UNIVERSITY OF CALGARY
BLACK LAW STUDENTS'
ASSOCIATION

Need a reimbursement? 

Purpose

The purpose of this policy is to establish guidelines and procedures for the reimbursement of expenses incurred by members of the UCalgary Black Law Students Association (UCBLSA). This policy aims to ensure the efficient and transparent processing of reimbursements.

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a. Eligibility Only active members of the UCBLSA may request reimbursement for expenses related to club activities or events. Expenses must be pre-approved by the BLSA Executive Committee.

b. Expense Pre-Approval Members must submit a written request for pre-approval to the UCBLSA Executive Committee, detailing the purpose, nature, and estimated cost of the expense. Pre-approval must be obtained before incurring the expense. Please submit any requests for approval to finance.ucalgaryblsa@gmail.com and cc calgaryblsa@gmail.com.

c. Submission of Reimbursement Request To request reimbursement, members must complete and submit an invoice (please use the invoice template available here along with the following supporting documents: (i) an original, itemized receipt(s); and (iii) a brief description of the purpose of the expense and its relevance to UCBLSA activities in the “notes” section of the invoice.

d. Reimbursement Timeline Reimbursement requests must be submitted within twelve (12) months from the date of the expense, subject to exceptions. Requests submitted after this period may not be eligible for reimbursement.

e. Review and Approval of Reimbursement Request The UCBLSA Executive Committee will review the reimbursement request and supporting documents. If the request is approved, the member will be notified via email and must submit an e-transfer request to finance.ucalgaryblsa@gmail.com through their online banking. Reimbursements will be processed within 1-2 business days after the e-transfer request is received.

f. Recordkeeping All reimbursement requests and supporting documents will be maintained by the UCBLSA VP Finance for a minimum of 24 months, or as required in compliance with the university's record retention policy.

g. Exceptions Any exceptions to this policy must be approved in writing by the UCBLSA Executive Committee.

h. Contact Information For questions or concerns related to this policy, please contact the UCBLSA President(s) or VP Finance at finance.ucalgaryblsa@gmail.com