Claim Your Funding

• Take a picture of your in-store receipts for future reimbursements to avoid receipts lost or misplaced.  
• Submit expense claims within 60 days of the invoice/shipping date.  
• We prefer it if you submit receipts as you spend money through the year. We encourage you to submit a claim form once a month.  
• Digital scanned copy of itemized receipts is acceptable. PDF format is preferred.  
• You can destroy the original receipts after you have received your reimbursement fund. Contact finance@apsc.ubc.ca with your PAF reference code to monitor your PAF balance. 
• If you are placing orders through the department stores, such as ECE store or CHBE Store, ensure to CC APSC Finance with a note that the purchases will be claiming the designated PAF Reference code. APSC Finance will ensure the purchases can be paid with the designated PAF funding. 

Examples of qualified supporting documents for reimbursement to avoid payment delayed:

• Invoice (with supplier’s logo, invoice date, invoice number, description of goods/services purchased) + Proof of payment (credit card slip, bank statement, screenshot of the bank transaction, etc.)
• If invoice from supplier already has the payment method indicated, no subsequent proof of payment will be required.
• Examples:
  • Itemized Receipts: Payment receipt/confirmation showing items description, supplier information, payment method, and date of purchase. Proof of payment is not required in this case as the payment receipt shows the order has been paid.
    • #1 Invoice with Payment Status – Amazon
    • #2 Physical Store Receipt with Payment Details – Staples
  • Invoice showing item description along with proof of payment. Proof of payment can be the redacted credit card statement, payment confirmation from the online suppliers, or credit card slip from in-store purchases.
    • #3 Invoice with Payment Details – Jukebox
  • Order confirmation is not accepted as eligible supporting documents. If suppliers are not providing invoice or payment receipt without item details, shipping confirmation along with proof of payment.

• Shipping confirmation with order details & amount + proof of payment (credit card slip, bank statement, screenshot of the bank transaction, etc.)

• All receipts/invoices should have the supplier information and date.

• Download the PAF Claim Form.
• Make sure to indicate your PAF Reference Code. 
• You don’t need to wait until you’ve spent all your money to claim your funds. We prefer it if you submit receipts as you spend money through the year. 
• We encourage you to submit a claim form once a month. 
• If receipts are deemed unattainable after fail attempts, contact APSC Finance for a Missing Receipt Form that needs to be signed by the claimant and approvers. Missing Receipt Form can only be used for ad hoc cases. Students are responsible to retain all eligible receipts for reimbursement purposes.  
• A credit card statement or credit card slip is not acceptable as receipt. 
• Expenses in a foreign currency: Identify the exchange rate used by attaching evidence such as a credit card statement or print out from Oanda or Bank of Canada on the date the expense was incurred. 
• The primary applicant must approve and sign all PAF claims. When the primary applicant claims expenses, the secondary applicant must co-sign. 
  • Primary applicant must approve and sign a claim form. E-signatures should be signed (not print/type) with software (e.g. Adobe). Copying and pasting e-signature images on the PAF claim form are NOT accepted. 
  • If signing tool/software is unavailable, manual process can be used. Physically signed claim form to be dropped off at APSC Finance or email physically signed claim form to APSC Finance (image from phone device or PDF will be acceptable). 
  • If the claim form is submitted by someone else (non-claimant), claimants must sign the claim form (physical or digital signature) to provide their consent to confirm all purchases are eligible and in compliance. 

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• Make sure to provide your full address (street address, city, and postal code) and select the correct payment method. The payment method on the claim form refers to the method to receive reimbursement. It can be either cheque or Direct Deposit (EFT). UBC’s preferred payment method to pay claimant is direct deposit (EFT), ensure to update banking information in SSC prior to submitting your claims.
• Read instructions carefully and note on each section in the PAF Claim form to avoid incomplete form to be returned to claimant. The PAF Claim form can be used to claim two types of expenses: 
  • Section A – Provide claimant’s personal information for out-of-pocket expenses – Paid by team members claiming reimbursement for PAF Funding. 
  • Section B –Third Party Reimbursement – Expenses paid or already reimbursed from Student Teams’ UBC accounts (Worktag account) or AMS account. (e.g. purchases ordered from ECE store, other UBC stores, or purchases paid by team members already reimbursed from UBC account/AMS account, etc.). 
• Each type of expense requires a separate claim form. 
• Purchases need to be fully completed, that is they are already paid for (itemized receipt along with proof of payment) and shipped. 
• The student paying for the expenses should be the one claiming the fund. One team member cannot submit one claim form to claim on behalf of other team members as a team.  
• Contact APSC Finance  finance@apsc.ubc.ca if you have any questions for your reimbursement.  

Only fully approved claim form along with eligible supporting documents can be submitted to APSC Finance for payment process. Please don’t CC APSC Finance in the email threads when obtaining signature or email approvals.  

• Emailed the fully approved claims to Finance, APSC Dean's Office at finance@apsc.ubc.ca 

OR 

• Dropped at the front desk on the 5th floor of the Kaiser Building (open M-F, 8:30AM - 4:30PM) along with a subsequent email to APSC Finance. 

Please contact finance@apsc.ubc.ca if you have any questions.