MDXSU Student Group Finance Forms
Expense Claim Form - use this to claim back any money you have spent on behalf of your society
Invoice Payment Form - use this form to ask us to pay invoices from your society account
View the Student Groups Funding Guidance & Criteria for 2022/23 here.
For access to student group leader training on finance, use this link! : https://mdxsu.thinkific.com/courses/finance-training
Student Group Funding Deadlines 2022/2023
Society bids are reviewed every 2 weeks, it can sometimes take a while to get approval and for the payments to be authorised so make sure to submit bids in advance, the deadline for bids in the 2022/23 academic year is the 14th of each month. Bids will then be reviewed on the 15th and approved or you will be contacted about adjusting the bid.
Bidding will be paused between May - September
Process Breakdown
Bidding
All Student Groups must bid for funding before spending money on behalf of the society or an event (unless sufficient funding is already in their account).
To bid, fill out a Bidding Form and send it to societies@mdx.ac.uk by the monthly deadline. The bid must have specific items on with their exact prices and links to the product where possible. You can use the Funding Criteria & Guidance to help you bid.
After the bidding deadline, the Student Groups Executive Committee will review your bids against the criteria and decide whether it can be approved, part approved or denied. If denied due to a lack of information, an emergency bid may be granted, meaning you can resubmit your bid with more detail before the next bidding deadline.
Balance Check
All account balance requests will now be done through the MDXSU Finance team.
Email mdxsufinance@mdx.ac.uk quoting your 3 digit society account number and request your account balance.
Expenses
When you have purchased something on behalf of your society or an event, you can claim the money back via the ‘Expense’ process. Please note, you must have sufficient funding in your society account before spending money – e.g. an approved bid.
To claim money back, fill out an Expense Claim Form, then email it with all receipts/proof or purchase to societies@mdx.ac.uk
The Societies team will then ask 2 committee members (not including the member who submitted the expense claim) to approve the expense. The approval statement should be in the format below:
'I , [state name] as [state position] approve payment to [state beneficiary] for the amount of [state amount] in relation to [state event/ details] from [state society/account number]'
Example:
"I Aqsa Ahmed as Events Officer approve payment to Harriet Bishop for the amount of £25 in relation to Welcome meet and Greet for the Ballet Society with the account number 777".
You will then receive your money back on MDXSU’s next payment date, either the 15th or 30th of the month (or the next working day after the payment date). In order to ensure your expense is prossecced as soon as possible ensure you've sent through all paperwork and approvals at least 5 working days before the upcoming payment date. For example in oder to be expensed on Wednesday the 15th November 2023 you would need to have all paperwork and approvals sent through by Wednesday the 8th November 5 working days earlier.
*One thing for students to note, you cannot expense alcoholic purchases
Invoices
If a company or service can provide an invoice, MDXSU can pay them directly from your society account to save you having to spend lots of money yourself. Please note, you must have sufficient funding in your society account before we can pay a company/service for you – e.g. an approved bid.
To get MDXSU to pay someone for you via invoice, complete an Invoice Payment Form, then attach it with the invoice in an email to societies@mdx.ac.uk
MDXSU Finance team will then ask 2 committee members to approve the invoice payment, then they will receive the money on the MDXSU’s next payment date, either the 15th or 30th of the month. In order to ensure the invoice is prossecced as soon as possible ensure you've sent through all paperwork and approvals at least 5 working days before the upcoming payment date. For example, in oder for the invoice to be paid on Wednesday the 15th November 2023 you would need to have all paperwork and approvals sent through by Wednesday the 8th November 5 working days earlier.
Summary:
Bids, expenses and invoice paymentsgo to societies@mdx.ac.uk by the monthly deadline where applicable.
Balance checks go to mdxsufinance@mdx.ac.uk.
All finance forms (grant application, expense and outgoing cost) & bidding deadlines can be found on The Committee Hub: Finance & Funding page - https://www.mdxsu.com/society-finances
You can contact the Student Groups Coordinator team with any questions on - societies@mdx.ac.uk
