Yale NUS College

Organising Campus Events

Student-led events are a great way to immerse and invest in community, and a key element of a vibrant campus life.
Payment and Claims

Payment and Claims

Please refer to the funding guidelines for information on student organisation funding policies.

Workflow
  1. Add event on Halcyon Hub calendar
  2. Request withdrawal in Halcyon Hub Treasury
  3. Submit all original documents to Dean of Students Office for processing
Payment and claims for Submission Deadline
Semester 1 1 December
Semester 2 2 May
Summer 15 August

All expenses must be claimed within the same semester they were incurred.

Important Notes
  • Payment will be delayed or rejected if there are any errors in the submission process.
  • All payment requests must correspond to an event in the Halcyon Hub calendar.
  • Treasurers must log all expenses into Halcyon Hub prior to submission.

Register New Vendor

If you choose any of these payment methods: Request for Payment (RFP), Invoices, and Purchase Requisition,

any new vendor who has not worked with Yale-NUS College or NUS previously will need to fill in the Vendor Creation Form below.

For individual vendor For entity or company

If the vendor is an entity – and payment is made via bank transfer / or if the vendor is an individual vendor, they will have to provide the Pre-printed bank deposit slip/ bank statement/ bank letter (only Payee Name and Account Number is required) (for T/T payment).


Payment Methods

Any purchase above $5000 to a single vendor requires a Purchase Requisition (PR) financial process
at least 1 month before the event

Request for Payment (RFP) / Reimbursement

  1. Print the Request for Payment (RFP) Form and fill it in
  2. Submit the completed form with all original receipts glued on to a piece of A4 paper, and submit it to Marilyn Tan at the Dean of Students Office
Note
  • Reimbursements can only be made to the student who made the payment. If you are claiming on behalf of a student organisation, the treasurer must log these endorsements into Halcyon Hub prior to submissions
  • All reimbursement requests must be submitted within 30 days of the incurred expenses.
  • All expenses must be claimed within the same semester they were incurred.
  • Reimbursements for hospitality and gifts require additional supporting documents. Please check the financial processing guide.
Students will not be reimbursed if
  • The request does not have a receipt
  • The receipt cannot be read (i.e. faded)
  • The receipt is submitted late

If a student or student organisation has challenges meeting the 30-days or semester deadlines, please contact Petrina Loh, the Senior Manager of Student Organisations in advance.

Invoice

Vendors can bill the student organisation through an invoice. NUS has a standard payment term of 30-days credit for all vendors.

Invoice(s) must be made attention to:


Yale-NUS College
Student’s address in residential college
Attn: <Name of student organisation/event>, <name of student>


Essential Parts of the Invoice

  • E-invoices must say “This is an e-invoice, no original copy will be sent/This is a computer generated invoice, no signature is required”.
  • The student must submit the invoice(s) in person to DOS promptly, and indicate (i.e. counter sign) that the invoice amount has not been paid previously.
  • Procedures that are not followed will cause delays in payment to the vendor.
  • If you are claiming on behalf of a student organisation, the treasurer must endorse on the invoice(s) and log these endorsements into Halcyon Hub prior to submission.

Petty Cash

Petty cash requests should only be made when necessary and is subject to the availability of funds.
Note
  • Reimbursements can only be made to the student who made the payment. If you are claiming on behalf of a student organisation, the treasurer must log these endorsements into Halcyon Hub prior to submissions
  • It is only applicable for reimbursement amounts up to $100.
  • All reimbursement requests must be submitted within 10 working days of the expenses.
Students will not be reimbursed if
  • The request does not have a receipt
  • The receipt cannot be read (i.e. faded)
  • The receipt is submitted late

Corporate Purchasing Card

Online purchases can be made using a corporate card and is subject to the availability of the card’s credit limit. Please email Petrina Loh, the Senior Manager of Student Organisations to indicate the purpose of purchase, estimated amount, and WBS to be charged to. Please meet the cardholder in person to make the purchase.

Purchase Requisition

Any purchases above $5,000 requires a procurement process that takes at least 1 month to process, and usually goes through a few edits before submission for approval. Please contact Petrina Loh, the Senior Manager for Student Organisations at least 1 month prior for any intention of spending $5,000 and above.