Payments & Claims

Things to Note

  • Deadlines
    • 1 December (Semester 1)
    • 2 May (Semester 2)
    • 15 August (Summer)
  • Payment will be delayed / rejected if there are any errors in the payment process.
  • All payment requests must correspond to an event in the OrgSync calendar.
  • Treasurers must log all expenses into OrgSync prior to submission.
  • All expenses must be claimed within the same semester it was incurred.
  • Any new vendors (for RFPs, Invoices, and Purchase Requisition) who have not worked with Yale-NUS College/NUS previously will need to fill out the Vendor Creation Form (Individual Vendor / 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).
  • Any purchases above $5000 to a single vendor require a Purchase Requisition (PR) financial process at least 1 month before the event
  • Please refer to the funding guidelines for information on student organisation funding policies.

 

Payment Methods

RFP/Reimbursement

To Submit an RFP

  1. Print the Request for Payment (RFP) Form and fill it out
  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
  • All reimbursement requests must be supported by original receipts and submitted within 30 days of the incurred expenses
  • Reimbursements that do not have a receipt, have receipts that cannot be read (i.e. faded), or are submitted late will not be reimbursed
  • All expenses must be claimed within the same semester it was incurred

Deadline for Semester 1 is 1 December; Semester 2 is 2 May; Summer is 15 August

  • If a student or student organisation has challenges meeting the 30-days or semester deadlines, please contact Petrina Loh, the Manager of Student Organizations in advance.
  • Reimbursements for hospitality and gifts require additional supporting documents. Please check the financial processing guide.
  • Reimbursements can only be made by the student who made the payment. If you are claiming on behalf of a student organization, the treasurer must log these endorsements into OrgSync prior to submissions

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 organization/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 organization, the treasurer must endorse on the invoice(s) and log these endorsements into OrgSync prior to submission

Petty Cash

  • Petty cash requests should only be made when necessary and is subject to the availability of funds
  • It is only applicable for reimbursement amounts up to $100.
  • The reimbursement requests must be supported by original receipts and submitted within 10 working days of the expenses.
  • Requests for reimbursements that lack a receipt or have receipts that cannot be read (i.e. faded) will not be reimbursed.
  • The claim can only be made by the student who made the payment.

If you are claiming on behalf of a student organisation, the student organisation treasurer must log these endorsements into OrgSync prior to submission.

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 Manager of Student Organisations to indicate the purpose of purchase, estimated amount, and WBS to be charged to. If there is enough credit limit for the purchase, please meet the cardholder in person to make the purchase.

Purchase Requisition

Any purchases above $5,000 require 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 Manager for Student Organisations at least 1 month prior for any intention of spending $5,000 and above.

Have Questions?
Marilyn Tan
Executive

Contact with questions about finances.

6601-5347