What can I buy for my group and claim back money for? 

If you are making a purchase that is less than £100 it can often be easier to purchase the item for your group and claim it back through our expense claim process. This could be anything from food for approved group events to train tickets used to travel to fixtures. 


For purchases of over £100, please submit a purchase request so that Student Opportunities can make the purchase on behalf of your group. You can also only claim back resources that were purchased for approved events where an event proposal and risk assessment were submitted and approved.


 It is also key to note Treasurers must approve the expenditure before anyone makes a purchase. No purchases should be approved if you do not have enough funds in your group account, as the individual would not be able to be reimbursed and we wouldn’t want anyone to be out of pocket! 


How do I claim back my money? 

Once you have made your purchase, be sure to keep your receipt as proof of purchase. You will then need to upload you receipt onto the Basecone app. Access to the Basecone app can be requested for you by your Treasurer. They will need to send in your name and student email to studentopportunities@su.rhul.ac.uk. Once you have been set up on Basecone, you can use the cost codes and reference provided by your Treasurer to submit your expense claim. 


Is there anything else that needs to be done for me to get my money back?

As long as your treasurer has filled in the expense claim section of the Student Group Admin Form  with a matching reference you are all good to go! Below we have attached a step by step Guide on how to use Basecone.


How do I know if my group has enough money to cover my expense claim?

We are currently getting ready to roll out Ezora, which is a tool which will allow Student Groups to track their finances, income and expenditure in real time. Further information will follow in the current weeks about the implementation of Ezora. 

--------------------------------------------------------------------------------------------------------------------------------------


How to use Basecone


Step-by-Step: How to Submit an Expense Claim


1. Set Up Your Expense Categories (One-Time Setup in the App)


You can use the Basecone mobile app or log in via a web browser.

Mobile App (first-time setup):

· Download “Basecone” from the App Store (iOS) or Google Play (Android).

· Select “United Kingdom” as your region.

· Log in with your Basecone credentials. (If you are asked for an office code, please use 4pz).

· Tap the Settings icon (gear)

· Tap My Details and put your account details. Your IBAN (international Bank Account Number) will be on the top of your bank statement. For student groups, leave employee number blank. Under credit card, enter the last 5 digits of the card relating to this bank account (it may be a debit rather than a credit card)

· Go to My Accounting Settings

· Select Currency, check this is set to GBP

· Select Categories, go into each category separately and set up the default nominal codes and your cost centre (see below). You will only have to do this once unless your cost centre or project codes change.

· Under GL Account, for student group please just use the miscellaneous category and set up to GL ACCOUNT 3104 In the cost centre section please put your student group ID (S + MSL ID)

· In the project field student groups will use P3100 FOR SOCIAL P3000 FOR RESTRICTED AD P3200 FOR TRANSPORT/OTHER

· Tap Save

Once saved, you’ll be able to select this Category when submitting an expense, and Finance will know which nominal code to allocate it to. And you won’t have to fill this section again once you’ve filled it.

---

2. Upload the Receipt

In the Basecone App:

· Along the bottom of the screen select Documents

· Select the “+” icon on the bottom RHS

· Tap the Camera icon to photograph the receipt OR

· Tap the Upload icon to attach a file from your device

---

3. Tag the Expense

Once uploaded, a page that says Item Details will open:

Under Item Details you will find:

· Company: Will be Students Union Royal Holloway University (by default)

· Description: This will default but you can overtype with details regarding the expense – you must list the reference code given to you by your treasurer.

· Payment method: Select private payment

· Expense claim: Press on the expense claim option next and then it will open up a page where you click on the + icon which will generate your exp claim number and press save

· Currency: Make sure its GBP and type the amount in the amount box

· Category: Select which category you want the payment to be coded to (for student groups always select miscellaneous)

· Date: (Default) The date you submit the expense claim

· Tap the blue file symbol in the bottom to save the claim

· If you have multiple receipts for an expense claim, you can select the “+” icon and add additional receipts following the steps above.

· Once you have saved all your tagged receipts, press the green send (paper aeroplane) button at the bottom.

---

4. Submit for Approval

· Your tagged expense will be sent automatically to your relevant coordinator.

· You’ll be notified once it’s approved or if changes are needed.

---

5. Payment

· Approved claims will be processed.

· Payment is made by BACS to your registered bank account.

---------------------------------------------------------------------------------------------------------------------------------------------------------------------


Expense claiming Alcohol

We understand that, on occasion, groups may wish to purchase alcohol for their members. All purchases of alcohol must follow the guidance below:

  1. The expenditure must be taken from the Social Account.
  2. Alcohol must not be purchased as a prize. For example, winners of a competition, pub quiz, games or events etc.
  3. Purchasing 'a round' of drinks using your Social Account is not considered an appropriate use of funds and will not be approved.
  4. Alcohol can be purchased for celebration events/awards or alongside meals where these events are open to all members.
  5. Where alcohol is purchased, a non-alcoholic alternative must also be provided by the group at no additional cost to impacted members.
  6. The Student Opportunities Team should be consulted, if you have any questions, before a purchase is made as they reserve the right to reject any alcohol related expense claim.