Accounting Forms

Accounting Forms

At the SSMU, we use one form for purchase orders, cheque requests, and petty cash requests to distribute payment. This form is necessary to fulfill our commitment to financial transparency and responsibility. For instructions on how to fill out the form please see the information below.

To fill out the form:

  1. Download the form here
  2. Save it to your desktop (do not fill out the form directly in your browser, otherwise some of the PDF functions may not work)
  3. Open the form in Adobe Reader or Adobe Acrobat Pro
  4. If you do not know which department or account to write in, please reference the SSMU Department List and the SSMU Expense Accounts List
Confidential Form

Use this version of the form if your bank account is in a different name than the one you use socially, and you would prefer that information to be confidential. Your cheque will be enclosed in a blind envelope addressed to your preferred name.

Purchase Orders

Purchase order (PO) forms are used for purchases over $50. In order to process the PO in a timely manner, we request that you follow these instructions carefully:

Purchases Between $50-$199

Step 1. Obtain a quote from the supplier.
Step 2. Make sure all the required information is filled out on the PO form.
Step 3. Attach the quotes to the PO form.
Step 4. Submit the PO for approval.
Step 5. Once approved, you will receive the PO number from the SSMU accounting department.

Purchases Between $200-$999

Step 1. Obtain quote from at least two (2) suppliers (unless there is an exclusive contract with a supplier).
Step 2. Choose the best quote.
Step 3. Make sure all the required information is filled out on the PO form.
Step 4. Attach the quotes to the PO form.
Step 5. Submit the PO for approval.
Step 6. Once approved, you will receive the PO number from the SSMU accounting department.

Purchases Over $1000

Step 1. Obtain quote from at least two (2) suppliers (unless there is an exclusive contract with a supplier).
Step 2. Choose the best quote.
Step 3. Make sure all the required information is filled out on the PO form.
Step 4. Attach the quotes to the PO form.
Step 5. Ensure to get approval from SSMU Executives.
Step 6. Once approved, you will receive the PO number from the SSMU accounting department.

For purchases that require online shopping (i.e. IKEA, Walmart, Amazon, etc.) Please fill up an online cart and include the printed cart with your PO request. If the online store does not have this function please screenshot/print the respective product pages.

Petty Cash Requests (under $50)

Petty cash request forms are used for purchases under $50. In order to process the petty cash request in a timely manner, we request that you follow these instructions carefully:

Requester

Step 1. Petty cash reimbursement forms are completed by students or their signing officer(s).
Step 2. The requester must attach all original vouchers/invoice and proof of payment for online purchase (i.e. bank or credit card statement).
Step 3. The requester needs to ensure that their contact information (phone number and e-mail) is indicated on the petty cash form.
Step 4. The form must be signed by the department signing officer for approval.

Department Signing Officer Approval

Step 1. The department signing officer must review documents, ensure vouchers and proof of payments are attached. Incomplete reimbursement forms will result in a delay in reimbursement.
Step 2. Before approving the reimbursement, the signing officer must make sure that the expense is reasonable and that there is sufficient budget to cover the expense to be reimbursed.
Step 3. Once signed, submit the reimbursement form to the SSMU front desk.
Step 4. The reimbursement will be available to be picked up 24-hours after the form is submitted.

Cheque Request-reimbursements over $50

Cheque request forms are used for purchases over $50 and designed to reimburse the purchaser. In order to process the cheque request in a timely manner we request that you follow these instructions carefully:

Requester

Step 1. Cheque request forms are completed by a student or their signing officer(s).
Step 2. The requester must attach original vouchers/supplier invoice and proof of payment for online purchase (i.e. bank or credit card statement).
Step 3. The requester needs to ensure that their contact information (phone number and e-mail) is indicated on the cheque request form.
Step 4. The form must be signed by the department signing officer for approval.

Department Signing Officer Approval

Step 1. The department signing officer must review documents, ensure vouchers and proof of payments are attached. Incomplete reimbursement forms will result in a delay in reimbursement.
Step 2. Before approving the reimbursement, the signing officer must make sure that the expense is reasonable and that there is sufficient budget to cover the expense to be reimbursed.
Step 3. Once signed, submit the reimbursement form to the SSMU front desk.

Reimbursement

Step 1. The cheque request form will be signed and approved by the necessary SSMU executive(s) and the General Manager.
Step 2. The form will be processed once it is received by SSMU accounting department. Any incomplete forms or documentation will result in a delay of reimbursement.
Step 3. Unless otherwise noted, the cheque will be mailed out to the requester, so please make sure the address on the form is accurate.

Please note that it generally takes a week and a half for the SSMU to process cheque request after it has been submitted. Usually, cheques are printed on Thursdays and will be available to be mailed or picked up on Friday. Any incomplete forms or documentation will result in a delay of reimbursement.