How do I access the new Student Group Finance system?
Log in to ausa.org.uk and head over to the page for the activity you wish to interact with for banking. Once in the page look to the top right of the page and select the 'Edit' drop down. From here select 'ACTIVTY NAME Admin tools'. Scroll down until you see a widget named 'Finance Requests' and select it. This will direct you to the SGF page for your chose activity.
How do I raise an invoice using the new system?
Follow the steps within the 'New Income Request SGF Guide' to see how to raise invoices payable to your activity.
How do I process reimbursements, payments to suppliers, and advance payments using the new system?
Follow the steps within the 'New Money Request SGF Guide' to see how to process reimbursement, payments to suppliers, and advanced payments.
When are Income and Money requests processed?
In terms of income/money request processing from the Student Union side, we will process payments on Thursdays. As a reminder, there are levels of approval that sit with committees before coming to the SU for approval. Committee members will be notified at the time of submission of the request. For payments to be processed on Thursdays, the committee should approve on the Monday prior, with the activities team approving before Thursday. Where there are delays longer than expected, please email activities@abdn.ac.uk
How does my membership money get paid to my activity account?
All membership monies will be automatically transferred to the now SGF system when your activity is set up on the system.
How do I process any payments if I don't have access to the activity bank account or are in the transition period of banking?
If your activity is not on the new system you will still have access to the funds and be able to use the Payment Request form to pay any outstanding debts.
How can my activity take payments for things like Tickets/Bake Sales/Fundraising/Spliting travel etc?
Right now the best option to tackle this is to set up 'products' linked with your activity so that people can pay directly to your activity. If you require help with setting up products such as bake sale items or fuel charge etc please email activities@abdn.ac.uk and we will assist you with creating products. We will look to streamline this in near future.
How can I set up a standing order or direct debit for my activity?
At the moment there is not a system that will allow for this. However, if you need to pay a specific sum over a period of time or example, £500 over 10 weeks, create a payment request for £500 and add to the notes that you wish to make a weekly payment of £50 for 10 weeks.
What happens if I accidentally approve an income or payment request which I do not want to accept OR the request is no longer needed?
All approved requests will come to the Student Union for further approval to avoid any errors in finances. If you have a concern regarding something you have approved, look at the status and contact us accordingly:
Pending Payments (no longer required) - Urgently contact AUSA-Finance@abdn.ac.uk
Pending Activities/SMT approval - contact activities@abdn.ac.uk
Which phase is my Activity in?
If your activity is selected as part of Phase 1 or Phase 2, you will receive an email notification sent to your AUSA.org.uk account with further details before or on 15/11/24. If you have not been notified by the end of the week, please assume that your activity will be included in Phase 3.