Whilst the MDXSU offices are closed as a result of the Corona virus, Student Group financial processes will be carried out online. Read on for more information about how this will work.
Fill out all of the details required on the expense form
Take a scan or photograph of all of the original receipts from your purchase (please keep the original receipts as we may need to collect these once our office re-opens)
Send an email to firstname.lastname@example.org with the expense form, and all of the receipts and evidence attached
This email will then be forwarded to your committee members
A minimum of 2 committee members will need to respond to the email chain to confirm their approval that the amount on the expense form will be paid to the payee from the student group bank account
Their response must state the exact amount and they must reply all to the email chain
The payment will then be made on the next payment date (15th or 30th of the month)
An outgoing costs form would be used if your student group wanted to pay for goods/services via invoice. In this situation, a member of your student group committee would need to have asked for an invoice from the company you are purchasing goods/services from, and submit the invoice to the Student Groups Coordinator by email, along with an outgoing costs form, which should be signed off by two committee members using the above process. Invoices will then be paid within 30 days. When asking a company for an invoice, please ensure the document has the following information on:
Student groups should not spend any of their own money before confirming that they have the money in their SU account to be reimbursed (either through income, such as ticket sales, or funding from the SGEC), otherwise they risk being left out of pocket. Student groups should always check they have enough money in their account before making any purchases.
All student groups can bid for funds from the Student Group Executive Committee (SGEC), for activity and events. In order to access these funds student groups must complete a grant application form, outlining how much money they're asking for and how it'll be spent, then send this form to email@example.com.
There are monthly funding deadlines during term time (September-May) which will be released to all societies and groups at the beginning of term. The grant application form can only be submitted by student group committee members and must be emailed to firstname.lastname@example.org before the deadline each month. You will recieve the verdict of your bid within a week of the deadline.
The next funding cycle will start in September. Check back soon for deadlines for the 2020-21 academic year!
Student groups should check their society account balance before bidding for funds, because if funds are already within your account you may not be granted funding from the SGEC. Once the funding deadline has passed, the SGEC will meet online to discuss all bids and an MDXSU staff member will get back to you within 5 working days of the meeting.
The Student Groups Executive Committee can't accept a bid from a society for funds which have already been spent, so make sure your society prepares and submits a funding bid in advance of any activity.
If you're successful in your funding application, you can access the funds in two different ways: via expenses or outgoing costs. You will never have access to cash from the account.
Below are some FAQs about student group finances. You can also contact the Student Groups Coordinator directly with any questions on - email@example.com