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Making a ClaimPage 1

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Making a Claim2013/14 Edition

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Making a ClaimPage 2imperial college union. org /training

Contents

Contents 2

Introduction 3

Background 4

Logging into eActivities 5

Filling in the eActivities form 6

Suitable evidence 9

Claim statuses and help 11

This manual will:

Provide volunteers with a stepby step guide to making a claimfor reimbursement from a Club,Society or Project

Demonstrate how to submit theclaim through eActivities

12

Highlight the evidence requiredto support the claim3

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Introduction

What is eActivities?

To make a claim for money you havespent on behalf of a Club, Society orProject you need to use eActivities.eActivities is an online system forfacilitating the management of Clubs,Societies & Projects within the Union.eActivities is accessible by any Ofceror member of a Club, Society or Projectwithin the Union.

What is this training manual for?

The Making a Claim manual is a guideto navigating and using the systemfor submitting requests for Claims forReimbursement when you have spent

your own money on Club, Society orProject goods. People without Collegelogins cannot make a claim througheActivities, if this applies to you pleasecontact the Deputy President (Finance &Services) .

Further inquiries

If you are looking for help with usingeActivities please contact your Club,Society or Project Chair or Treasurerin the rst instance. If you have anydifculties with eActivities, or there isa problem with the system you shouldcontact the Unions Systems Coordinatorby emailing [email protected] .

Warnings and advice

The Union places a large amount oftrust in its Club Ofcers and members.In return we expect you to act honestlyand transparently when making nancial

transactions.

When claiming money from the Unionyou should be aware that all fraud istaken very seriously and will lead todisciplinary action.

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Background

Overview

For expenditure under around 200 it ispermitted for you to undertake personalexpenditure (i.e. your debit card or cash)to pay for a Club, Society or Projectexpenses such as buying a piece ofequipment, food for a trip or paying for areferee. Bear in mind you must alwayscheck that your group has enough fundsbefore making the purchase .

It is important you obtain a VAT receiptfor the purchase. Information about VATreceipts can be found in the SuitableEvidence section of this booklet.

To make a claim for reimbursement youmust login to eactivities.union.ic.ac.uk to

register the details and upload electroniccopies of the correct receipts.

Once a claim has been submitted toeActivities it must be approved online bythe relevant people, including the Club,Society or Project Chair or Treasurer.

Claims may be rejected by those whoare responsible for approving theexpenditure, either because the itemsbeing claimed for are not for Club,Society or Project business, or thereceipts do not match the amount beingasked for or are not of high enoughquality.

Throughout the approval process,information is provided by email to you asto the status of the claim.

Once a claim has been approved, youwill be paid directly by automatic moneytransfer (BACS) within three workingdays.

Expenditure under 5

The Union will not reimburse expenditureof less than 5, either for payments toindividuals or companies. If you have anitem under 5 to claim, save it to claimwith your next item. We dont considerthis unreasonable; it also saves us aconsiderable amount in processing costs.

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Logging into eActivities

To log into eActivities, rst head to eactivities.union.ic.ac.uk . You should come to thepage pictured below, where you will see a Login box at the top of the screen. Click

on the Log in box and a window will pop up requesting you to enter your personalCollege Username and Password.

Click on the red Log in boxto enter the eActivities site

Enter your CollegeUsername and Password

Your Roles in eActivities

If you are a member of more than oneClub, Society or Project, there aredifferent eActivities areas for each group.

All the Clubs, Societies & Projects youare a member of are tied to your Collegeusername.

On the right-hand side of the eActivitiespage is the info panel. You will see underthe Your Roles subheading your currentrole and a list of other roles you hold.Change to them by clicking the one youwant. If you have more than four roles,clicking on the Other Roles button willmake a drop down list appear where

you can choose which Club, Society orProjects eActivities pages you wish tolook at.

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Filling in the eActivities form

Registering your Bank Details

Before you can make a claim you need to register your bank details on the system soyou can be paid. Select the My Details button on the submenu. Here you will nd allthe information about you as a member of Imperial College Union. Select the BankDetails tab. You will need to enter a memorable name for your bank account in theMemorable Name eld; the actual name of your account must be put in the AccountHolder Name eld. You can store multiple bank accounts if you wish, the system willautomatically show the one you select as the default.

Fill in your eight digit bank accountnumber here. Please double checkto ensure you have entered thiscorrectly.

Enter your six digit sort-codenumber for your bank accounthere. Please enter it in the formatXXXXXX, excluding any dashes orhyphens.

Submitting a Claim

Make sure you have logged into eActivities and you have the correct role selected.Select the Finance button on the submenu, then Expenditure followed by Claims .

Select which of your stored bank accountsyou want the money to be sent to.

Enter details of your claim in this boxincluding what it is for. In instances

where you are only claiming for someof the expenditure on a receipt detailsshould also be given here.

Enter the total amount you are claiming

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Filling in the eActivities form cont...

Scanning your Evidence

Once you have entered the Club, Society or Project you are wishing to claim moneyfrom, together with the Bank Details you wish to be reimbursed to, the Claim will beprovisionally entered into the system. At this point you need to scan in your receiptsand other evidence to support your claim. You will also need to enter the total amountyou are wishing to claim.

To reimburse you we need evidence to support the claim you are making. We needthis to ensure you have incurred the expense and for our records to enable us toclaim back Value Added Tax (VAT) where applicable for your Club, Society or Project.Evidence needs to be scanned clearly so that all the text is readable. Illegible evidencewill result in your claim being rejected. In order for your Club, Society or Projectto reclaim VAT your receipt needs to contain all the correct information. See thefollowing pages for requirements for VAT receipts and examples.

You can scan your evidence by using the photocopier in the Student Activities Centre ,this machine can email you the scan immediately. If you have a smartphone with ahigh quality camera you can also take pictures of your evidence for inclusion in yourclaim.

Types of evidence

The following documents constitute evidence to support a claim: Receipts . Full details of the requirements for different types of receipts are given inthe next section of this booklet. Other purchase documentation . Other documents which describe the expenditure

clearly. If these documents do not meet the requirements described later in thissection for VAT then VAT cannot be reclaimed. Examples could be purchaseconrmation emails. Bank or credit card statements . These can only be used in support of other forms ofevidence where it is not clear from those documents who made the purchase. Receipts not in sterling . Evidence for expenditure not made in sterling should havethe exchange rate on the purchase date written on them. No documents . In rare circumstances you may not be able to provide any of theabove documents to support your claim, in this case please contact the Deputy

President (Finance & Services) .

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Suitable Evidence

VAT Documentation

In order to recover VAT on theexpenditure for Clubs, Societies &Projects we must have evidence that VATwas paid in the rst place. This is doneby collecting the correct receipts at thetime of the purchase. This is importantas VAT can make a signicant impact onthe nancial health of a Club, Society orProject.

For an amount less than 250, the receiptmust contain:

Name and address of the supplier. Date of supply. VAT registration number of the supplier. Description of goods/services

purchased. Total, including VAT amount and VAT

rate.

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Suitable Evidence cont...

If the receipt or invoice is over 250 itmust have the following:

Name and address of the supplier. Date of supply. VAT registration number of the supplier. Description of goods/services

purchased. Total, including VAT amount and VAT

rate.

Customer address registered asImperial College Union, Prince Consort

Road, London, SW7 2BB. Invoice number and date. For each description of a good or service; VAT rate, Net cost, unit price, quantity,

total Net cost. Total VAT Amount. Cash discount (if any). Invoice total, including VAT.

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Claim statuses and help

As your Claim progresses through the authorisation and payment process the statuswill change.

PendingYour claim is awaiting

authorisation.

CompletedYour claim has been

approved by therelevant volunteers.

RejectedYour claim has beenrejected. The reason

will be shown on yourClaim.

QueriedYour claim has

been queried by thenance department

In ProgressYour Claim has been received

by the Clubs & SocietiesFinance Administrator and is

awaiting payment.

Sent for PaymentYour claim has been sent

for payment.

Your Claim is being dealt with bystudent volunteers. Check on yourClaim status page to see who.

Your Claim is being dealt with bythe Clubs & Societies FinanceAdministrator . Any problems

please [email protected] .

This process should take no morethan three days.

This process should take no morethan three working days.

Where do I get help?

Your rst point of contact should always be your Club, Society or Project Chair orTreasurer who will be able to answer most queries.

Stefan NubertDeputy President (Finance & Services)[email protected] 7594 8060, extension 58062

Stefan is the Sabbatical responsiblefor nances. He is also responsible forapproving all expenditure over 1000.

Ally CottSystems [email protected] 7594 6412, extension 46412

Ally is responsible for eActivities, speakto him if you discover an error with thesystem, he cannot help with nancialcontent queries.

Aziz BilgramiClubs & Societies Finance [email protected] 7594 1514, extension 41514

Aziz is responsible for administering thenances of Clubs, Societies & Projects.

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Imperial College Union

Beit QuadranglePrince Consort RoadLondonSW7 2BBRegistered Charity No: 1151241

Tel: 020 7594 8060

Fax: 020 7594 8065Email: [email protected]: @icunion

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