## [Claim Your Funding](/paf/claim-your-funding) Congratulations! We trust that the funds you’ve been awarded will allow you to develop skills and competency in areas that you otherwise may not have had the opportunity. As a successful recipient, here are your next steps: **Deadline for 2025/2026 PAF Claims and Final Reports: August 31, 2026** All PAF Claims must be submitted by the date noted above. Claims can be submitted retroactively. In addition to submitting claims, a [PAF Final Report](/paf/final-report-submissions "Final Report Submissions") must be submitted **online** via the PAF website or you will forfeit the opportunity to receive future funding from PAF. ## **Policy for Expense Claims Submission** All out-of-pocket expense paid by the students claiming PAF Funding must be submitted to APSC Finance () for reimbursement process ***within 60 days*** from the date of invoice/shipment. The submission guideline ensures student groups receive reimbursement for out-of-pocket expenses within a reasonable timeframe, and to promote financial feasibility and sustainability for student groups. The 60 days submission policy applies to expenses claimed through all student group accounts in Applied Science (e.g. Departmental & APSC Accounts, PAF, etc.) and in conjunction with the PAF policy. **For PAF, August 31st will still be the deadline to claim PAF funding for purchases made** ***and*** **fully completed within the current PAF Cycle between Sep 1 to Aug 31.** ## Submitting Claims/Reimbursements To submit your claims please follow the steps below: ### 1. Keep track of your spending and your original, itemized receipts. - Take a picture of your in-store receipts for future reimbursements to avoid receipts lost or misplaced. - Best practice is to submit receipts as you spend money through the year. Highly encourage student groups to submit a claim form once a month when applicable. - Digital scan and copy of itemized receipts is acceptable in PDF and/or JPEG format. PDF format is preferred. - You can destroy the original receipts after you have received your reimbursement fund. Contact to check your PAF balance by providing your PAF reference code. - If you are placing orders through the department stores, such as ECE store or CHBE Store, ensure to CC APSC Finance with a note that the purchases will be claiming the designated PAF Reference code. APSC Finance will ensure the purchases can be paid with the designated PAF funding. - If the transaction is over CAD $3500, a Purchase Order is required. Refer to the [Purchasing Procedures ](https://experience.apsc.ubc.ca/student-groups/finances/purchasing-procedures)and connect with APSC Finance for next steps. #### [Click here to learn more about Appropriate Supporting Document.](/student-groups/finances/purchasing-procedures "Purchasing Procedures ") ### 2. Fill out a PAF Claim Form - Download the[ PAF Claim Form (Excel)](https://experience.apsc.ubc.ca/sites/default/files/2024-08/PAF-Claim-Form-July%202024.xlsx) or [PAF Claim Form (PDF)](https://experience.apsc.ubc.ca/sites/default/files/2024-08/PAF-Claim-Form-July%202024.pdf). - Make sure to indicate your PAF Reference Code. - You don’t need to wait until you’ve spent all your money to claim your funds. We prefer it if you submit receipts as you spend money through the year. - We encourage you to submit a claim form **once a month**. - If receipts are deemed unattainable after fail attempts, contact APSC Finance for a Missing Receipt Form that needs to be signed by the claimant and approvers. Missing Receipt Form can only be used for ad hoc cases. Students are responsible to retain all eligible receipts for reimbursement purposes. - A credit card statement or credit card slip is not acceptable as receipt. - **Expenses in a foreign currency:** Identify the exchange rate used by attaching evidence such as a credit card statement or print out from [Oanda](https://www.oanda.com/currency-converter/en/?from=EUR&to=USD&amount=1) or [Bank of Canada](https://www.bankofcanada.ca/rates/exchange/daily-exchange-rates/) on the date the expense was incurred. - The primary applicant must approve and sign all PAF claims. When the primary applicant claims expenses, the secondary applicant must co-sign. - Primary applicant must approve and sign a claim form. E-signatures should be signed (not print/type) with software (e.g. Adobe). Copying and pasting e-signature images on the PAF claim form are NOT accepted. - If signing tool/software is unavailable, manual process can be used. Physically signed claim form to be dropped off at APSC Finance or email physically signed claim form to APSC Finance (image from phone device or PDF will be acceptable). - If the claim form is submitted by someone else (non-claimant), claimants must sign the claim form (physical or digital signature) to provide their consent to confirm all purchases are eligible and in compliance. Image ![E-Signature Sample](/sites/default/files/styles/original_image/public/2023-03/E-signature-Sample.png.webp?itok=UBNvxntC) E-Signature Sample- Make sure to provide your full address (street address, city, and postal code) and select the correct payment method. The payment method on the claim form refers to the method to receive reimbursement. It can be either cheque or [Direct Deposit](https://students.ubc.ca/enrolment/finances/direct-deposit) (EFT). UBC’s preferred payment method to pay claimant is direct deposit (EFT), ensure to update banking information in Workday prior to submitting your claims. - Read instructions carefully and note on each section in the PAF Claim form to avoid incomplete form to be returned to claimant. The PAF Claim form can be used to claim two types of expenses: - **Section A –** Provide claimant’s personal information for out-of-pocket expenses – Paid by team members claiming reimbursement for PAF Funding. - **Section B –**Third Party Reimbursement – Expenses paid or already reimbursed from Student Teams’ UBC accounts (Worktag account) or AMS account. (e.g. purchases ordered from ECE store, other UBC stores, or purchases paid by team members already reimbursed from UBC account/AMS account, etc.). - Each type of expense requires a separate claim form. - Purchases need to be fully completed, that is they are already paid for (itemized receipt along with proof of payment) and shipped. - The student paying for the expenses should be the one claiming the fund. One team member cannot submit one claim form to claim on behalf of other team members as a team. - Contact APSC Finance if you have any questions for your reimbursement. ### 3. Submit your Claim Form Only fully approved claim form along with eligible supporting documents can be submitted to APSC Finance for payment process. Please don’t CC APSC Finance in the email threads when obtaining signature or email approvals. - Emailed the fully approved claims to Finance, APSC Dean's Office at OR - Dropped at the front desk on the 5th floor of the Kaiser Building (open M-F, 8:30AM - 4:30PM) along with a subsequent email to APSC Finance. Please contact if you have any questions. ### **PAF Signing Authority** Each student group applying for PAF has designated signing authorities (usually the group leaders). If your group wishes to transfer signing authority for PAF Claims, the existing PAF applicant must email APSC Finance () and CC informing them of the change. Design Teams updating signing authorities have [a separate process.](/student-groups/finances/financial-guidelines-and-restrictions "Financial Guidelines and Restrictions")