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.

PAYMENTS & REIMBURSEMENTS

Paid for something for ASFA or your MA, did paid work for ASFA, need ASFA to pay a vendor, or need advance funding? Start here.

Hired or contracted by ASFA? Submit your invoice through the same form. Not sure which form you need? Open Which form do I use? below.

Open the Payment Request Form
Read the How-to Guide (PDF)

CODE FIRST

Enter your authorization code and click Verify. Your request type and category fill in and lock for you.

NOT A MEMBER?

No code needed. Pick the group that approved your purchase and upload proof of approval.

REQUEST ID

Every request gets a number like ASFA-2026-0042. Use it whenever you contact finance@asfa.ca.

  • Pick the line that matches what you need:

    • Get reimbursed for something you already paid for: use the Payment Request Form

    • Have ASFA pay a vendor directly (you have their invoice): use the Payment Request Form

    • Get paid for work you did for ASFA (hired, contracted or governance roles): submit your invoice through the Payment Request Form

    • Pay an honorarium, bursary or award: use the Payment Request Form

    • Get advance funding to organize an event ($300 or more): use the Payment Request Form. Only paying one vendor? It is easier to have ASFA pay the vendor directly.

    • Get funding for an event or project you are organizing: apply for Special Project Funding (see below)

    Keep a paper trail. To be reimbursed, 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.

    Questions? Email finance@asfa.ca.

  • Payment requests are how ASFA issues funds to individuals, member associations and outside vendors. Every payment follows ASFA's By-Laws and Standing Regulations.

    Start here

    Use this form to

    • Get reimbursed for something you paid for

    • Have ASFA pay a supplier or vendor invoice

    • Get paid for work you did for ASFA (hired, contracted or governance roles): submit your invoice

    • Pay an approved honorarium or student award

    • Request advance funding ($300 or more) and submit your reconciliation

    Your authorization code

    • MA and executive claims need a code. Enter it first and click Verify.

    • Signing officers keep the code safe and may share it with people buying on the association's behalf.

    • Incorrect or unauthorized codes are flagged and denied.

    • Not an ASFA member? You don't need a code. Pick the group that approved your purchase and upload proof of approval.

    Receipts

    • Original, itemized receipts in one PDF: vendor name, date, items, total paid and proof of payment.

    • Bank or credit card statements and e-transfer screenshots alone are not receipts.

    • Paid in another currency? Add the bank or card line showing the exact CAD amount.

    Ethical purchasing (BDS)

    • No purchases from companies on the BDS list, including Coca-Cola. Requests with prohibited items can be denied.

    Deadline

    • All 2026-2027 claims and reconciliations must be submitted before May 31, 2027.

    Questions? See Chapter 1 of the ASFA Standing Regulations or email 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.

REGISTER YOUR MA

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

STUDENT GROUPS

Running a student group in Arts & Science? Register it with ASFA here.

Student Group Form

MA EXECUTIVES

Elected to your MA's executive? Register here so ASFA has your team on file.

MA Executive Form

CONCERNS

Please fill out the form below to file a complaint against an Arts and Science student, ASFA, or MA executive or councillor. This information is confidential, but will be read by the Care, Culture, and Equity Commissioner (CCEC), members of the Investigative Committee (IC), and ASFA lawyers. Information can be kept on file via a private Google Workspace for seven years.

Please note that possible outcomes under the ASFA's Policy Against Discrimination, Harassment, and Violence include warnings and instructions to attend a workshop.

You can also contact :

  • Concordia's Office of Rights and Responsibilities (ORR) at : rights@concordia.ca , for complaints to be brought to Concordia’s Tribunal,

  • Concordia's Sexual Assault Resource Centre (SARC) at : sarcinfo@concordia.ca , for other types of support and for SARC-specific harassment, discrimination, and violence complaint forms, or

  • Montreal’s Sexual Assault Centre (MSAC) at : info@cvasm.ca , for reaching their sexual violence helpline, request medico-social intervention and/or a clinical follow-up.

ASFA also acknowledges that the following policy is constantly iterating which includes the flow of this complaint form. We welcome all feedback from the community regarding this process, and thank you deeply for your patience.

File a complaint

or email equity@asfa.ca