Club Finances

Reimbursement Process

Club executives can request reimbursement for eligible, pre-approved club expenses. Review the instructions below before submitting your request to help prevent processing delays.

Form Instructions

How to Complete Your Request

Complete every required field carefully and make sure all uploaded documents are clear, complete, and consistent with the information entered in the form.

1

Enter Your Full Legal Name

Enter your full legal name exactly as it appears in your student records.

2

Select Your Club

Select the club associated with the reimbursement request.

3

Enter the Event Name and Date

Enter the event name along with the date of the event.

4

Select the Event’s Campus Location

Select the campus location where the event took place.

5

Enter Your Full Mailing Address

Enter your complete mailing address, including your postal code.

6

Add Your Unit Number

Add your apartment, suite, or unit number if required.

7

Enter Your Phone Number

Enter a phone number where you can be reached if additional information is required.

8

Enter Your Email Address

Enter your email address, preferably your Seneca student email.

9

Select How You Would Like to Receive Your Cheque

Select the campus where you would like to pick up the cheque, or choose to have it shipped to the mailing address previously entered.

10

Attach Your Receipts and Invoices

Attach a single PDF containing all receipts and invoices combined.

Avoid Processing Delays

Common Mistakes to Avoid

Incomplete, inaccurate, or unreadable submissions will delay the review of your reimbursement request.

Before submitting, confirm that you have not:

Forgotten to attach the required receipts or invoices.
Uploaded blurry, dark, cropped, or unreadable documents.
Left out required vendor or GST/HST information.
Submitted a bank statement instead of an itemized receipt or invoice.
Submitted only a credit or debit card transaction record.
Left required fields incomplete.
Used an unofficial or shortened club name.
Attached receipts and invoices as separate files instead of combining them into one PDF.
Entered an incomplete mailing address or omitted your postal code.
Selected the wrong campus for the event or cheque pickup.

Supporting Documents

What Counts as a Valid Receipt?

A valid receipt or invoice must clearly demonstrate what was purchased, who sold it, when it was purchased, and how much was paid.

Vendor Information The business, organization, or seller name must be visible.

Purchase Date The transaction date must be clearly displayed.

Itemized Purchase The document must identify the goods or services purchased.

Subtotal and Tax The subtotal, GST/HST amount, and final total must be visible.

GST/HST Number Vendor’s GST/HST registration number must be clearly shown inside the receipt or invoice.

Payment Confirmation The document must indicate that the transaction was completed.

Complete Document The full receipt or invoice must be visible and must not be cropped.

Readable Document All text and amounts must be clear, complete, and easy to read.

Documents That Will Not Be Accepted

Bank or credit card statements without an itemized receipt or invoice.
Pending transaction screenshots.
Handwritten notes without vendor information.
Cropped images that omit the date, total, or business name.
Unreadable, damaged, altered, or incomplete documents.

After Submission

Approval and Payment Timeline

Reimbursement requests go through two separate processing stages: review by the Clubs Department and payment processing by the Finance Department.

1

Clubs Department Review

The Clubs Department reviews the reimbursement request to verify that the submission is complete, eligible, and compliant with SSF Clubs policies.

The expected turnaround time for an approval or denial is 10 business days.

2

Finance Department Processing

Once the request has been approved by the Clubs Department, it is forwarded to the Finance Department for reimbursement processing.

The Finance Department can take up to 3 weeks to process one reimbursement.

How to Submit a Reimbursement Request

View the step-by-step guide with instructions and screenshots explaining how to complete and submit a club reimbursement request.

View the Reimbursement Guide