There are two ways to pay for stuff out of your society or community funds. We recommend invoicing the Union if possible, as this means you do not have to pay for items out of your own pocket. However, we understand this won't always be possible.
Invoice
If you're making a large purchase e.g. paying someone for a service (e.g. a guest speaker or designer), you will often be able to acquire an invoice from the company/person so you do not have to make the payment upfront. These often expire after 28 days, so please check how long you've got to make a payment so we don't miss it!
Please get these to amina@goldsmithssu.org by 12pm on Tuesday. Payment forms submitted will be paid within 1 month of receipt (provided it passes the 7 levels of scrutiny)
Please let the SU pay for invoices on your behalf, as we do not accept bank screenshots as proof of paying for invoices.
How to fill out the invoice template?
The invoice template form below should be sent to the guest speaker, company or artist to fill out.
They should provide:
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their payment details
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an email address for remit (for an email receipt)
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the details of the engagement/work (e.g: Speaker at the Birdwatching Society Women's History Month event on 23/02/2020).
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the amount (£) owed to them
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they should sign and date the form
**If the guest speaker, company or artist has their own invoice, they will not need to fill out the template, but their invoice will still need to have all the relevant information that is in the SU Invoice Template. They would also need to make sure it is addressed to: Goldsmiths Students' Union, Dixon Road, London, SE14 6NW.***
Who should the invoice be addressed to?
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Name: Amina Mohamed, (Your Society Name)
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Address: Goldsmiths Students' Union, Dixon Road, New Cross, London, SE14 6NW
What is the process?
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The invoice should be emailed to your relevant coordinator (e.g: Amina).
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The payment will be made on Friday if submitted before 12pm on Tuesday.
OR
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Please print the invoice once the company has sent it to you.
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Bring the invoice to the Goldsmiths SU Welcome Desk and clearly write which society or community you are from at the top.
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The payment will be made on Friday if submitted before 12pm on Tuesday.
We will notify you if there are any problems with the payment.
Invoice template
BACs payment
If you are able to make a purchase with your own money (usually for items up to £50), you can do so and be reimbursed through a BACs payment.
What is a BACs payment?
A BACs payment is when you bring in your receipt and we make a direct bank transfer into your account to reimburse you.
Collect a BACs form from the Welcome Desk or find it below. Fill this out and attach the receipts and bring it to the Welcome Desk or your relevant coordinator.
Please get these to amina@goldsmithssu.org by 12pm on Tuesday. Payment submission forms submitted will be paid within 1 month of receipt (provided it passes the 7 levels of scrutiny)
When should I submit my BACS payment form?
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Please make sure all expense claims are submitted no later than a month after a transaction has taken place.
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Please make sure all expenses are claimed in the academic year you are a student leader.
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Please submit your expenses to the Societies Coordinator by Tuesday of each week so we have plenty of time to sign off everything and check everything is in order before sending it to the finance department.
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Please make sure you have the money in your society account to do the transaction before you pay for anything (e.g: either current money in your society account or money you have been granted at a societies funding forum). You cannot apply for money at the societies funding forum if the transaction has already been made by you and you didn't have a prior agreement that the money would be spent on the given thing.
BACs / Reimbursement form
(Payment Submission From)
Societies Order Requests 2022/23
If you need to order or pay for something for your society online and you want the Students' Union to pay for it directly (rather than through a BACs form), please email amina@goldsmithssu.org. We need AT LEAST 14 workings days notice for these requests (more days if possible) so we can process things on your behalf.
Please make sure that anything you want us to order will definitely arrive in the time frame you have and make sure you have sufficient funds in your account to pay for the item.