Arts Undergraduate Society Payment Request Page

Arts Undergraduate Society (AUS) - Payment Request Form

Welcome to the AUS Payment Request Form!

AUS will now process all payments through Electronic Fund Transfer (EFT) directly to Canadian bank accounts. This means, money requested will now be deposited directly to the requested bank account. No Cheques are being processed. This form reflects that change (and makes it possible) .

Please fill out this form and attach copies of proof of purchase to support all expenditures. No payment can be issued without comprihensive 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 is prefered. Retain the receipts until you have received your 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 in the desired bank account on the Friday of the following week. Payments can only be sent to Canadian Bank Accounts. Please note: if the digital version of your proof of purchase is not of sufficient quality, incorrect type, insufficiant detaile 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.

This is a new form and a new payment process. We appreciate this process may involve adjutment and error. Ultimately, we hope to make this as pleasent and simple an experience as possible, and that this form will simiplify the Payment Request Process.

If you have any questions or concerns, please contact your Departmental/Organization VP Finance or President, the AUS Finance Commissioner 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, accessibility and clarity of its administration. Give us your feedback through this Google Form: https://forms.gle/zrhHLvnXKPRY2WVRA

General Infromation

AUS will use this infromation to ensure payment is issued to the correct individual/orgnization and this section helps AUS better understand the precise nature of the expense payment is being issued for. Likewise, it directs individuals/organizations to the correct section of the form depending on their circumstances and the infromation AUS already has in its records.

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

For 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 this purchase is for.

If this funding is from an FMC, AUIF or FAC dispursement, 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": in general, for requests submitted under the same name, direct deposits infromation need only be provided once. For a list of vendors, companies and organization who have sent AUS their Direct Deposit banking infromation, please look at this list. This form does not include individuals (individuals must keep track of whether they have submitted their banking information on their own). Generally, if you already received a direct deposit payment from AUS, we have your infromation on-file. AUS updates the list above as we receive new information. If you are unsure about whether AUS has the Direct Deposit infromation, 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 *

Month Day Year
Date
Is this funding from FMC, AUIF or FAC? *

Yes No
Have you already provided direct deposit information for this payee (either you, individual, vendor or organization)? *

Yes No

Direct Deposit Infromation

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

For a list of vendors, companies and organization who have sent AUS their Direct Deposit banking infromation, please look at this list. This form does not include individuals (individuals must keep track of whether they have submitted their banking information on their own). AUS updates the list above as we receive new information.

When filling the "transit" "account" and "institution" numbers boxes, 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 busienss/vendor/orgamnization being paid, confirm with them which email should be used. For individuals, a personal email freqnetly checked will work best.

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

Failing to provide accurate infromation will result in significant payment delays. Please ask us if you have any questions about this section.

Sample Direct Deposit Forms here.
E-mail Address *
Please keep the same for all cheque requests, if for vendor, use their business email address.
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

Cancel of
Mailing Address *

Name

Street Address

City Province

Postal Code

Expense Breakdown (Departments, Affiliates and Executives)

The infromation in this section allows AUS to allocate the amount(s) requested to the correct budget lines and properly allocate the expenses in our internal records.The infromation requested in this section can be obtained from your organization's (depamentental association, affiliate) or portfolio's approved budget.

Please use a separate line for each transaction that is classified under different General Ledger Account categories in your budget. The information included here should match your approved budegt 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 seperate them here. For example, if you purchased food, wine, clothing and utensils in the same location, please seperate them here according to the appropriate GLA. Similarly, if items approved under multiple GLAs are purchased in a multiple transaction (and all are mixed), please take care to seperate 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 notes.

In "Class" please put your organizaiton's acronym (IDSSA, ASA, ASAS, AUTS, Women in House) or the Class identifed in your portfolio's approved budget (VP Finance: Operations, VP Academic: Special Projects) under which the expense was approved.

Please attach copies of proof of purchase to support all expenditures. No payment can be issued without comprihensive 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 is prefered. Retain the receipts until you have received 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. Cancel of
*

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, FAC)

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

The infromation requested in this section can be obtained from the budget you /your organization (depamentental association, affiliate, campus group or club) submitted with your application and the email notifying you that your application was approved.

Your FAN can be found in the email notifying you that you've received funding. The GLAs you're 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 categories in your budget. The information included here should match your approved budegt 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 seperate them here. For example, if you purchased food, wine, clothing and utensils in the same location, please seperate them here according to the appropriate GLA. Similarly, if items approved under multiple GLAs are purchased in a multiple transaction (and all are mixed), please take care to seperate 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 notes.

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

Please be attach copies of proof of purchase to support all expenditures. No payment can be issued without comprihensive 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 is prefered. Retain the receipts until you have received your payment.

Instructions for this section here.
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. Cancel of
*

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 the 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 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 in 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.
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