How Can I Make Payments Using Our Student Group Money?

There are 2 main ways that groups can make payments: firstly, a member of the group makes a payment using their own money and submits an expense claim via the Konnekt 365 app to reclaim the money from the group, or secondly, the group receives an invoice from an external provider, which is also processed via the Konnekt 365 app.

Expenses

To reimburse a member that has made a payment, that member will need to make sure that they get a receipt when making the purchase; we cannot reimburse claims that don’t have a proof of payment. They then need to submit an expense claim to be reimbursed. 

Members can submit an electronic expense claim via the Konnekt365 app . 

All members that have a membership to the group via the SU website have access to their groups on the app, and members can submit an expense form, upload a copy of the receipt, and submit it to a member of the student group exec for approval. Once approved in the app, our finance team will make the reimbursement. You can find more information about the app in the Konnekt365 PDF guide.

All expense claims/payments must be approved by a current exec member who are registered on the SU website. One other point to note is that the exec also cannot approve their own expenses, so if you are an exec member wanting to make a claim (e.g. you are the treasurer and needing reimbursement), please make sure to ask another member of the exec to approve the claim and submit it for payment.

Invoices

To pay an invoice, When you enter a claim onto Konnekt365 it will give you an option for either personal expense or Supplier invoice, if you choose the supplier invoice option a list of registered suppliers will display and you can search for the relevant supplier, if the supplier is not listed contact [email protected] with the supplier details and we will enter the supplier onto our system

All Other Means

If your group needs to make a payment that is a high amount, and that you can’t receive an invoice for in the first instance, we wouldn’t expect members to pay out a large amount from their own accounts and await repayment. In those circumstances, the ASK Team can make payment or order on your behalf using a credit card. If you would like a payment making via credit card, then get in touch with us to request a payment.

In some circumstances groups can also apply for a charge card to make direct payments. Please see our Student Group Spending Card article for more information about this.

For any issues relating to accessing the links above, please get in touch here.