Step 1: Before the activity

1. Read through the Application criteria.
2. Fill out the **Application Form.**

   • The application form will request a filled-out budget spreadsheet file, which can be prepared in advance using this template:

     Initial Budget.xlsx

   • The file also contains an Example Budget for your reference.

<aside> ❗ Please be very specific when filling it out. Budgets without suppliers will be rejected

</aside>

1. When the Application Form is submitted, you receive a confirmation email with a budget number. Save this information. You will need it if you have any questions about your application or the final report.
2. The Activity Pool Committee reviews your application.
3. You receive an email with the Activity Pool Committee’s decision.

Step 2: During the activity

1. Total expenditure and all transactions must be documented with original receipts. Only expenses approved in your application’s budget can be purchased.

2. Designate a cashier who will be responsible for the purchases, collecting receipts and doing the final budget.

   <aside> ❗ The receipts must not contain items that have not been approved in the initial budget. Please purchase other items on separate receipts.

   </aside>

Step 3: After the activity

1. Compile all your purchase receipts into one PDF.

   • Tools like ilovepdf.com can help.

   <aside> ❗ Please add labels to the PDF indicating the names of each individual receipt corresponding to the budget.

   </aside>

2. Fill out the **Final Report Form.**

   • The final report form will request you to submit your final budget, which can be prepared in advance using this template:

     Final Budget.xlsx

   • The file also contains an Example Budget for your reference.

   • The final report form will request you to submit the PDF file with receipts.

3. If you have spent less than what you applied for, please send the money back to:

   • Registration and account number: 6140 0001042660

   • Transfer reference: [Your application number - name of organization/ name of applicant].

     <aside> ❗ Always include a transfer reference with identifying information, so we can link the money to your application.

     </aside>