Finance and Funding

A Service must have three authorized Signing Officers – officials who can approve purchases related to the Service’s operations. Each Service must fill out the Services Signing Officer Form and then submit it to the SSMU office at the beginning of the fall semester, or when any change occurs. To be considered a Signing Officer, an individual must have proof of residence in Montreal (a lease, utility bill, etc.) as well as two pieces of photo ID.

Services must use the SSMU Accounting Form to process payments through the SSMU. If your bank account is under a different name than the one you use socially, and you would prefer that the information be confidential, you can indicate so on the form. Your cheque will then be enclosed in a blind envelope addressed to your preferred name.

Tip: Always save the form to your desktop and open it in Adobe Reader or Adobe Acrobat Pro. Please do not fill out the form directly in your browser, as some PDF functions may not work. 

Services are listed as internal departments of the SSMU. Please refer to the SSMU Department Listing and SSMU Account Listing when filling out the form to input the correct departmental number for your Service and the account number for the type of purchase being made, respectively.

The Accounting Guide outlines instructions on how to fill out the accounting form to process reimbursement.

The Reimbursement process details how to submit the request depending on the following cases:

• Individual Reimbursement
• Purchase of Goods/Services from an Individual or Company
• Honorarium

Please make sure to keep detailed records of any funding or revenue you gain as a Service; you will need them for your funding application, which requires detailed spending breakdowns for events. To be eligible for funding, your Services must be in compliance with the SSMU’s rules and regulations. Visit the SSMU Funding page for more information.

SSMU Clubs and Services have the autonomy to seek and negotiate sponsorships; however, all sponsorship agreements, whether involving monetary payments or in-kind contributions, must be declared by completing the Sponsorship Declaration Form. This requirement also applies to external parties participating in events. Financial agreements will be invoiced internally to the sponsor to ensure transparent financial transactions and accountability.

Note that SSMU-Affiliated Groups cannot authorize the use of the University’s or SSMU’s name for sponsors. 

Declaring Sponsorship Process

1. Submit a Sponsorship Declaration Form. Please allocate a minimum of (7) business days in advance. 
2. Receive a response from the Events Specialist internalevents@ssmu.ca.
3. Address follow-up questions (as required)
4. The agreement will be created and sent for signatures
5. The signed agreement will be sent to you 
6. The monetary sponsorship will be invoiced and deposited to your student group bank account.
7. Archive documentation for audit purposes

Need Assistance with this process?

For Sponsorship-related inquiries, please reach out to the Events Specialist at internalevents@ssmu.ca.