Chapter-finance guide

The current practical rules for 2026/27.

This in-app guide replaces the 2023/24 mentor-approval instructions. It does not move money or promise that a request will be approved.

Before spending

• Use chapter money only for a proper Raise purpose and check the chapter balance first.
• There is no chapter-member request cap and no mentor or chapter-peer pre-approval step.
• If you are unsure, use Ask the national team before committing the money.

Claiming an expense

• Sign in with your invited Google account, keep your private payment profile complete, and upload the original receipt or invoice.
• Check the extracted merchant, date, currency and total yourself. If the file may not be a receipt, acknowledge the warning and explain it; the system never approves evidence automatically.
• A Treasurer or President reviews every request. Below £200 one national officer may approve. At £200 or more, one Treasurer and one President must approve as two different people. Nobody may approve their own claim.
• An approved claim is normally paid within seven days. Payment and later bank matching are separate recorded steps.

Money coming in

Send an incoming-money notice with the expected amount, date and reference. The notice does not change the chapter balance: money is received only when the real Co-op transaction is imported and linked.

Privacy and access

Your payment details belong to your account, not to the chapter. They are encrypted, masked on ordinary pages and frozen separately for each submitted claim. Never put a full sort code or account number in a question, email or notes field. Chapter access resets on 1 August; training remains valid for 365 days.

Read the privacy notice · Contact the Treasurer if you cannot sign in