Making a Claim

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Making a Claim
2013/14 Edition
Making a Claim
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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 step
by step guide to making a claim
for reimbursement from a Club,
Society or Project
Demonstrate how to submit the
claim through eActivities
1
2
Highlight the evidence required
to support the claim
3
2013 Imperial College Union
Version 1.1 - 12 June 2013
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Making a Claim
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Introduction
What is eActivities?
To make a claim for money you have
spent on behalf of a Club, Society or
Project you need to use eActivities.
eActivities is an online system for
facilitating the management of Clubs,
Societies & Projects within the Union.
eActivities is accessible by any Ofcer
or member of a Club, Society or Project
within the Union.
What is this training manual for?
The Making a Claim manual is a guide
to navigating and using the system
for submitting requests for Claims for
Reimbursement when you have spent
your own money on Club, Society or
Project goods. People without College
logins cannot make a claim through
eActivities, if this applies to you please
contact the Deputy President (Finance &
Services).
Further inquiries
If you are looking for help with using
eActivities please contact your Club,
Society or Project Chair or Treasurer
in the rst instance. If you have any
difculties with eActivities, or there is
a problem with the system you should
contact the Unions Systems Coordinator
by emailing club.web.enquiries@imperial.
ac.uk.
Warnings and advice
The Union places a large amount of
trust in its Club Ofcers and members.
In return we expect you to act honestly
and transparently when making nancial
transactions.
When claiming money from the Union
you should be aware that all fraud is
taken very seriously and will lead to
disciplinary action.
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Background
Overview
For expenditure under around 200 it is
permitted for you to undertake personal
expenditure (i.e. your debit card or cash)
to pay for a Club, Society or Project
expenses such as buying a piece of
equipment, food for a trip or paying for a
referee. Bear in mind you must always
check that your group has enough funds
before making the purchase.
It is important you obtain a VAT receipt
for the purchase. Information about VAT
receipts can be found in the Suitable
Evidence section of this booklet.
To make a claim for reimbursement you
must login to eactivities.union.ic.ac.uk to
register the details and upload electronic
copies of the correct receipts.
Once a claim has been submitted to
eActivities it must be approved online by
the relevant people, including the Club,
Society or Project Chair or Treasurer.
Claims may be rejected by those who
are responsible for approving the
expenditure, either because the items
being claimed for are not for Club,
Society or Project business, or the
receipts do not match the amount being
asked for or are not of high enough
quality.
Throughout the approval process,
information is provided by email to you as
to the status of the claim.
Once a claim has been approved, you
will be paid directly by automatic money
transfer (BACS) within three working
days.
Expenditure under 5
The Union will not reimburse expenditure
of less than 5, either for payments to
individuals or companies. If you have an
item under 5 to claim, save it to claim
with your next item. We dont consider
this unreasonable; it also saves us a
considerable 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 the
page 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 personal
College Username and Password.
Click on the red Log in box
to enter the eActivities site
Enter your College
Username and Password
Your Roles in eActivities
If you are a member of more than one
Club, Society or Project, there are
different eActivities areas for each group.
All the Clubs, Societies & Projects you
are a member of are tied to your College
username.
On the right-hand side of the eActivities
page is the info panel. You will see under
the Your Roles subheading your current
role and a list of other roles you hold.
Change to them by clicking the one you
want. If you have more than four roles,
clicking on the Other Roles button will
make a drop down list appear where
you can choose which Club, Society or
Projects eActivities pages you wish to
look 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 so
you can be paid. Select the My Details button on the submenu. Here you will nd all
the information about you as a member of Imperial College Union. Select the Bank
Details tab. You will need to enter a memorable name for your bank account in the
Memorable Name eld; the actual name of your account must be put in the Account
Holder Name eld. You can store multiple bank accounts if you wish, the system will
automatically show the one you select as the default.
Fill in your eight digit bank account
number here. Please double check
to ensure you have entered this
correctly.
Enter your six digit sort-code
number for your bank account
here. Please enter it in the format
XXXXXX, excluding any dashes or
hyphens.
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 accounts
you want the money to be sent to.
Enter details of your claim in this box
including what it is for. In instances
where you are only claiming for some
of the expenditure on a receipt details
should 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 money
from, together with the Bank Details you wish to be reimbursed to, the Claim will be
provisionally entered into the system. At this point you need to scan in your receipts
and other evidence to support your claim. You will also need to enter the total amount
you are wishing to claim.
To reimburse you we need evidence to support the claim you are making. We need
this to ensure you have incurred the expense and for our records to enable us to
claim 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 evidence
will result in your claim being rejected. In order for your Club, Society or Project
to reclaim VAT your receipt needs to contain all the correct information. See the
following 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 a
high quality camera you can also take pictures of your evidence for inclusion in your
claim.
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 in
the 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 this
section for VAT then VAT cannot be reclaimed. Examples could be purchase
conrmation emails.
Bank or credit card statements. These can only be used in support of other forms of
evidence where it is not clear from those documents who made the purchase.
Receipts not in sterling. Evidence for expenditure not made in sterling should have
the exchange rate on the purchase date written on them.
No documents. In rare circumstances you may not be able to provide any of the
above documents to support your claim, in this case please contact the Deputy
President (Finance & Services).
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Filling in the eActivities form cont...
Uploading your evidence and submitting your claim
Once you have all your scanned evidence ready you can attach them to your claim.
Make sure all the evidence you upload adds up to the amount you wish to claim.
Checking the status of your claim
You can check on the status of
your Claims by selecting the My
Submissions in progress tab.
If you have attached all your evidence and
entered all the information you need for your
claim, you can submit your claim by selecting
the Commit button. Committed claims cannot
be edited once submitted but they can be
cancelled.
Select your evidence from your computer
by selecting the Choose File button and
then choosing the le from your computer.
You can add multiple pieces of evidence for
you claim by selecting the + button, this will
bring up multiple browsing buttons.
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Suitable Evidence
VAT Documentation
In order to recover VAT on the
expenditure for Clubs, Societies &
Projects we must have evidence that VAT
was paid in the rst place. This is done
by collecting the correct receipts at the
time of the purchase. This is important
as VAT can make a signicant impact on
the nancial health of a Club, Society or
Project.
For an amount less than 250, the receipt
must 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 it
must 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 as
Imperial 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 status
will change.
Pending
Your claim is awaiting
authorisation.
Completed
Your claim has been
approved by the
relevant volunteers.
Rejected
Your claim has been
rejected. The reason
will be shown on your
Claim.
Queried
Your claim has
been queried by the
nance department
In Progress
Your Claim has been received
by the Clubs & Societies
Finance Administrator and is
awaiting payment.
Sent for Payment
Your claim has been sent
for payment.
Your Claim is being dealt with by
student volunteers. Check on your
Claim status page to see who.
Your Claim is being dealt with by
the Clubs & Societies Finance
Administrator. Any problems
please contact
clubs.nance@imperial.ac.uk.
This process should take no more
than three days.
This process should take no more
than three working days.
Where do I get help?
Your rst point of contact should always be your Club, Society or Project Chair or
Treasurer who will be able to answer most queries.
Stefan Nubert
Deputy President (Finance & Services)
dpfs@imperial.ac.uk
020 7594 8060, extension 58062
Stefan is the Sabbatical responsible
for nances. He is also responsible for
approving all expenditure over 1000.
Ally Cott
Systems Coordinator
club.web.enquiries@imperial.ac.uk
020 7594 6412, extension 46412
Ally is responsible for eActivities, speak
to him if you discover an error with the
system, he cannot help with nancial
content queries.
Aziz Bilgrami
Clubs & Societies Finance Administrator
clubs.nance@imperial.ac.uk
020 7594 1514, extension 41514
Aziz is responsible for administering the
nances of Clubs, Societies & Projects.
Imperial College Union
Beit Quadrangle
Prince Consort Road
London
SW7 2BB
Registered Charity No: 1151241
Tel: 020 7594 8060
Fax: 020 7594 8065
Email: union@imperial.ac.uk
Twitter: @icunion
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