Vendor Creation Form
Upon being recognised as a Shared Interest Group (SIG), the Group’s Treasurer must submit the bank account details which the SIG plans to use for reimbursements from the College. This can be an individual’s bank account. The submitted bank account will be added to NUS Finance’s database of approved vendors to facilitate payment.
As part of the application process, we will send the Vendor Creation Form to your SIG Treasurer to complete. The completed Vendor Creation Form should be returned to alumni@yale-nus.edu.sg.
Upon approval, you will be given a unique Vendor Number, which you will need to indicate when you seek approval for reimbursement.
Guidelines and Policies
Please take note of the following NUS and Yale-NUS policies when applying for reimbursement:
Meals
To be reimbursed for meals, the amount incurred should not exceed the following:
| Meal | Amount per person |
| Breakfast/Tea | SGD 25 |
| Lunch | SGD 55 |
| Dinner | SGD 100 |
- For the reimbursement of meal expenses, the purpose of the meeting and a list of attendees must be provided.
- Claims for alcohol expenditure are capped at 25 per cent of the total meal or catering bill, including Goods and Services Tax (GST) and service charge. Any excess is not claimable and treated as personal expenses.
- Tips are generally not reimbursable. However, in countries where giving tips is a practice (for example, United States), tips of up to 15 per cent of the meal expenses is considered reasonable and hence eligible for reimbursement.
Exchange Rates
You can make your payment or request for reimbursement in currencies other than SGD. If you do, you must submit the actual charge as per your bank or credit card statement as a supporting document.
Please refer to the table below for information about exchange rates:
| Alum wants to be reimbursed in SGD | Alum wants to be reimbursed in Non-SGD | |
| Alum paid in SGD | No exchange rate needed | The SGD amount will be converted into equivalent non-SGD using NUS Finance’s SAP rate The claimed SGD amount will be used for budget reporting purposes |
| Alum paid in Non-SGD | The non-SGD amount will be converted into equivalent SGD using NUS Finance’s SAP rate The converted SGD amount will be used for budget reporting purposes | Reimbursement will be made in the listed non-SGD The non-SGD amount will be converted to equivalent SGD using NUS Finance’s SAP rate for budget reporting purposes |
If you wish to use your own exchange rate, you must provide the source of exchange rate as a supporting document, such as a copy of the bank statement to indicate the exchange rates used.
Other
- Payment of honorarium, per diem and other expenses to visitors should be made as one payment where possible.
- For Telegraphic Transfer (TT) bank charges, by default, the College will bear all bank charges and the payee (i.e. the SIG) should receive the full payment amount. If the payee receives a lower amount than expected, they should check with their bank as there might be other charges imposed by their bank which are not covered by the College.
Check budget and seek approval
Before you pay for your SIG’s expenses, the Treasurer should check the Group’s budget and see if that expense is within their budget for the quarter and financial year.
The Treasurer will then contact Alumni Affairs at alumni@yale-nus.edu.sg to seek approval for the intended purchase and its expected final cost, inclusive of any prevailing taxes.
Alumni Affairs will check with the SIG if there are any concerns about the expense. If not, Alumni Affairs will grant the approval to proceed with the expense.
Make your payment
Once you have received the approval from Alumni Affairs, the SIG can proceed to make the payment on their end.
Submit your request for reimbursement
To request for reimbursement, the SIG will need to provide Alumni Affairs at alumni@yale-nus.edu.sg with the following information:
- Your SIG’s vendor number
- Payee’s Name (as per bank records)
- Payment currency
- Payment amount
- The nature of the expense
Additionally, the SIG must provide supporting documents, such as original invoices or receipts.
- Missing Receipts. If original invoices and receipts are not available, you must explain why they are not available.
- Credit Card Slips. The SIG can provide credit card slips to to the original invoices to prove that payment is made, but credit card slips by themselves are not acceptable as supporting documents.
- Multiple Receipts. If you have more than one receipt, please provide a separate expense summary listing of the total amount you are requesting.
- Non-English Receipts. If your original invoices or receipts are not in English, you need to provide a translation along with a proof of payment (either a bank or credit card statement).
There is no guarantee that the College can reimburse the SIG if original supporting documents are not provided.
Receive reimbursement
If approved, the payee will receive the reimbursement to your provided bank account within 8 to 11 working days.
