Clubs Reimbursement Form

If your reimbursement is related to amount paid to a self-employed business, professional or other entity, the T4A Information Slip is a required document that must be filled by the self employed business.


**All Reimbursement request must be submitted within 3 months from the date of the initial purchase.


**Please note, the Reimbursement Form must be approved by both Club President and Treasurer/VP Finance otherwise it CANNOT be processed.

 

Contact Info:

 

Enter this if you are filling out this form on behalf of someone being reimbursed.

 

Enter this if you are filling out this form on behalf of someone being reimbursed.

 

Enter this if you are filling out this form on behalf of someone being reimbursed.

 
 
 
 
 
 
 

Please check the box if you want the cheque mailed or picked up.

By default, if the 'Mailed Cheque' remains unchecked, it will be set to Pick Up.

 

For pick up, an email will be sent to the 'Email of person being reimbursed' when it is ready for pick up.

 

If mailed, the cheque will be sent to the address you provide below.

 
 

Expenses

Please enter each receipt as a separate field. All items form one receipt should be detailed under "Detail Description of Expenses"

If you need more fields, please fill this form out again.


If receipts are in USD, include a bank statement showing what was paid in CAD. Please redact other and/or personal information irrelevant to submission.

 
 
 
 
 

Good example: "Food for Games Night event, weekly meeting"


*if the purchase was for an event, include the event/competition title and date of event/competition.

 
 

Please adhere to the naming convention to generate the expense number:


If your purchase has an existing invoice number, use the invoice number as the expense number.


If your purchase does NOT have an invoice number, please use this naming convention:


  1. Use the first 3 letters of the vendor's name.
  2. Follow it with the date of the receipt in the format: DDMMMYY.


e.g.1 Staples, date of the receipt = August 2, 2024 ==> STA02AUG24

e.g. 2 Habitat, date of the receipt = May 25, 2024 ==> HAB25MAY24

 

Effective July 15, 2024, bank and credit card statements will no longer be accepted as proof of payment for expenses. Please ensure that actual receipts or invoices from suppliers and service providers are attached.

 
 
 
 
 
 
 
 

Please follow the above naming convention carefully as it will affect the eligibility of your reimbursement.

 

Effective July 15, 2024, bank and credit card statements will no longer be accepted as proof of payment for expenses. Please ensure that actual receipts or invoices from suppliers and service providers are attached.

 
 
 
 
 
 
 
 

Please follow the above naming convention carefully as it will affect the eligibility of your reimbursement.

 

Effective July 15, 2024, bank and credit card statements will no longer be accepted as proof of payment for expenses. Please ensure that actual receipts or invoices from suppliers and service providers are attached.

 
 
 
 
 
 
 
 

Please follow the above naming convention carefully as it will affect the eligibility of your reimbursement.

 

Effective July 15, 2024, bank and credit card statements will no longer be accepted as proof of payment for expenses. Please ensure that actual receipts or invoices from suppliers and service providers are attached.

 
 
 
 
 
 
 
 

Please follow the above naming convention carefully as it will affect the eligibility of your reimbursement.

 

Effective July 15, 2024, bank and credit card statements will no longer be accepted as proof of payment for expenses. Please ensure that actual receipts or invoices from suppliers and service providers are attached.

 
 

Enter total amount from all receipts submitted. Please enter numbers only.

 

Upload Scanned Receipts/any other documents (e.g. meeting minutes for any reimbursements over $750) here

Drop your files here
 
 

Approval Emails

Please note that once you submit your form, the Clubs Coordinator will review all receipts and information collected in this form.


If there are any discretions, you will be contacted for edits to this form.

Once everything is all set, emails will be sent out to the two club executives (Club President and VP Finance/Treasurer) who will approve the reimbursement requests.

 
 

Before hitting submit, please confirm that you have completed and uploaded the following:

 

Look back at this form you are completing.


  1. Do you have all of your receipts included in the File Upload field?
  2. Did you pay in USD? If your receipt is showing cost in USD (or any other currency other than CAD), you need to also include a bank statement showing what you paid in CAD. Please black out any personal and confidential information on the statement.
  3. Did you include meeting minutes if the Total Amount Claimed is over $750?


***We cannot process any of your submission if we do not have all of your receipts.