Internal charges

If you purchase goods or services from another group or from a Union department, they will raise an internal charge which you will need to approve to pay them. Similarly, if you provide goods or services to another Club, Society or Project you should raise an internal charge to obtain payment for it.

 

Requesting an internal charge

Step 1: Login to eActivities
Step 2: Navigate to Internal Charging

Go to Finance > Transfers > Internal Charging. The screen below will appear. It will default to the New Submission subtab.

Step 3: Fill in the details of the internal charge

Fill in details (receiving committee, committee being charged and any relevant notes) to request the internal charge.

When you have filled in these fields a set of boxes will appear. Complete details of the description of what you are charging, the account, activity, funding and the amount you wish to be credited. These codes indicate where the money will go in your accounts.

Step 4: Submit the internal charge request

When you have filled in all the details click Commit to submit the internal charge. The relevant officer of the committee being charged will have to approve the internal charge. Depending on the value of the internal charge it may require further approval, details are given on the Expenditure approvals page. Internal charges are processed by the Union Finance Team within five working days of being fully approved.

 

Approving an internal charge

Step 1: Login to eActivities
Step 2: Navigate to Internal Charging

Go to Finance > Transfers > Internal Charging > List requiring authorisation and select the internal charge you wish to approve. The screen below will appear.

Step 3: Fill in the details

You will need to decide where each internal charge should be paid from. Before you authorise an internal charge check on your transaction pages you have the funds available.

If you are happy to approve the internal charge fill out all the fields with appropriate details on account, activity name and funding code.

Step 4: Authorise the internal charge

If you are happy with all the details click Authorise. Depending on the value of the internal charge it may require further approval, details are given on the Expenditure approvals page. Internal charges are processed by the Union Finance Team within five working days of being fully approved.

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