Run Your Team or Club

 How do I manage the finances for my club or team?

Note: Club members are responsible for ensuring that all club finances follow the rules laid out in the Club Orientation Package. Requests will be denied if you have failed to follow the LSS and AMS financial rules, and the club member is responsible for any funds incurred or lost as a result.

After spending funds less than $250: club members must submit a reimbursement request to the Director of Finance along with copies of all receipts (itemized receipt + debit/credit receipt if applicable). Please note that the funds must have been spent reasonably and in accordance with AMS policies, otherwise you will not be reimbursed.

Before spending funds greater than $250:  club members must request an invoice from the vendor and submit a copy to the Director of Finance at least 10 days before the payment is due. Please note that AMS payment processing times are out of our control and vary based on payment method, so you must ensure that the invoice is submitted far enough in advance to get the payment processed in time.

If you need to deposit revenue into your club account, fill out the Club Deposit form (linked below) and follow the instructions on the form to deliver the funds to a UBC LSS executive member.

Fill out a Club Reimbursement Form When you’re done, send it to finance@ubclss.com

Fill out a Club Deposit Form Once complete, send it to finance@ubclss.com

How do I plan an event for my club or team?

You have your team or club set up. Now plan something for it to do!

Step One  

First, check the LSS Calendar for any conflicting events. Try to find a date and time that does not conflict with other groups. It’s simply good etiquette.

Step Two  

NOTE: Room booking is not an option in 2020-2021 due to COVID-19. The reception desk at Allard Hall does all room bookings. Make sure that your club or team event has a place to happen. You can also inquire about booking a space for your club’s meetings.

Step Three  

Once the date and place for your event are set, email the Director of Communications, to have your event added to the LSS Calendar. This is an oft-overlooked yet vital step as here are often multiple events happening each week at Allard Hall.

Step Four  

Read these carefully. Understand the process. If you don’t comply with the rules, you can’t get reimbursed for the cost of your event.

How do I promote my team, club or event?

You’ve set up your club and you’ve planned an event. Now is the time to let other students know what’s happening.

The LSS Newsflash goes out once a week. It’s full of information about what’s happening around Allard Hall. If you’d like to include your event, the person to contact is the Director of Communications. Send all the details you can, including the date, time and place of your event along with a brief description of what will take place. You must get your information in by the Sunday (5pm) before the week in which you want your event promoted. Please place “LSS Newsflash Entry” in the subject line.