All AUS payments, to students and to vendors, are made by direct deposit to Canadian bank accounts. The AUS does not reimburse anyone in cash, and your association may not collect, hold, or deposit money in a personal account or a personal Zeffy account.

There are three separate processes on this page. Use the one that matches your situation:

• You paid for something yourself and want your money back → Reimbursements (Float)
• A vendor has invoiced the AUS and you need us to pay them → Invoice Form
• You are selling tickets or merchandise, or collecting money at an event → Zeffy Setup Form

Reimbursements: getting your money back through Float

Reimbursements are no longer submitted through a form. They now run through Float, an online platform with a mobile app: photograph the receipt, submit from your phone, and get paid by direct deposit.

Before your first claim, request access here: https://forms.gle/176D9RXrhLTScy6f9

This takes about 30 seconds and is done once per person, not once per claim. Within a few days, you will receive an email with a link to set up your Float account, where you enter your bank information.

Submitting a claim

1. In Float, tap + and select Request a reimbursement.
2. Upload a photo of your receipt.
3. Fill in the three fields so they match your approved budget:
   1. Description: the same wording as the line in your budget
   2. GL Code: the GLA that budget line sits under
   3. QBO Class: your department’s acronym
4. Record the expense in the Actual column of your budget before you submit. If we open your budget and the Actual is not filled in, the claim is not processed.

You will hear back by email within one week. Approved claims are deposited within 24 hours. If a claim is denied, you will be told what is missing so you can resubmit.

Receipts

Every claim needs a receipt that is legible, complete (edge to edge, nothing cropped), dated, and itemised. Banking app screenshots, order confirmation emails without an itemised total, and card terminal slips showing only a total are not receipts.

Invoices: having the AUS pay a vendor directly

For venues, furniture, merchandise orders, and anything else too large to front out of pocket, do not pay it yourself. Send us the invoice and the AUS pays the vendor directly.

Submit the invoice here: https://forms.gle/A2aiKxYM4cfDAjra9

Submit it as soon as the vendor issues it, and make sure the invoice carries the vendor’s banking details so we can pay it electronically. If a vendor requires a cheque, this cannot be arranged by email: come to the VP Finance’s office hours.

Revenue: selling tickets and collecting money through Zeffy

The AUS is fully cashless. All revenue collected by your association must go through a Zeffy page created by the AUS. You may not operate your own Zeffy account: revenue collected through an unauthorised account will not be credited to your association.

Request a Zeffy page for your event here: https://forms.gle/B9vDsVZDr515qxLi7

This is submitted once per event, at least a week before tickets go on sale. A page cannot be created the morning of your event.

You keep full control of the page: edit the description, pricing, tiers and closing date, monitor sales live, and view transaction information. After the event, enter the total in the Actual column of your budget.

Running a bake sale, taking payment at the door, or selling anything in person? Tick the in-person box on the form. You will then be able to take contactless payments (Apple Pay, credit and debit cards) straight from your phone, and it all lands in the same place as your online sales.

Who to contact

finance@ausmcgill.com — David Luzzatto, VP Finance: budgets, approvals, payments, and anything unclear
financeassistant@ausmcgill.com — Satine Roger-Brua, Finance Assistant: reimbursements, invoices, and Zeffy requests