Step 1: Before the activity

1. Read through the Application criteria

2. Create a budget for your event using this template:

   Budget-NameOfYourOrganization.xlsx

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

   </aside>

3. Rename the budget to “Budget - [Name of organization]” (e.g. Budget - CBS Students)

4. Email the budget to**:** [email protected]

   • Subject: Budget - [Name of organization]
   • Add your budget as an attachment, not a link

   <aside> ❗ It is important to include the word budget in the subject line

   </aside>

5. Fill out the Application Form

6. Your application is reviewed by the Activity Pool Committee

7. You receive an application number. Save this information. You will need it for the final report.

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 is 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. Rename the PDF with the receipts to “Receipts - [Name of organization]” (e.g. Receipts - CBS Students)

3. Fill out the final report spreadsheet using the template below:

   FinalBudget-NameOfYourOrganization.xlsx

4. Rename the final budget spreadsheet to “Final budget - [Name of organization]”

5. Email the final budget spreadsheet and receipts PDF

   • To: [email protected]
   • Subject: Final report - [Name of organization] [Application Number] (e.g. Final report - CBS Students A123)
   • Include the final report spreadsheet and receipts in PDF as attachments

   <aside> ❗ It is important to include the words final report in the subject line.

   </aside>

6. Fill out the Final Report Form

7. 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>