Being a member of Loughborough University Cycling Club allows you to claim back for certain expenses you may incur during your academic year. In the past many people haven’t claimed because there not sure how or unsure if they can claim, but if you read on hopefully it will make the process clearer.

Step 1 – Do i have a claim?

The first thing to do is to see if you can claim or not. This is often the most confusing part, so the best option if you’re not sure is to get in contact with someone from the committee or just send an email to info@lsu-cycling.co.uk.

The rules regarding what expenses can be claimed have changed from 2010, the main change is that personal race fees cannot be claimed through the club. The reason this has been changed is because a small number of members where claiming a large amount of money from the club. In 2011 the club will provide more training trips away and hence all these expenses can be claimed from the club.

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Step 2 – Now what?

If you know you definatly have a claim or have just been told you can claim, the next bit is to work out how to file your claim. The Athletic Union run this quite simple – either a GREEN or a PINK Form.

• The GREEN form is for general claims relating to the club.
• The PINK form is for BUCS-related claims

Please note if you are making a claim for fuel you need to register your car with the athletic union. The reason for doing this is so that the athletic union knows club members are travelling in a car that has valid insurance and MOT. Please follow this link to find the procedure on how to register your car with the AU.

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Step 3 – Preparing your Claim

There are a few ways in which you can be re-imbursed for your claim, either by Bank Transfer or Cheque. Getting paid by a cheque is straight forward, however to get paid by Bank Transfer requires a little initial legwork.

Make sure you have a receipt for your claim, and if it’s fuel remember you need a VAT receipt. If you are purchasing for the club you will need to attach an invoice, and the company you are buying from will have to accept Bank Transfer or Cheque.

Please note claims submitted without the correct reciepts will be rejected by the AU.

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Step 4 – Filling in the form

GREEN General Claim Form Download a Claim Form	AU Club; Cycling Club. ID Card No; AXXXXXX. Cheque/Bank Payable; Your Name. Fill in a respective claim section. Amount the totals. Attach receipts/invoices to the form.
PINK BUCS Claim Form Download a Claim Form	AU Club; Cycling Club. ID Card No; A81XXXX. Cheque/Bank Payable; Your Name. (Strikeout Respective method) Fill in the Date/Event/Venue Fill in Transport and/or Fees and/or Accommodation Amount Totals. Attach receipts/invoices to the form.

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Step 5 – Where to send form

Once you have filled in the form and attached all your receipts and invoices, you need to hand this to either the Treasurer or leave it in the cycling club pidgeon hole. The pidgeon hole is located upstairs in the Union Building, so if you head to the main office and follow signs for the Athletic Union you will see a set of pidgeon holes outside the door. Just leave your claim in our cycling club hole and then send the Treasuer an email to let him know its there.

After the treasurer has submitted the claim to the Athletic Union, you will receive an email to inform you that the claim has been submitted. It usually takes approximately two weeks for the claim to be processed by the Athletic Union.

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