Finances

  • Posted on: 27 March 2019
  • By: admin

Forms
Petty Cash Form
Other Expenses Form
Travel Expense Form

Reimbursement Policies Hippo Finance - London

(Last revised Mar 2019)

Petty Cash Claims (<$50)

  1. Gather all ORIGINAL receipts

    • Receipts must be original, and you will need both itemized and proof of payment (credit/debit card chit) if applicable.
    • If it is a FOOD ORDER OF ANY KIND:
      • List of attendees
      • Itemized receipt of food orders
      • Payment receipt (make sure you get this right away, or you will be asked to go back and get one – hopefully they can access it)
      • Absolutely NO ALCOHOL
  2. Fill out the Petty Cash Google Form.
  3. Once you have all of the above, place the receipts in an envelope with your name and email on it to the Hippo Dropbox outside of Hippo Office.
  4. The form will then be processed by VP Finance ensuring it is an approved expense, then submitted for petty cash reimbursement on your behalf. You will be given your monies by the VP Finance.
    • Students are not to go in person to LEW to submit/follow up on reimbursements. Their office has requested it all comes through VP Finance so that they can ensure all monies are accounted for.
    • If your forms are incomplete you will be contacted by VP Finance and told to resubmit with proper paperwork.

Reimbursement Claims (>$50)

  1. Gather all ORIGINAL receipts

    • Receipts must be original, and you will need both itemized and proof of payment (credit/debit card chit) if applicable.
    • If it is a FOOD ORDER OF ANY KIND:
      • List of attendees
      • Itemized receipt of food orders
      • Payment receipt (make sure you get this right away, or you will be asked to go back and get one – hopefully they can access it)
      • Absolutely NO ALCOHOL
  2. Fill out the Hippo Reimbursement Request Google Form.
  3. Download, print and fill out the Travel Expense Form
    • This form is used for all expenses, just named as such since it is a Western form we must use and not one we created.
    • If you have any questions on how to fill out the form please contact one of the VP Finances via email at: vpf.hippo@gmail.com.
  4. Once you have all of the above, place the receipts in an envelope with your name and email on it to the Hippo Dropbox outside of Hippo Office.
  5. The form will then be processed by VP Finance ensuring it is an approved expense, then submitted for reimbursement on your behalf. You will be given your monies by the VP Finance [or mailed cheque if preferred].
    • If your forms are incomplete you will be contacted by VP Finance and told to resubmit with proper paperwork.

Things to keep in mind:

  • These rules haven’t been created to make your life miserable, it is so that Hippo can adhere to Schulich’s financial policies, Western University’s financial policies, and most importantly the policies set forth by the Canadian Revenue Agency.
  • You will be given 4 weeks to submit all expenses from the date of the event.
    • If for some reason you feel you cannot meet this deadline, please email the VP Finance asking for an extension with justification for your request.
  • DO NOT LOSE YOUR RECEIPTS
    • A lost receipt = a lost reimbursement. You are now aware of all of the requirements for reimbursement, not knowing is not an answer anymore. There is no way to prove you paid for something without receipts: this is a rule Western requires us to abide by. Unfortunately, VP Finances vouching for your expense carries little weight with the Finance offices.
  • NEVER PAY IN CASH WITHOUT A RECEIPT
    • If you have to pay cash for an item/delivery/gratuity YOU MUST get a receipt if you wish to claim it for reimbursement.
  • VP Finances are students just like you. Your patience is greatly appreciated as we work to get you your money.
    • That being said, if you have heard nothing in 2 weeks about your reimbursement, please email the VP Finance to follow up on the status of your request.
  • YOU MAY ONLY SUBMIT YOUR PERSONAL RECEIPTS
    • Each student is to submit their costs individually.
    • I.e. if you and a friend split on an Airbnb for a conference, the person who paid for all of it will ask for reimbursement and then students will sort their dues between themselves.
    • I.e. if a friend in Windsor bought food for a VC event (lunchtime talk), each student will submit their own paperwork and get reimbursed separately.

Thank you for everything you do as students to enhance the student experience here at Schulich for current and future generations. Our mission as VP Finances is to enable the Hippocratic Council and its student body to deliver student programming by ensuring financial responsibility and liquidity. That being said, strict financial policies may seem cumbersome, but exist for the benefit of the

 

Reimbursement Policies Hippo Finance - Windsor

(Last revised Mar 2019)

Reimbursement Claims in any amount

  1. Gather all ORIGINAL receipts

    • Receipts must be original, and you will need both itemized and proof of payment (credit/debit card chit) if applicable.
    • If it is a FOOD ORDER OF ANY KIND:
      • List of attendees
      • Itemized receipt of food orders
      • Payment receipt (make sure you get this right away, or you will be asked to go back and get one – hopefully they can access it)
      • Absolutely NO ALCOHOL
  2. Fill out either the Petty Cash (<$50) or Hippo Reimbursement Form (>$50) on the site.
  3. Download, print and fill out the Travel Expense Form
    • This form is used for all expenses, just named as such since it is a Western form we must use and not one we created.
    • If you have any questions on how to fill out the form please contact one of the VP Finances via email at: vpf.hippo@gmail.com.
  4. Once you have all of the above, place the receipts in an envelope with your name and email on it to the Hippo Box in the Main Office.
  5. The form will then be processed by VP Finance ensuring it is an approved expense, then submitted for reimbursement on your behalf. You will be given your monies by the VP Finance [or mailed cheque if preferred].
    • If your forms are incomplete you will be contacted by VP Finance and told to resubmit with proper paperwork.

Things to keep in mind:

  • These rules haven’t been created to make your life miserable, it is so that Hippo can adhere to Schulich’s financial policies, Western University’s financial policies, and most importantly the policies set forth by the Canadian Revenue Agency.
  • You will be given 4 weeks to submit all expenses from the date of the event.
    • If for some reason you feel you cannot meet this deadline, please email the VP Finance asking for an extension with justification for your request.
  • DO NOT LOSE YOUR RECEIPTS
    • A lost receipt = a lost reimbursement. You are now aware of all of the requirements for reimbursement, not knowing is not an answer anymore. There is no way to prove you paid for something without receipts: this is a rule Western requires us to abide by. Unfortunately, VP Finances vouching for your expense carries little weight with the Finance offices.
  • NEVER PAY IN CASH WITHOUT A RECEIPT
    • If you have to pay cash for an item/delivery/gratuity YOU MUST get a receipt if you wish to claim it for reimbursement.
  • VP Finances are students just like you. Your patience is greatly appreciated as we work to get you your money.
    • That being said, if you have heard nothing in 2 weeks about your reimbursement, please email the VP Finance to follow up on the status of your request.
  • YOU MAY ONLY SUBMIT YOUR PERSONAL RECEIPTS
    • Each student is to submit their costs individually.
    • I.e. if you and a friend split on an Airbnb for a conference, the person who paid for all of it will ask for reimbursement and then students will sort their dues between themselves.
    • I.e. if a friend in Windsor bought food for a VC event (lunchtime talk), each student will submit their own paperwork and get reimbursed separately.
  • Thank you for everything you do as students to enhance the student experience here at Schulich for current and future generations. Our mission as VP Finances is to enable the Hippocratic Council and its student body to deliver student programming by ensuring financial responsibility and liquidity. That being said, strict financial policies may seem cumbersome, but exist for the benefit of the whole. Thank you for your understanding.