Fund Claiming

Find out how to fund your initiatives and events at USP.

Overview of Claiming Process

1. Student fills in fund request form , informs relevant Attaché

2. Attaché vets and approves/rejects fund request

3. Once approved, student makes purchase (either pay out of your pocket, or invoice to NUS) and keeps supporthttps://wiki.nususc.com/index.php?title=Fund_Claiminging documents (check below to see what to keep!)

4. Student prints and fills in Request for Payment (RFP) form and staples supporting documents behind. Find them at https://tinyurl.com/uspfinance

5. Within 1 month of expenditure, student arranges to pass hardcopy RFP to their relevant Attaché (recommend taking photo to send attache for vetting beforehand to ensure all documents are in order)

6. Attaché vets RFP and points out errors to be corrected (if any)

7. Once RFP is correct, attaché submits RFP claim to NUS Office of Finance

8. NUS Office of Finance reimburses student through their receiving bank account (as stated in Edurec). This usually takes around a month.

9. Your money is back!:)

* Fund request is strictly necessary; We need to be accountable using community money!

How to fill in RFP form

What Supporting Documents Do I Need?

What kind of purchase are you making?

1. Physical purchase (paying for it at the store)

   • Please TAPE the physical receipt to an A4 paper, and staple the A4 paper to the RFP Form - DO NOT STAPLE THE RECEIPT ITSELF

   • Receipts must be the original copy in a readable condition - Receipts in poor conditions may be rejected by the NUS Office of Finance, if you do not have the original physical receipt, please refer to the Special Circumstances tab

   Sample of Receipt:

2. Online purchase (Shopee, Grabfood, Paylah, etc)

   • Credit Card

   Please provide a screenshot of the following information:

   1. Product Description (Price + description)

   2. Order Confirmation

   3. Screenshot of Bank statement indicating deducted value

   Product Description Sample:Order Confirmation Sample:Bank Statement Screenshot Sample:

• Mobile Payment

Please provide a screenshot of the following information:

1. Product Description (Price + description)

2. Order Confirmation

3. Screenshot of Payment Page

Product Description Sample:Order Confirmation Sample:

1. Invoice

   • Please inform the vendor that you will be billing to NUS

   National university of Singapore, University Scholars Programme, Cinnamon College Administrative Office, University Town 2, 18 College Avenue East, Singapore 138593

   • Please submit the invoice together with your RFP

   Invoice (make sure there’s product description in the invoice)

Does your purchase fall in the below categories?

If they do, you will be required to provide additional supporting documents

1. Food (Please note that there is a cap of $5 per pax per event)

   • Please provide a name-list with the full name of all attendees

   • Sample name-list:

2. Transport

   • Please fill-in and submit the Transport Claim Form with your RFP

3. Prizes/Vouchers (Please note that there is a cap of $5 per pax per event)

   • Please provide the following Supporting Documents:

   • Prize Claim Form

   1. Proof of Event (Publicity Material)

Does your request fall under the following special circumstances?

1. Payee (Name on Receipt) and Claimant (Name on RFP) are different

   • Please include the following declaration on the receipt:

   I, (Name of Payee, Matric Number), declare that I paid for the item, and (Name of Claimant, Matric Number), has reimbursed me the amount that I have paid. Please reimburse (Name of Claimant) instead. (Payee’s Signature)

2. Partial Claims

   • Please include the following declaration on the receipt

   This is a partial claim. I, (Name, Matric Number), will only be claiming $$(Amount to be Claimed) from this receipt. (Signature).

3. Receipt is a photocopy/printout

   • Please include the following declaration on the receipt:

   “I, (Name, Matric Number), declare that this receipt has not not been claimed before. The original receipt has not been attached because (Justification).”

   • Valid Justifications include

   • Receipt not provided by vendor despite asking

   • Receipt faded with time

   • Only electronic receipt/invoice provided by the vendor despite asking etc.

   • Invalid Justifications include

   • Loss of receipt

   • Torn or damaged (by self) receipt etc.

4. Usage of grab/taxi

   • Please include a valid justification for the use of Grab/Taxi instead of other modes of transport

   • Valid Justifications include

   • Transporting of heavy equipment or large amounts of equipment

   • Transportation of a large group of people etc.

   • Invalid Justifications include

   • Convenience

   • To avoid being late etc.

5. Payment currency not in SGD

   • Please include the following documents

   • Bank Statement showing the amount deducted in SGD

   • Screenshot of the exchange rate on the day of purchase + any additional bank charges

   • Calculation to show that the costs of purchased item costs tallies with deducted value after conversion to SGD

   • Bank Statement Sample:

   • Screenshot of exchange rate Sample:

   • Calculation Sample: