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Pay & Reimburse

The processes, terms and guidelines for making society or club payments and reimbursements, and key forms.

Online training

If you need to make a payment on behalf of your club, society or activity, or get reimbursed for a payment you have made on behalf of your group, you can find out everything you need to know in our online training module Finance and Funding. Any forms you may need are available to download below. Alternatively, you can pick up physical copies from the LSESU Third Floor of the Saw Swee Hock Student Centre.


Processing payments

To ensure your payment requests are processed, you’ll need to have the funds available in your group account, and have everything signed off by your treasurer (or by your president if you are submitting a request as treasurer of your group). We have regular payment runs which means your request will be dealt with as quickly as possible, but please allow 10 working days for payments to be processed, and longer for international payments.


Invoices

You can also pay someone directly from your LSESU account by submitting an invoice. Get an invoice from the company you want us to pay and submit it to LSESU. We can pay invoices in a foreign currency, but please be aware that international transactions usually incur a fee, which will be charged to your club or society.

All invoices must:

  • Be correctly addressed to LSE Students' Union, Saw Swee Hock Student Centre, 1 Sheffield Street, London, WC2A 2AP
  • Include the suppliers details (name, address, e-mail)
  • Have an invoice date
  • Have an invoice number
  • Include a VAT number (if applicable)
  • Include details and dates of services
  • Have a correct total on invoice
  • Include the suppliers bank account details

If you have an invoice which has already been paid, please submit it alongside a payment request form as proof of payment, and the payee of the invoice will be reimbursed.

Please note, invoices cannot be processed through Expense 365, so you’ll need to submit them to LSESU Reception.


Paying coaches or officials

All coaches and officials should be paid by invoice where possible. If is is not possible to invoice officials, you can either:

  • Submit a payment request form alongside an Officials Payment Receipt to LSESU Reception, or 
  • Submit an Officials Payment Receipt through the Expense 365 app.

Reimbursements

Expense 365

This handy guide tells you how you can use the eXpense365 app to submit payment requests from your phone from wherever you are!

Payment runs take place each week.  All approved invoices and expense reimbursements received by Finance by midday Tuesday will be processed by Finance by Friday for payment to reach the supplier, student or employee account by the following Monday.

If you need a quick refresher, have a look at one of the summaries below.

Downloading Expense 365(Opens in new tab) Making Claims Through Expense 365(Opens in new tab) Expense 365 Top Tips(Opens in new tab)

Please note, the app does not currently work for invoices, international bank accounts, claims in foreign currency or Annual Fund projects. If you are unable to use the app, you should continue to use the paper based reimbursement system.

Important

The eXpense365 App can only be used for reimbursements under £500, anything over this amount must be requested via paper form found in the ARC.

Payment request form

Alternatively, you can complete a Payment Request Form if you have an international bank account or are facing issues with Expense 365. If you need one of these, please come to the LSESU Reception and request one.


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