Expenses Claims & Approvals

Policy for Expense Claims Submission

To ensure student groups will claim & receive reimbursement for out-of-pocket expenses within a reasonable timeframe, and to promote financial feasibility and sustainability for student groups, APSC is implementing the following finance policy for reimbursement submission:

Submission Approval

Pre-approval must be obtained from team captains, leadership, and/or faculty advisor before making the purchase depending on individual student group/team’s structure and internal policy.

Submission Time

All out-of-pocket expense claims need to be submitted for reimbursement within 60 days of the expense/invoice/shipping date. This policy applies to expenses claimed through all student group accounts in the Faculty of Applied Science (e.g. Departmental & APSC Accounts, PAF, etc.) and in conjunction with the PAF policy (before Aug 31 deadline).

For PAF, August 31st will be the deadline to claim PAF funding for purchases made and fully completed* within the eligible PAF Cycle. This includes:

  • Out-of-Pocket expenses – Paid by team members claiming reimbursement for PAF Funding
  • Third Party Reimbursement – Expenses paid or already reimbursed from Student Teams’ UBC accounts (Worktag) 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.).

*Fully completed orders refer to purchases already paid for and shipped. Teams should plan ahead for order arrangements. Please contact APSC Finance finance@apsc.ubc.ca if you have any questions about the reimbursement process.

Submission Requirements

Each source of funding might have different submission/approval requirements
  • UBC funds from donors/sponsors – Departmental claim forms might be required. Contact departmental finance team for full details on reimbursement claims.
  • PAF funds – Complete and fully approved PAF claim form along with itemized receipts submit to APSC Finance.
  • AMS/EUS funds – Contact AMS/EUS finance team for submission requirement.

Expense Claims for Non-PAF Reimbursements

PAF Expense Claims & Approvals

For PAF-related approvals and expenses claims, refer to the PAF website.

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