Purchase Requests

The Purchase Request system is managed through the Member Dashboard and can be used for all purchases which need to be made using a credit card. For example, equipment orders, hotel bookings, costumes/props and suchlike. We advise that the Treasurer takes on the role of submitting Purchase Requests, and only does so with the agreement of two other signatories.


Any claims will need to be approved by your link staff member and then the Finance Office. If there are any queries regarding the request you will be contacted at the earliest opportunity. Once approved, the Finance team will then be able to make the purchase for you, and the money will be deducted from the specified account. The Finance team will contact you once the purchase has been made.

How to Submit a Purchase Request


Purchase Requests are to be used for any purchases you wish to make for your student group which do not fall under: Fuel, Taxis, Train Tickets, eBay Purchases, Food Purchases, Printing, Invoices and Charity Donations.


These types of purchases may be processed through the Payment Request Form. Purchases that do not fall into these categories, such as hotel bookings, equipment orders, merchandise, and so on should be processed as a Purchase Request. Here’s how:


  1. Head to the main Finance Dashboard and select the Purchase Request tab

  2. Select New Purchase Request on the right-hand side of the page

  3. Under Supplier:

    • Input the details of the company you are purchasing from. If you can’t find a piece of information, such as a phone number, just type ‘Unknown’ or ‘N/A’.

  4. Under Items:

    • Press the Create button

    • Add the name of your item as it is listed on by the supplier

    • Add how many you would like to purchase

    • Add how much each item costs

      • E.g. if you are ordering 10 sweatshirts at £20 each, put 20.00 in this box

    • After submitting, you can add another item here so long as they are from the same supplier

  5. Under VAT:

    • Add the total cost of VAT on the whole order you would like to place

      • VAT is an extra 20% on top of the cost of the items, so for the 10 sweatshirts at £20 each, VAT would be £4 per sweatshirt and therefore a total of £40.

    • Add the delivery cost as listed by the supplier

  6. Under Coding:

    • Press the Create button

    • Department: Select your group account

    • Nominal: Select the relevant Nominal Account for your group - this ensures the money will go to your Own Funds account:

      • Volunteering: 2400

    • Add the cost of the order you would like to come from this account, including the price of the items, VAT charge, and delivery cost

  7. Under Quote:

    • Upload a PDF of the quote or order basket

    • Please also upload in the quote section a document for finance to access any links that they will need to use to be able to buy the product(s) and provide them with shop basket details and any other important info (e.g. delivery details, date needed by, anything finance needs to be aware of. If you do need to send login details, the username can be submitted within this quote detail. Never send password details. You will be contacted for this by the finance team quoting the Purchase Request ID if needed)

  8. Under Misc:

    • Click the slider if the item is related to transport

    • The question regarding funding applications is not relevant to our processes

  9. Under Submission

    • Press Finish to send your request for approval.


YUSU staff will then review and approve the claim. It will need to be approved by your link staff member and then the Finance Office; the Finance team will then be able to make the purchase for you, and the money will be deducted from the specified account. The Finance team will contact you once the purchase has been made.


While your request is pending it will show in the Active Requests tab of the home screen in the Finance section of the Dashboard. Once it has been purchased, it will move to the Archived Requests tab.

Questions?

Contact:

YUSU Finance Team - finance@yusu.org

Jasmine Pledger, Student Citizenship and Employability Development Coordinator - j.pledger@yusu.org