Expense Form

ASFA Payment Request Form

Note: Payments take a minimum of 2 weeks to process. Use this form to request ASFA for Reimbursements, Paying a Vendor, Paying Honoraria, and Requesting Advance Funding. Supporting documentation is required only for Reimbursements and Vendor Payments. Please submit receipts in PDF format using https://combinepdf.com/ to merge into one single document.
Please Select the Type of Payment*
Submitter and Recipient Information

Provide contact information for yourself and the recipient of this payment.
Submitted By*

First NameLast Name
Submitter Email*

Confirmation Email
Submitter Phone Number*

Area CodePhone Number
Expenses Related to:*
Payable To:*
Please enter the name of the person or vendor as it appears in their bank account.
Recipient E-mail*

Confirmation EmailTriple-check to make sure there are no typos!
Recipient Phone Number*

Area CodePhone Number
Recipient Mailing Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Optional But Preferred: Recipient Direct Deposit Information

Your Institution, Transit, and Account numbers can be found on the bottom of a cheque. You may download a void cheque through your online banking as well.
Institution Number
Three digits
Transit Number
Five digits
Account Number
Seven digits

Expenses Claimed

Note that ASFA will not reimburse for bottled water, cannabis, or single-use plastics.
Is this expense related to ASFA directly, or a Departmental Student Association?*
Unsure? Anything that isn't part of a departmental student association's budget is an ASFA expense.
For expenses related to Departmental Student Associations, please indicate which event from your MA budget each expense if for in the 'Supplier/description' field in addition to the information about the expense itself. Use the same event names as appears in your MA's approved budget to ensure that expenses get charged to the correct event budget line.

If you aren't an executive of a Member Association, don't worry about the info above as it doesnt apply to you here.

For everybody:

Format for the supplier/description field: Event Name - Vendor + Items list

Example: Meet & Greet - Chips and sodas from Costco

List all receipts, invoices, etc here:*

	Date of receipt (YYYY-MM-DD)	Event	Supplier + Description	Total ($)	LEAVE BLANK - Budget Code
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

Total from Expense list: [old]
Total from Expense list
Supporting Documents

All expenses claimed must be accompanied by a receipt / invoice / etc. Please submit receipts in pdf format as a single combined file. You may use https://combinepdf.com/ as a free tool for PDF combining.
Upload Supporting Documents:*

Browse Files
Please submit in .pdf format Cancelof
Provide additional details or instructions as appropriate:

Advance Funding Request
Rules governing advance payment request (please read carefully):

1. The budget for the expense requested is part of the approved budget of the Member Association.

2. Original receipts and/or honorarium forms must be submitted to the attention of the Office Manager no later than five (5) business days after the event. Any unused funds must also be returned to the office paid either in cash or cheque payable to the Arts and Science Federation of Associations. The recipient is responsible for returning coins in rolls if required, although ASFA can provide the recipient with coin rolls.

3. Failure to submit the receipts or unused funds within 5 business days of the event will result in an automatic freezing of the Member Association’s budget.

4.The recipient of the cheque is personally responsible for the use of the funds for the sole purpose of the event associated with this request. Any money used for a different purpose will be considered an unauthorized expense and expected to be reimbursed to ASFA within five (5) business days of the event.

5. The recipient is responsible for filing the receipts, forms and returning any unused balance. Failing to file these and account for the funds will be considered an unauthorized expense and ASFA will be entitled to seek reimbursement for the totality of the amount of the advanced payment from the recipient. The recipient of the cheque is also personally responsible for any court, bailiff and associated legal fees related to the collection of the amount.
Is this Payment related to ASFA directly, or to a Departmental Student Association?*
MA Budget Type:
Event/Expenditure Title:
Date (s):*
Provide information about how long your event will be going on.
Amount Requested:*
(Minimum of $300)
Details of Expenditure:*
Provide additional details or instructions as appropriate:

HONORARIUM AGREEMENT BETWEEN
[Recipient's Name]*
(Herein referred to as "the Recipient")
AND
The Arts and Science Federation of Associations

(Herein referred to as ASFA)
Service(s) Rendered*
Date of Service:*

MonthDayYear
Date
Time:*
Number of Hours (e.g. 12:00-14:00)
Location:
Honorarium Amount:*
Is this Payment related to ASFA directly, or to a Departmental Student Association?
Provide additional details or instructions as appropriate:

For ASFA Member Associations only: Signing Officers

Note: payments take a minimum of 2 weeks to process
Member Association*
MA Signing Officer 1*

First NameLast Name
MA Signing Officer 1 - Email*
Please enter the signing officer's @asfa.ca email
MA Signing Officer 1 - Phone Number*

Area CodePhone Number
MA Signing Officer 2*

First NameLast Name
MA Signing Officer 2 - Email*
Please enter the signing officer's @asfa.ca email
MA Signing Officer 2 - Phone Number*

Area CodePhone Number

Should be Empty:

ASFA Payment Request Form

Submitter and Recipient Information

Optional But Preferred: Recipient Direct Deposit Information

Expenses Claimed

Supporting Documents

Advance Funding Request

HONORARIUM AGREEMENT BETWEEN

AND

The Arts and Science Federation of Associations

For ASFA Member Associations only: Signing Officers