, or JPG format, either by scan or by HD photograph. PDF format is preferred. Retain the receipts/invoices until you receive your payment.
Department, Executive Portfolio Title, or Organization Name*
Please provide us with your Financial Allocation Number (FAN)*
Provided in the email notifying you that you have received funding.
Please complete this table:*
Total Expense*
Total of all "Amounts ($)" above.
Upload Supporting Documents: *

Browse Files
Add a document for each line above. Cancelof
I certify that all information entered above is valid and true.
I certify that this/these transactions have been approved by the appropriate individual(s) and bodies.
Additional notes:
Please add any notes that will help us understand this payment request better. Likewise, please include the relevant GLA if it could not be listed above.

If you have completed this form, and don't wish to make additional changes, please select "Submit."

Thank you for completing the AUS Payment Request Form! Please contact us if you have any questions.

All Payment Requests received between Monday and Friday of one week, will be sent out for deposit to the desired account on the Monday of the following week. Direct Deposit (EFT) Payments require 4-5 business days to be deposited into the desired bank account after being sent out. This means if a request is submitted between Monday and Friday of one week, it will likely be deposited into the desired bank account on the Friday of the following week. Payments can only be sent to Canadian Bank Accounts.

The AUS Finance Portfolio is always looking to improve the quality, consistency, accessibility and clarity of its administration. Give us your feedback: https://forms.gle/zrhHLvnXKPRY2WVRA
General Contact Email *
We will contact you using this email if we have questions about your form.
Should be Empty: