Spending Club Funds

Spending Club Funds

Use a Purchase Request when your club needs to use money already available in its LUSU account.

A Purchase Request can be used to:

  • Reimburse a club officer or member for an approved out-of-pocket expense.
  • Request payment to an organization or vendor.
  • Request payment to a Lakehead University department.
  • Pay an approved invoice using existing club funds.

Before Spending Money

Before making a purchase:

  1. Check your club’s available balance in Clubs Den.
  2. Confirm that the expense is permitted and supports the club’s purpose.
  3. Obtain any required event, funding, contract, or purchasing approval.
  4. Confirm what documentation will be required.
  5. Avoid signing an agreement or committing LUSU or Lakehead University to an expense.

If the club does not have enough money, submit a Funding Request before making the purchase.

Funding Your Club

Required Documents

Every Purchase Request must include an original, itemized receipt or invoice.

The document should clearly show:

  • What was purchased.
  • The amount paid or owing.
  • The vendor or organization.
  • The transaction date.
  • Any applicable taxes.
  • Proof of payment when reimbursement is requested.

LUSU cannot process requests without the required documentation.

Submit a Purchase Request

  1. Log in to clubsden.lusu.ca.
  2. Select My Organizations.
  3. Choose your club.
  4. Open Organization Tools and select Finance.
  5. Select Create Request.
  6. Select Create Purchase Request.
  7. Enter the payment or reimbursement information.
  8. Upload the itemized receipt or invoice.
  9. Complete and submit the request.
  10. Have a second club officer review and approve it.

The second officer must move the request to LUSU Admin Review before LUSU can process it.

Reimbursements

Club members may be reimbursed for approved club expenses. A reimbursement is not a wage, salary, honorarium, or payment for serving as a club officer.

The person requesting reimbursement must provide an itemized receipt and any other information required to verify the expense.

Paying an Invoice

Obtain approval before placing an order or agreeing to an expense that will be invoiced.

Club officers cannot sign contracts or agreements on behalf of LUSU or Lakehead University. Any agreement requiring LUSU’s involvement must be submitted for review before it is signed.

An invoice submitted without prior approval may become the responsibility of the individual who authorized the purchase.

Track Your Request

Submitted requests can be reviewed through the club’s Finance tools in Clubs Den. The request page shows its current stage, supporting documents, comments, and any additional information requested by LUSU.

For the 2026–2027 year, reimbursement requests for expenses incurred between September 1, 2026 and April 30, 2027 must be submitted by April 30, 2027.

Check the Important Dates page each year for the current deadline.

For assistance, email clubs@lusu.ca.