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Spending Money

We can't give you cash from your account but you can claim money back from your account after you've spent it. This is because we have no guarantee that the money is being spent for the correct purposes and have paperwork to account for where the money has gone. As a registered charity, we have to keep accountable financial records.

Please always check that there is enough money in your group's account before you spend money or order anything.Your Society, Media Outlet or Sports Club cannot go in debt, our accounts do not have an overdraft system. You can only spend money your group has in their account. 
 
Click here to read the Students' Union procurement and purchasing guidelines where you can see a list of more ethical suppliers.
 
 

Spending under £50

  1. Spending must be approved by Sports Club treasurer/Society/Student Media Group finance rep & have your group's account balance confirmed.
  2. Spend the money and get a receipt.
  3. Fill in a payment request form - you can download one [Word document] or pick up a paper copy from the Activities Centre.
  4. Bring the form and receipt to the Activities Centre and we'll pay you back. Amounds under £30 will be reimbursed in cash, spend over £30 and it will be reimbursed by bank transfer (BACS).

Spending over £50

Large costs should be invoiced to your group rather than individual. This removes the risk of individual students being out of pocket.

  1. pending must be approved by Sports Club treasurer/Society/Student Media Group finance rep & have your group's account balance confirmed.
  2. You will need to let us know what you plan to buy before you or we order it for you. Contact the Activities Finance Assistant, Aarun, on aarun.p@sussexstudent.com to help you do this.
  3. All items will then be delivered to the activities centre in Falmer house. The team will notify you when they have arrived.
  4. Please try and be as organised as possible and come in early to get your items ordered or tickets purchased to allow for delivery times, stocking issues etc.

Invoices should be made out to:

[Your group's name]
University of Sussex Students' Union
Falmer House
Falmer
East Sussex
BN1 9QF

Do not get invoices sent to your personal email or home address. This shifts the financial responsibility on to you and there isn't a lot the Students' Union can do to help if anything goes wrong.

Invoices should be sent to:

Activities Finance Assistant
Union Hub
University of Sussex Students' Union
Falmer House
Falmer
East Sussex
BN1 9QF

or sent via email to aarun.p@sussexstudent.com

Most outgoing payments are made bank transfer and it can take a week or two to get from us receiving an invoice to the supplier receiving the money. Therefore please don’t leave payments until the last minute.

Paying companies who can't invoice us

The Students’ Union has a credit card to enable payments to be made via the internet for companies who don’t send out invoices, for example, Amazon.

In cases like these, we can pay for the item on your behalf and charge it to your group's account. Contact the Activities Finance Assistant to do this. We will need to have confirmation from the group’s treasurer/finance rep that the spend has been approved and that you have the money in your group’s account.

Remember, we can't give you cash to go and buy things.

Important 

The University of Sussex Students’ Union shall not be responsible in any way for expenditure incurred by a sports club, society or student media outlet that does not possess sufficient funds to meet its commitments. In such circumstances, the sports club, society or student media outlet and its committee will be liable for any of the University of Sussex Students’ Union losses. This may result in permanent closure of the group.

A University of Sussex Students’ Union sports club, student media outlet or society may not receive or use any funds held by the Students’ Union for any of the following:

  • Any activity prejudicial to equal opportunities
  • Any party political activity
  • Any activity in breach of the law of the land
  • Any activity in breach of the University of Sussex Students’ Union constitution
  • Any activity that excludes any current member of the society, student media outlet or club
  • Purchasing alcohol, unless specifically agreed due to a direct link to the activities of your group 
  • Any group found to be doing so shall be subject to penalties and measures

VAT (Value Added Tax)

VAT is currently charged by the government at 20% of sales and purchases.

We may be able to help you to not pay VAT if you’re organising fundraising events – check with the Activities Centre before printing your tickets and publicity as it will depend on how you market your event.

VAT is deducted from society membership payments and ticket (and other) sales, but not from donations (including sponsorship and money collections). 

If you have a VAT invoice (the company you’re buying off must have a VAT registration number which will be quoted on the paperwork) we can claim the VAT back however this only applies if you are NOT running a fundraiser. 

Contact a member of Activities Centre staff for more information about VAT.

Contact us

Society enquiries

Societies Coordinator - Charlie Temperton

Email: charlie.t@sussexstudent.com
Phone: 01273 678625
Office: Activities Centre, 1st floor, Falmer House

Activities Administrator (Societies) - Mike Wilkins

Email: mike.w@sussexstudent.com
Phone: 01273 873415
Office: Activities Centre, 1st floor, Falmer House

Sport enquiries

Sports Development Manager - Sarah Hall

Email: sarah.h@sussexstudent.com
Phone: 01273 877322
Office: Activities Centre, 1st floor, Falmer House

Sports Assistant - Doron Mazor

Email: doron.m@sussexstudent.com
Phone: 01273 87387
Office: Activities Centre, 1st floor, Falmer House