This section contains forms which can be submitted to ASFA in order to receive payments, with a brief explanation of which form to use for the thing you’re trying to do.

REGISTRATION FORMS

Member Association executives all need to submit forms in order to register themselves officially to their positions. They are as follows:

  1. Dean of Students Registration Form - One per MA.

    1. This form ultimately goes to Concordia and not ASFA but requires ASFA’s signature along the way. Do this form first.

    2. The DoS form lists your entire executive team with positions and contact information. Your signing officers (2-3 people) and booking officer (exactly 1) must sign this form before sending it to internal@asfa.ca to get the final signature. Once fully signed, send it to david.baker@concordia.ca.

  2. Signing Officer Appointment Form - 2-3 per MA.

    1. Each association needs 2-3 signing officers to approve expenses.

  3. Councillor Appointment Form & Confidentiality Waiver - 1-2 per MA.

    1. Each MA must have an ASFA councillor and may choose to have an alternate councillor as well. In order to attend council meetings, access your councillor email, and view council documents, you must sign the appointment form and confidentiality waiver. Send it to chair@asfa.ca AND internal@asfa.ca.

  4. Harassment Policy Acknowledgement Waiver - All MA Executives

  5. Ethical Purchasing Policy Acknowledgement Waiver - All MA Executives

FINANCE FORMS

Need to be reimbursed? Looking for grant funding? The following forms on this page can help you.

  • To be reimbursed for expenses you’ve already paid for; to have ASFA pay a vendor directly where have an invoice; to pay an honorarium, bursary, award, etc to someone where you don’t have an invoice,

  • To request Advance Funding so you can pay for organizing an event,

    • Use the Payment Request Form

    • Note that Advance Funding must be for $300 or more. If you’re only paying a single vendor, it will be easier to have ASFA pay the vendor directly than to request advance funding, although you may.

  • To request funding for an event or project that you’re organizing,

    • Use the Special Project Funding Request Form

The most important thing to remember is: keep a paper trail! To be reimbursed for things there needs to be a record of it. Don’t lose your receipts, and don’t make transactions that don’t create a record. If a vendor doesn’t give you a receipt, ask for one.

For any question or inquiry can be sent to finance@asfa.ca

Completed forms with supporting documentation (receipts, invoices, contracts, etc) must be combined into one PDF document. Do not send multiple attachments for one reimbursement. There are many resources online to do this, such as a combined PDF.

  • Payment requests are how ASFA (the Arts and Science Federation of Associations) issues funds to individuals, member associations, and outside vendors. Through this portal, you can submit expense reimbursements, request payment on supplier and vendor invoices, process approved honorariums and student awards, and manage advance funding requests and reconciliations. Every payment follows ASFA's By-Laws and Standing Regulations to ensure accountability and support proper audit tracking.

    Access the 2026–2027 Payment & Reimbursement Form

    Submission Requirements and Audit Standards: To ensure timely processing and meet annual audit requirements, all expense claims must include original, itemized receipts submitted in PDF format. Receipts must clearly show the vendor's name, transaction date, an itemized list of goods purchased, the total amount paid, and proof of payment. Please note that bank statements, credit card statements, and screenshots of e-transfers (e.g., Interac) confirm only that money moved - they do not qualify as proof of purchase on their own, in line with standard non-profit accounting practices. For claims involving foreign currency, please include a corresponding bank or credit card line item showing the exact CAD amount charged. Finally, be sure to select the correct association or department from the portal dropdown; incorrect selections can delay approvals or result in claim cancellation.

    Authorization Codes and Security Protocols: To protect federation funds and prevent unauthorized submissions, all Member Association and Executive expense claims require an Authorization Code. Each association and executive portfolio has been assigned a unique code, which must be entered to unlock the submission form. Signing officers are responsible for safeguarding their code and may share it with authorized representatives making purchases on the association's behalf. Claims submitted with an incorrect or unauthorized code will be flagged during review and denied.

    Ethical Purchasing Policy (BDS Compliance): All expenditures and reimbursement claims must comply with ASFA's ethical purchasing policy and the Boycott, Divestment, and Sanctions (BDS) list. Federation and student levy funds cannot be used to purchase goods or services from companies on this list, including Coca-Cola. ASFA reserves the right to deny any payment or reimbursement request that includes prohibited items.

    Mandate Deadlines and Inquiries: All claims and reconciliations for the 2026–2027 mandate must be submitted before the fiscal year-end deadline of May 31, 2027.

    For more detail on procedures, timelines, or disbursements, please refer to Chapter 1 of the ASFA Standing Regulations, or reach out to the Finance Department at finance@asfa.ca or clerk.finance@asfa.ca.

  • Applications are open for 2026-2027.

    ASFA funds projects run by Arts & Science students, for Arts & Science students. If you have an idea that would make things better for people in the Faculty - a workshop, a speaker night, a publication, an exhibition, a study space, something nobody has tried yet - this fund exists to pay for it.

    There are two streams:

    Applications close Friday, April 30, 2027, or earlier if a fund is fully committed. Every project must be finished and every receipt submitted by May 15, 2027.

    Before you apply

    • [Budget template] - Mandatory : Fill out this budget template and attach it to your SPF application.

    1. Apply before you spend. ASFA cannot reimburse anything bought before the Finance Committee approves your application. This is the most common reason applicants lose funding they would otherwise have received.

    2. This is a reimbursement, not a cheque up front. You pay, you send us the original receipts with a Cheque Request Form, and ASFA pays you back within 14 days. If a purchase is large, ASFA can pay the vendor directly instead - ask us before you order.

    3. An approved amount is a ceiling, not a cheque. If you are approved for $600, ASFA reimburses documented expenses up to $600. If the project costs more, the difference is yours.

    Who can apply?

    Members-at-Large: two or more Arts & Science undergraduates applying together, each registered in an honours, specialization, major, minor or certificate in the Faculty. One of you is the lead applicant.

    Member Associations: associations recognized as officially active by the Council of Representatives, applying through a signing officer, for a project that is not already funded in their approved annual budget.

    Everyone must be a Member in good standing. Under By-Law 20.4, members in bad standing cannot receive Special Project Funding, as individuals or through a Member Association.

    How your application is decided

    The Finance Committee meets on the 1st and 3rd Wednesday of each month. Anything received before 5:00 PM on the Friday before a meeting goes on that agenda.

    You will hear back within 14 juridical days. The decision will be one of four: approved as requested, approved at a different amount, deferred with questions, or declined with reasons.

    You are welcome to come to the meeting and speak to your project for a few minutes if you would like to. We will email everyone on the agenda beforehand with the details. Not attending will not count against your application.

    What gets funded?

    The Finance Committee funds projects that directly benefit Arts & Science undergraduates - that is the test set by ASFA's Standing Regulations, and it carries more weight than anything else in your application. Projects taking place on campus get priority.

    Beyond that, the committee looks at how many students benefit and how directly, whether the budget is realistic and itemized, whether the project is open and accessible, whether you can actually deliver it, and whether it meets ASFA's sustainability standards.

    Usually funded: venue and equipment rental, catering, speaker honoraria, materials and supplies, workshop costs, accessibility costs such as interpretation or childcare, promotion, publication and exhibition costs, modest prizes tied to taking part.

    Not funded: alcohol, events at bars or pubs or venues inaccessible to students, personal equipment kept by an individual, payments to the applicants themselves, anything already in a Member Association's annual budget, political campaign material, and anything bought before approval.

    After your project

    Within 14 days of your project ending, and by May 15, 2027 at the latest, you send us three things: your receipts, a completed Cheque Request Form, and a Sustainable Event Form. You also send a short report - what happened, how many Arts & Science undergraduates took part, two or three photos, and a final accounting against your approved budget.

    We're building a single form for all of this. Until it's up, email everything to finance@asfa.ca with clerk.finance@asfa.ca cc’d, quoting your application reference.

    What happens if you don't?

    You don't get reimbursed. ASFA's fiscal year closes on May 31, 2027, and every application has to be financially complete before then. Receipts submitted after May 15, 2027 cannot be paid, whatever the reason. This is the consequence that actually costs you money.

    Future applications may be refused. ASFA may decline a new application from the same applicants, or the same Member Association, while a report from a funded project is still outstanding.

    For Member Associations, failing to meet ASFA's financial obligations - including overdue receipts after an advance payment - can result in the association's budget being frozen under the Standing Regulations.

    Questions?

    Applications, eligibility, budgets, decisions: finance@asfa.ca

    Reimbursements, cheque requests, payments: clerk.finance@asfa.ca

    If you are not sure whether your idea qualifies, email finance@asfa.ca before you fill anything in.

Student Group Registration Form

Member Association Executive Registration form

File a complaint

or email equity@asfa.ca