How to Submit a Reimbursement Claim Form
If you need to be paid back for something you bought for your club or society, you need to fill in a form online. Here’s exactly how to do it.
Step 1: Log In
Go to brunelstudents.com and log in with your student account.
Step 2: Find Your Club or Society
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Go to the Activities section
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Select Team Brunel Sports Clubs for sports, or Societies for societies
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Click Join a club or Join a society
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Find your club or society from the list
Step 3: Submit the Claim
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On your club or society page, click on Submit a reimbursement claim – Finance request (this is usually on the right-hand side)
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Fill in the form with all the details
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Upload any receipts or documents that show what you spent
(VAT receipts are needed if they apply)
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Once everything is filled in, submit the form online
Extra Steps for Certain Claims
1. Personal Mileage (Using Your Own Vehicle)
Upload two Google Maps screenshots: one for the journey from Brunel to your destination, and one for the return trip.
Make sure the mileage is clearly shown.
Reimbursement is 25p per mile, based on the screenshots.
In the description box, write “Personal Mileage” and say where you went and why.
Example: “Brunel vs Portsmouth Men’s 1 Football Match – 7 October”
If anything needs changing, fix it and send the form again.
2. Minibus Usage
If you used a Union minibus, upload the fuel receipt.
You can claim back the full amount.
3. Accommodation
You can claim £25 per person per night, or the actual amount spent, whichever is less.
Upload your booking confirmation and a bank statement to show you paid.
Important:
In the description box, include:
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The travel date
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Where you went
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What you bought
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Why you spent the money
You must get approval before spending money.
If the Union has not approved the trip or accommodation, the claim will not be paid.
All claims must be sent in within one month of the spend.
What Happens Next – The Approval Process
Reimbursements usually take up to 5 working days.
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Your claim is checked by your chair/president or treasurer
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Then it goes to the Student Activities team for a final check
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Then it is sent to the Finance Department to be paid
If something is missing:
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The form will be sent back to you to fix
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Once fixed, it must be approved again by your chair/president or treasurer
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Then it will be sent back to Student Activities for a final check
If you have questions or something isn’t working, contact Student Activities or come and speak to us in the Union office.