• ASFA Payment Request Form 2026-2027

    Submit your requests for Member Association expenses, Standing Committees, Executive budgets, Honorariums, Academic Awards, and FROSH. This form only covers expenses from June 2026 up until May 2027.

  • Before you start

    1. Your authorization code. Each Member Association has a separate 6-digit code for each request type (Receipt Reimbursement, Advance Funding, Honorarium and FROSH), given to your Signing Officers by ASFA Finance. Use the code that matches this request. Executive and committee requests use their own code. No code? If you paid for something or did paid work for ASFA or a Member Association (e.g. as a contractor or outside guest), choose "I don't have a code" later and upload proof that the purchase or work was approved.

    2. Your documents. Have your original itemized receipts, vendor invoices or award letters ready, merged into one PDF with combinepdf.com. Card slips or banking screenshots alone are not accepted.

    3. Deadline. All claims for this fiscal year must be submitted before May 31, 2027.

  • Privacy notice

    What we collect and why: your name, contact details, payment method, banking document (void cheque or direct deposit form, if you choose direct deposit) and supporting documents (receipts, invoices, claim forms). We use them only to verify, approve, pay and keep records of your request.

    How: through this online form (Jotform). You receive a copy of your submission by email.

    Who sees it: ASFA Finance (Finance Coordinator, Finance Clerk), ASFA's accountant and auditors, and our bank to send your payment. The approvers for your budget line see your request but not your banking details. Tax authorities may receive it when the law requires (for example, honorarium tax slips or an audit).

    Where it is stored: with our service providers Jotform and Google, whose servers may be located outside Québec (including in the United States).

    How long: as long as needed to process your payment, then for the period financial records must be kept by law, after which it is destroyed.

    Your rights: you may ask to see or correct your information, or withdraw your consent, by writing to finance@asfa.ca. ASFA's person in charge of the protection of personal information is the Executive Coordinator. If you withdraw consent before you are paid, we will not be able to process your request. Records we must keep by law are kept until the required period ends.


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  • Privacy & Confidentiality Notice:
    Rest assured that your personal information, and banking details are kept strictly confidential. This sensitive data is strictly visible to the ASFA Finance team to process your payout. It will never be shared publicly, nor will your banking/personal contact info be visible to MA or Committee signing officers during their approval steps.

  • Who is submitting this request?*

  • Paid for something on behalf of ASFA or a Member Association?

    You can request your reimbursement here. You don't need an authorization code. Instead:

    1. Choose who approved your purchase (the Member Association or ASFA executive you bought it for).
    2. Upload your receipts and proof that they approved the purchase before you bought it (an email, text or DM screenshot).
    3. Your approving group's signing officers approve the request first. ASFA Finance then reviews it, a second ASFA signing officer approves it, and the Finance Clerk sends your payment.

    Questions? Email finance@asfa.ca.

  • Enter Authorization Code
  • Is this a new advance or a reconciliation?*

  • ASFA Advance Funding Policy & Regulations (Must Read)

    Eligibility Threshold: Per Article 65 of the ASFA Standing Regulations, advance funding is reserved for pre-approved budget items in excess of $300.00 where an organizer cannot reasonably pay out of pocket. (Expenses under $300 must be paid out of pocket and submitted as standard reimbursements unless an exceptional waiver is granted by the Finance Coordinator).
     
    Justification Required: All advance requests require an itemized budget breakdown and supporting documentation (e.g., vendor quotes, pro-forma invoices, or written estimates).
     
    Strict 7-Juridical-Day Reconciliation Rule: Under Article 68, the recipient is legally required to submit all original itemized vendor receipts via the "Advance Reconciliation" form within seven (7) juridical days of the event/purchase.
     
    Automatic Budget Freeze: Failure to submit receipts within 7 juridical days will result in an immediate freeze of your Member Association’s entire operational budget. 

  • Welcome to the FROSH Payout & Reimbursement Portal

    All claims submitted through this portal are charged directly to the central ASFA FROSH Budget. Please ensure you meet the following criteria before filling out this form:

    1. Outreach & Hiring Authorization: ONLY individuals, leaders, artists, or contractors formally hired or pre-approved by the ASFA Outreach Coordinator (or the FROSH Coordinator under their supervision) are eligible to submit claims or invoices. Unapproved third-party expenses or unmandated purchases will be rejected.
     
    2. Original Itemized Receipts Required: All reimbursement claims must be backed by original, itemized vendor receipts showing the date, vendor name, item breakdown, quantities, and proof of payment (zero balance / payment method). Bank statements, credit card slips alone, or personal Interac e-transfer screenshots are strictly prohibited.
     
    3. Consolidated Files: Please merge multiple receipts or contract documents into a single PDF (using free tools such as combined pdf) prior to uploading.
     
    4. No Direct Cash Payments: Per Article 102 of the Standing Regulations, cash revenue collected during events or merchandise sales may never be used for direct payment under any circumstances. All payments must go through official ASFA disbursement channels.

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  • Your authorization code is missing or does not match what is selected on this page. Click "Verify Authorization Code" first. Each code only works for its own budget line, so use the code for this request type. Contact finance@asfa.ca if you need help.

  • Download the ASFA Invoice Template 2026-2027

    Facilitators, co-facilitators and consultants are paid on an invoice. Send this template to the person you are paying (or fill it in with them): they click Make a copy, fill in their copy, then File > Download > PDF. Upload the signed invoice with this request, named with their full name (e.g. Joe Mama ASFA Invoice.pdf).

  • Download the ASFA Honorarium Claim Form 2026-2027

    Committee member honorariums are $300 per member per month (Standing Regulations). Each member fills in their own claim form (Make a copy, fill it in, sign it), you sign the Approval section, then upload one PDF per member named with their full name (e.g. Joe Mama ASFA Honorarium Claim Form 2026-2027.pdf). Members can also submit their own claim under "ASFA Central Governance Roles".

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  • Notice on Invoices and Honorarium Agreements

    An invoice is required for every Member Association honorarium. Everyone paid an honorarium by an MA (General Assembly chairs, guest speakers and workshop facilitators, whether students or outside guests) must fill in the ASFA MA Honorarium Invoice Template, sign it, save it as a PDF and upload it on the next step. One invoice per person per event.

    You will also need proof the event took place: the GA agenda or minutes naming the chair, or the event flyer or workshop poster.

    Under ASFA Standing Regulations, honorariums issued for MA initiatives are deducted directly from your association’s allocated budget line (Academic, Social, or Administration). The standard minimum is $250.00 for event speakers and workshop facilitators, and $50.00 for General Assembly facilitators or chairs (Article 36 of the ASFA Standing Regulations), unless negotiated otherwise. Unspecified lump-sum honorariums without named deliverables cannot be approved.

    Pay the person directly through this form. Do not pay a chair or speaker in cash and claim it back.

  • Date of Service*
     - -
    2 digit month, 2 digit day, 4 digit year
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  • Download the ASFA MA Honorarium Invoice Template

    The link opens a "Make a copy" page. You cannot edit the original, so click Make a copy, fill in your copy, then File > Download > PDF and upload it below.

    Before uploading, rename your PDF with your full name. Example: Joe Mama ASFA MA Honorarium Invoice.pdf (not "Copy of ...").

  • Which document do I upload?

    Council Chairperson, Council Minute Keeper, or Care, Culture & Equity Commissioner (CCEC) (contracted roles): use the invoice.
    Download the ASFA Governance Role Invoice Template

    All other roles (Equity Committee, Judicial / Investigative Committee, Loyola Committee Chair, Consul, Elections Staff): use the claim form, signed by you and your committee chair or supervising executive.
    Download the ASFA Honorarium Claim Form 2026-2027

    Both links open a "Make a copy" page. You cannot edit the original, so click Make a copy, fill in your copy, then File > Download > PDF and upload it below.

    Before uploading, rename your PDF with your full name. Example: Joe Mama ASFA Honorarium Claim Form 2026-2027.pdf or Joe Mama ASFA Governance Role Invoice.pdf (not "Copy of ...").

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  • Event / Purchase Date*
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    2 digit month, 2 digit day, 4 digit year
  • Estimated Budget Breakdown*
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  • Advances are only for expenses of $300 or more (Article 65 of the ASFA Standing Regulations).

    Your estimated total is under $300. Please pay for the expense first, then submit a Standard Reimbursement with Receipt/Invoice with your receipts. You can click Back to change your request type.

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  • *Advance Reconciliation / Receipt Submission*

    Use this form to reconcile and clear an advance payment previously issued to your Member Association or Committee. Under Article 68 of the ASFA Standing Regulations, you are legally required to submit all original, itemized vendor receipts proving how advance funds were spent within seven (7) juridical days of the event/purchase.

  • Valid Receipts Required: Receipts must clearly show the vendor name, date, itemized list and quantity of items, total amount paid, and proof of zero balance / payment method. Personal e-transfer screenshots and bank statements are strictly prohibited.

    If your total spending was less than the advance issued, you must declare the remaining balance below and immediately Interac e-transfer the difference back to ASFA at finance@asfa.ca. In the e-transfer memo/message, you must include your Member Association name, the original event name, and the note "Advance Reconciliation Refund".

    Compliance Notice: Failure to reconcile within 7 juridical days (Article 68 of the ASFA Standing Regulations) will result in an immediate freeze on your Member Association's operational budget.

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  • Before you upload your receipts

    1. One request = one event or activity. All receipts in this request must be for the same event or activity, under one budget line (e.g. Academic → Study Sessions). Do not combine different events, even in the same category: a Study Session and a Networking Event need two separate requests. Requests that mix events will be sent back for you to split.

    2. One PDF. Merge all your receipts into a single PDF using combinepdf.com.

    3. Original, itemized receipts only. Bank statements, screenshots of money leaving your account, and order confirmations ("Thanks for your order!" emails or screens) are not receipts on their own. For online orders, upload the final receipt or invoice that shows the amount paid.

    4. Foreign currency. Also upload proof of the exact CAD amount charged (e.g. your credit card statement line).

    You will check your store against the Restricted Vendors List on the next page. Full receipt requirements are also on the next page.

  • AUDIT COMPLIANCE & RECEIPT RULES

    1. Contract Alignment & Itemized Billing: All submitted invoices must be fully itemized, detailing the specific scope of work, hours billed, and services rendered. These charges must align exactly with the authorized rates and terms established in the signed engagement letter or service contract.

    2. Audit Trail & Prohibited Summary Statements: As a registered non-profit organization, ASFA is legally required to maintain a complete and authorized audit trail for every disbursement. Summary statements that lack supporting documentation or specific itemization for individual charges are non-compliant and will not be processed or authorized for payment.

    3. Consolidated PDF Documentation: All financial and billing documentation must be submitted in a single, consolidated PDF format. Any request for the payment of a total balance must be supported by a comprehensive statement that clearly links each charge to a specific, itemized invoice to ensure efficient administrative processing.

    4. Payment Processing: The ASFA Finance Coordinator holds a fiduciary duty to verify the legitimacy of every charge against an approved contract before any funds are authorized for release. The preferred payment processing details (Interac e-transfer, direct deposit/EFT, or physical cheque) must be explicitly provided directly on the invoice.

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  • Receipt and Invoice Requirements for Reimbursement

    1. Required information. A receipt or invoice will be accepted only if it clearly shows all of the following:

    • (a) the vendor's business name and address;
    • (b) the date of the transaction;
    • (c) an itemized description of the goods or services purchased, including quantity and unit price;
    • (d) applicable taxes (GST and QST) listed separately, along with the vendor's tax registration numbers;
    • (e) the total amount paid;
    • (f) the method of payment (e.g., Visa, Mastercard, Interac, cash) and, where applicable, the last four digits of the card used;
    • (g) a receipt, invoice, or transaction number.

    2. Proof of payment. The document must confirm that payment was completed. An invoice without proof of payment, a quote, or an order confirmation will not be accepted.

    3. Link to the claimant. The receipt must identify the claimant as the payer, through their name or a payment card registered to them. Where it does not, the claimant must provide supporting documentation linking the payment to them.

    4. Account balances and statements. Payments toward an account balance must be accompanied by an itemized statement showing each individual charge. A bank or credit card statement alone is not sufficient proof of purchase.

    5. Legibility. Documents must be complete, legible, and unaltered. Cropped, blurred, or redacted documents that hide required information will not be accepted.

    6. Handwritten receipts. Handwritten receipts are accepted only if they meet every requirement in Section 1.

    7. Supporting justification. Each claim must include:

    • (a) a brief statement of the expense's purpose for the association;
    • (b) the approved budget line under which the expense falls.

    8. Eligibility. Meeting the documentation requirements does not guarantee reimbursement. Expenses must be for association purposes and within the approved budget. Personal expenses, penalties, and fees not related to association activities are not eligible.

    9. Incomplete claims. Claims that do not meet these conditions will be denied. The claimant may resubmit with the missing documentation.

  • ⚠️ Restricted vendor check

    ASFA follows its Restricted Vendors List (ethical purchasing and solidarity mandates, including BDS). Purchases from listed companies may be refused.

    Type the store or vendor you bought from in the box below. If your receipts come from more than one store, type the main one.

    Want to learn more? Read about the BDS movement.

  • ⚠️ This vendor is on the ASFA Restricted Vendors List.

    {restrictedVendorDetails}

    The list applies to purchases, meaning money ASFA or your MA pays directly to these companies.
    • Restricted: buying pizza from Domino's, ordering supplies on Amazon, buying Coke or Pepsi drinks for an event, booking an Airbnb.

    You can still submit this request. The Finance Coordinator will review it and may follow up. Please choose an alternative for future purchases.

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  • ASFA Sustainability Compliance Checklist (MA Expenses Only) | (Check all that apply - required for MA event/expense reimbursement per Art. 243*
  • Who should ASFA pay?*
  • Preferred Payout Method*

  • Direct Deposit isn't available when paying someone else. A void cheque shows the other person's bank account number, so choose Interac e-Transfer (to their email) or a physical cheque instead.

  • Your banking information is fully encrypted and will ONLY be accessible to the ASFA Finance Department (Finance Coordinator and Finance Clerk) to process your payment. It is completely hidden from Member Association (MA) and Committee signing officers.

  • Payout Method & Banking Details

  • Paying a vendor directly: enter the vendor's payment details below (the vendor's e-Transfer email, or the vendor's void cheque / direct deposit form), with the vendor's contact person as the name. Make sure the vendor's invoice is uploaded with your documents.

  • Paying someone else: enter the details of the person being paid below (their name, phone and e-Transfer email), not your own.

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  • Please confirm that the name matches your bank account and that Auto-Deposit is enabled on this email to prevent delays.

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  • General ASFA Financial Agreement

  • Please acknowledge the following*
  • Formal Terms & Conditions (Audit Protection)*

  • Advance Payment Agreement & Penalty Clause

  • Advance Funding Terms & Budget Freeze Acknowledgment*

  • Declaration:

    By signing below, I certify that all submitted expenses are authentic, accurate, and incurred exclusively for this approved project. I acknowledge that:

    1. Receipt Validity: Only original, itemized vendor receipts are accepted; personal e-transfer screenshots, credit card slips, and bank statements are strictly prohibited.

    2. Unspent Balances: Any unspent advance funds must be remitted back to ASFA via Interac e-transfer to finance@asfa.ca.

    3. Compliance & Freeze Rule: Failure to submit valid receipts and reconcile funds within seven (7) juridical days will result in an automatic freeze of our Member Association's budget under Article 68 of the Standing Regulations.

     

  • Terms & Conditions: Grant & Academic Award Submissions

    By submitting this request, I declare and agree to the following conditions:

    1. Contestation Period: In the event that this award, grant, or reimbursement is refused, I understand that I have strictly seven (7) juridical days from the issuance date of the refusal notice to file a written contestation with the Finance Coordinator pursuant to Article 70 of the ASFA Standing Regulations.
     
    2. All attached documents (transcripts, proposals, letters of intent) are genuine and accurate. I understand that no grant or academic award will be issued without prior evaluation and formal approval by the ASFA Academic Coordinator.
     
    3. Non-Commercial Nature: I acknowledge that this funding represents a competitive grant, student subsidy, or institutional award, and does not establish an employment relationship or commercial contract with ASFA.

    4. Compliance & Ineligibility: I understand that award or grant claims submitted past the fiscal year deadline (May 31st, 2027), claims lacking required academic verifications, or requests made contrary to ASFA Standing Regulations are ineligible and subject to immediate refusal.

  • Honorarium Terms & Policy Agreement

    Certification & Compliance Conditions:

    By submitting this request and providing signature verification, I certify and agree to the following terms:

    1. Nature of Payment & Classification: I certify that this remuneration represents an internal honorarium or discretionary token of appreciation for services rendered (such as workshop facilitation, guest speaking, journal contributions, or statutory committee duties), rather than employee wages. Unless governed by an independent commercial service agreement or third-party contract, no formal employer-employee relationship is created with ASFA.
     
    2. Statutory Limits & Budget Deductions: I acknowledge that honorariums issued for Member Association (MA) initiatives are deducted directly from the association’s approved operational budget line (Academic, Social, or Administration). Per the ASFA Standing Regulations, rates adhere to established minimums ($250 for event speakers/facilitators; $50 for General Assembly chairs) unless otherwise negotiated, and unitemized lump sums lacking named deliverables or role breakdowns cannot be disbursed.

    3. Tax Compliance & SIN Reporting: I understand that honoraria are legally considered taxable income under federal and provincial law. If cumulative earnings from ASFA exceed $500 CADwithin the calendar year, I agree to provide my Social Insurance Number (SIN) to the ASFA Finance Department upon request for the issuance of a CRA T4A / Revenu Québec RL-1 tax slip.
     

    4. Verification & Contestation: I confirm that all attached proofs (event posters, agenda minutes, or signed agreement forms) accurately reflect the completed mandate. Any denied claims are subject to the standard seven (7) juridical day contestation window under Article 70 of the ASFA Standing Regulations.

  • FROSH Certification & Compliance Conditions:

    By submitting this claim and signing below, I certify and agree to the following conditions governed by the ASFA Standing Regulations and By-Laws:

    1. Mandate & Fiscal Year Deadlines (Article 40): I certify that all expenses and services claimed took place during the authorized FROSH period. Under Article 40 of the ASFA Standing Regulations, all expense claims must be filed before May 31st of the academic mandate year. Submissions received after this date are strictly ineligible for payment.
     
    2. Receipt Standards & Insufficient Proofs (Article 39): I acknowledge that ASFA only reimburses legitimate, itemized expenses. The ASFA Finance Coordinator holds the statutory authority to approve or deny insufficient, vague, or non-itemized receipts.
     
    3. Contestation Policy (Article 70): If a reimbursement or payment request is refused by the ASFA Finance Department, the claimant has strictly seven (7) juridical days from the issuance date of the refusal notice to submit a formal written appeal to the ASFA Finance Coordinator at finance@asfa.ca. After seven (7) juridical days, the refusal decision becomes permanent and unappealable.
     
    4. Nature of Remuneration & Tax Reporting: For individuals receiving honorariums or contractor stipends: I acknowledge that this payment is an internal honorarium or contracted service fee, not employee wages. If cumulative payments from ASFA exceed $500.00 CAD in the calendar year, I agree to provide my Social Insurance Number (SIN) upon request for mandatory CRA T4A / Revenu Québec RL-1 tax reporting.

  • FROSH Quad Day Tabling: Terms & Conditions for Member Associations

    Notice & Allocation Terms:

    All claims submitted for FROSH Quad Day tabling are funded directly through the central ASFA Outreach budget line and are subject to the following administrative conditions:

    1. Fixed Allocation Cap ($100.00 CAD): Each participating Member Association (MA) is pre-approved for a strict maximum reimbursement cap of $100.00 CAD by the ASFA Outreach Coordinator.

    2. Over-Budget Submissions (> $100.00): If your uploaded itemized receipts total more than $100.00 CAD, ASFA will only reimburse up to the approved $100.00 ceiling. Any excess amounts cannot be reimbursed and must be absorbed out-of-pocket or covered through your association's own operating budget lines upon separate executive approval.

    3. Under-Budget Submissions (< $100.00) & Remaining Funds Reallocation: If your uploaded itemized receipts total less than $100.00 CAD, you will only be reimbursed for the exact dollar figure shown on your valid receipts. Unused balances from your $100.00 tabling allowance will not be credited, rolled over, or transferred into your Member Association's operational budget ledger; all unspent funds remain within and revert directly back to the ASFA Outreach budget pool.

    4. Receipt Validity & Mandatory Standards: Claims must be accompanied by original itemized vendor receipts showing the vendor name, purchase date, item breakdown, quantities, and zero balance / proof of payment. Bank statements, personal Interac e-transfer screenshots, and credit card slips alone are strictly inadmissible.

    5. Deadlines & Contestation: Claims must be submitted before May 31st of the mandate year. In the event of a reimbursement dispute or refused receipt, the association has strictly seven (7) juridical days from the date of the refusal notice to submit a written contestation to the Finance Coordinator (finance@asfa.ca) under Article 70 of the ASFA Standing Regulations.

  • You're almost done!

    Click Submit Request to send your request to ASFA Finance.

    What happens next

    1. Your request goes out for approval: your Member Association's signing officers or your approving group (if you are not an ASFA member), then ASFA Finance, then a second ASFA signing officer.
    2. Once it is approved, the Finance Clerk sends your payment using the payout method you chose.
    3. You'll get email updates when your request is approved, paid, or put on hold.

    Want to double-check something? Click Back to review your answers first.

    Questions? Email finance@asfa.ca.

  • This authorization code does not match the type of request you selected. Please go back and choose the correct request type, or use the code for this request type. Contact finance@asfa.ca if you need help.

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