Payment Request

* required information.

Refund of payment    Invoice the club





 * If relevant


 * If claiming a refund
Sort Code:
Account Number:


Total: £ *
Date paid or date due: *
Name(s) of payee(s): General description of payment(s): * Nature of payment: *



If a cheaper alternative is a available, please also, give details as to why these item(s) or supplier(s) have been chosen.




By submitting this form you agree to the terms and conditions

IMPORTANT INFORMATION

To avoid delays in receiving your payment, read the following information carefully. 

Payments will be approved if:

  • Reasonable in amount;
  • Necessary:
    • For the general running of the club;
    • For a social/expedition; or
    • In the club's best interests; and
  • Accompanied by a valid receipt/invoice.

Always consult with a member of the committee before incurring a cost on behalf of the club if you are not confident of its necessity.

If paying yourself, and the payment is approved, the club will refund the money back to you. In order to receive a refund, you must attach a valid receipt to your payment request to prove you have incurred the cost for which you are claiming a refund.

A Valid Receipt must:

  • Clearly show the amount requested; and
  • If Paper Receipt, be scanned (photographs will not be accepted by the Union); or
  • If Electronic Receipt (e.g. email), be in pdf/similar format.

If you do not have your receipt you will need to email the Treasurer proving you incurred the relevant expense and explaining why you no longer have the receipt; on this basis, it will be determined whether or not you will still be able to claim back the amount incurred.

If invoicing the club, you’ll need to directly request that the company invoices “Leeds University Union Sub Aqua Club” and have them send the invoice to you and/or the Treasurer (treasurer@luusac.co.uk). In order for the payment to be made, you must attach a valid invoice to your payment request or the Treasurer must have received a valid invoice directly from the company.

A Valid Invoice must contain AT LEAST:

  • Date;
  • Name of Payee;
  • Amount Charged & For What;
  • Bank Details (Acc. Number and Sort Code); and
  • Payee Email Address.

No request can be processed without a valid invoice/receipt.

If an invoice/receipt is received that does not comply with the requirements listed above, the Treasurer will simply ask for a new invoice/receipt which complies with the information required.

Terms & Conditions

In addition to the above, the following terms and conditions govern any and all payment requests.

By submitting the form on this page you agree that:

The information given is true to the best of your knowledge and you will bring any subsequent changes to the attention of the Treasurer or Chair as soon as possible. You understand that any statement which is untrue, false, or misleading (including where you later learn it is so and do not take steps to correct the position) may lead to the payment not being approved or any subsequent refund request not being accepted.

Payments require approval before invoices are settled/refunds are issued.

Merely having incurred a cost related to the club will not automatically justify approval if the requirements for approval are not met. The club reserves the right not to be bound by a payment made/committed to on its behalf if it has not received, or is not likely to receive, approval by the Chair or, if necessary, the Treasurer and Diving Officer. 

In determining whether approval would likely have been received for a payment, regard should be had to all of the circumstances not simply whether prior approval has been given to similar payments. 

The final decision on whether a payment will be/would have been approved rests with the Chair unless the request is/was submitted by the Chair, in which case it rests with the Diving Officer and Treasurer. In the event that the latter cannot agree, the decision will be decided by majority vote of the committee where more than half committee members are in attendance.