Event Code Request

• Event Codes are 4-digit cost centre references used to track all club financial activities. Every event and transaction must have an Event Code.

• Check the Event Code Directory before requesting a new code. Only request codes for events not already listed.

Supplier (Vendor) Payment

• Submit this form with the supplier invoice to pay directly from your club budget.
• Note: Invoices must be addressed to London Business School Student Association. New or large vendor payments may require account verification, which can delay processing.

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Internal Transfers

• Use this form to transfer funds between clubs for collaborative events. Include the Event Codes for both clubs.

• Note: Only the initiating club's treasurer can submit this form.

Deposit Notification

• Use this form to notify the SA Finance team of funds received (e.g. refunds or ticket sales) so they can be added to your club balance.
• Note: Only bank transfers are accepted. Submit this form after initiating the transfer to the SA bank account.

Expense Claim Form

• Use Infor XM to submit reimbursement claims for purchases made with a personal card. Then submit this form for SA Finance approval.
• Note: Claims must include valid itemised receipts or invoices. Credit card slips are not accepted.

Refund Request Form

• Use this form to request a refund for a club member.
• Note: By submitting this form, the club treasurer confirms the refund has been approved by the club.

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Eventscase Setup Request

• Use this form to request an Eventscase page for selling tickets to alumni and external attendees.
• Note: Enter the correct Finance Code and Event Name to ensure ticket revenue is allocated to the correct club.

Treasurer Onboarding Form

• Use this form to register new club leaders (President, Treasurer, or deputy/junior treasurer) with the SA Finance team.

• This ensures access to all relevant systems and communications.

Expense System Registration

• Registration is required before reimbursements can be processed.

• Only club treasurers can submit expense claims.

• User ID: LBS email address & Password: LBS password

Sponsorship Contract Template

• Complete this form first. Only club treasurers may submit it.
• Use the standard sponsorship contract. Any changes require approval from the SA Sponsorship Officer.
• Submit this form before emailing SASponsorship@london.edu with requested amendments.

Sponsorship Invoice Request

• Complete the previous step first. Once the sponsorship agreement is signed by both the sponsor and the SA Sponsorship Officer, submit this form to issue an invoice and collect payment.
• For questions, contact the SA Sponsorship Officer.

Finance Code Directory

• Check the Finance Code Directory to confirm the correct Finance Code for your activity.
• Note: The selected Finance Code determines the VAT treatment of related expenses.

Monthly Statements

• View monthly club transactions and balances (published with a two-week delay).
• Note: Maintain your own records, as statements only include received income and recognised expenses.

Expense System Errors

• Use this form to report Infor XM system errors. Please attach a screenshot to help us investigate.
• Note : This form is for system errors only, not process or submission status queries.

Club Support Fund Request

• Apply for SA funding through this form.
• Fiscal Support Fund: One-off support for clubs with balances below £5,000.
• Club Bail-Out Fund: One-off support for clubs with significant deficits.
• Note: Maximum £1,000 per club, once per year. Decisions by the SA Senior Treasurer are final.