Revision by System

- "body": "[{\"type\": \"paragraph\", \"value\": \"<p><strong><em>Cheque Requisition's (Cheque Req's)<strong>'' are the\\r\\nmain form of reimbursement for general EUS expenses. Basically, you buy\\r\\nsomething for your group (it needs to be an approved purchase), and the\\r\\nEUS will pay you back. You can pay in cash, credit, or debit- it doesn't\\r\\nmatter, as long as you get a receipt/proof of purchase.<br />\\r\\n</strong></em><a href=\\\"Cheque_Requisitions#Electronic_Form\\\"\\r\\nclass=\\\"wikilink\\\" title=\\\"Jump to electronic form\\\">Jump to electronic\\r\\nform</a>.</strong>''</p>\\r\\n<center style=\\\"font-size:20px\\\">\\r\\n<p><em>Note: Do <strong>NOT</strong> lose receipts!</em></p>\\r\\n</center>\\r\\n<h2 id=\\\"nexonia\\\">Nexonia</h2>\\r\\n<p>Starting this year (2020), we are transitioning to an entirely\\r\\npaperless cheque req system. It will take a while to get used to because\\r\\nas far as I know the current cheque req system has been in place for\\r\\nover 20 years, but I am confident that the new system will be much more\\r\\nefficient once we have worked out the kinks.</p>\\r\\n<p>The platform that we are using for cheque reqs is called Nexonia.\\r\\nNexonia has made training videos explaining how to submit an expense\\r\\nreport. <a\\r\\nhref=\\\"https://nexonia.zendesk.com/hc/en-us/articles/360004094372-Submitting-Expense-Reports\\\">Here\\r\\nis a training video for their website</a> <a\\r\\nhref=\\\"https://nexonia.zendesk.com/hc/en-us/articles/360020033471-Using-the-Nexonia-Expenses-Mobile-App\\\">and\\r\\nhere is a training video for the mobile app</a>.</p>\\r\\n<p><a href=\\\"https://eus.wiki/Financial_Guidebook\\\">The Financial\\r\\nGuidebook</a> also outlines how to create and submit an expense\\r\\nreport</p>\\r\\n<p>Here is the information you need to fill out for the expense:</p>\\r\\n<p><img src=\\\"info1.png\\\" title=\\\"info1.png\\\" width=\\\"400\\\" alt=\\\"info1.png\\\" />\\r\\n<img src=\\\"info3.png\\\" title=\\\"info3.png\\\" width=\\\"400\\\"\\r\\nalt=\\\"info3.png\\\" /></p>\\r\\n<ol>\\r\\n<li>Note that Quebec receipts may list the French abbreviations:\\r\\n<dl>\\r\\n<dt></dt>\\r\\n<dd>\\r\\n<strong>GST = TPS</strong> and <strong>PST = TVQ</strong>\\r\\n</dd>\\r\\n</dl></li>\\r\\n<li>The name indicated in the \\\"<u>Payable to:</u>\\\" field will be the\\r\\nname printed on the cheque once it's processed.\\r\\n<dl>\\r\\n<dt></dt>\\r\\n<dd>\\r\\nWhen you need a cheque to be made out to a company, <strong><em>it\\r\\nshould also be filled through Nexonia</em></strong>.<br />\\r\\n\\r\\n</dd>\\r\\n</dl></li>\\r\\n<li>The <em><a href=\\\"Account_Names_&amp;_Numbers\\\" class=\\\"wikilink\\\"\\r\\ntitle=\\\"account name and account number\\\">account name and account\\r\\nnumber</a></em> can be obtained from the wiki, or the account booklet\\r\\nlocated in the <a href=\\\"McConnell_Engineering_Building#EUS_Office\\\"\\r\\nclass=\\\"wikilink\\\" title=\\\"EUS Office\\\">EUS Office</a> (see diagram\\r\\nbelow).<br />\\r\\n</li>\\r\\n<li>What you write in the \\\"<em>Memo:</em>\\\" field will be the description\\r\\nthat shows up in the account <a href=\\\"printout\\\" class=\\\"wikilink\\\"\\r\\ntitle=\\\"printout\\\">printout</a>. It should be a brief description of the\\r\\npurchase.\\r\\n<dl>\\r\\n<dt></dt>\\r\\n<dd>\\r\\n<em>Please do not write a story why you're making the purchase, just a\\r\\nquick description.</em>\\r\\n</dd>\\r\\n</dl></li>\\r\\n</ol>\\r\\n<h3 id=\\\"financial_officers\\\"><a href=\\\"Financial_Officer\\\" class=\\\"wikilink\\\"\\r\\ntitle=\\\"Financial Officer\\\">Financial Officers</a></h3>\\r\\n<p>Only <a href=\\\"Financial_Officers\\\" class=\\\"wikilink\\\"\\r\\ntitle=\\\"financial officers\\\">financial officers</a> of the account can\\r\\nfile an expense report, as only they will have access to Nexonia\\r\\naccounts. Generally this is the President and VP Finance of the <a\\r\\nhref=\\\"EUS_Groups\\\" class=\\\"wikilink\\\" title=\\\"group\\\">group</a>. This is so\\r\\nthat your financial officer can have another layer of control on your\\r\\ngroup's internal finances.<br />\\r\\n===Mailing=== During the COVID-19 pandemic all cheques will be mailed\\r\\nout so please add an address in the appropriate section. When campus\\r\\nopens for in-person procedures, cheques should be picked up from the EUS\\r\\noffice, however, you can still request mailing by filling out the\\r\\nsections.</p>\\r\\n<h3 id=\\\"final_steps\\\">Final Steps</h3>\\r\\n<p>After you finish filling it out the information above, upload your\\r\\nreceipt/invoices/proof of payment to the platform through the available\\r\\nbuttons.<br />\\r\\n<img src=\\\"info4.png\\\" title=\\\"info4.png\\\" width=\\\"400\\\" alt=\\\"info4.png\\\" />\\r\\n<img src=\\\"info5.png\\\" title=\\\"info5.png\\\" width=\\\"400\\\" alt=\\\"info5.png\\\" />\\r\\n<em>If any step is incorrect, illegible, or lacks documentation, the\\r\\ncheque req will be rejected. Make sure everything is neat and organized\\r\\nbefore submitting. You have been warned.</em></p>\\r\\n<h2 id=\\\"other_cases\\\">Other Cases</h2>\\r\\n<h3 id=\\\"online_payment\\\">Online Payment</h3>\\r\\n<p>For all online payment done via card, you must upload:</p>\\r\\n<ul>\\r\\n<li>Online invoice indicating the name of the payee</li>\\r\\n<li>Bank account statement that shows the last 4 digits of your card\\r\\nnumber and your full name.</li>\\r\\n</ul>\\r\\n<p><em>These information must be perfect a match with the email/online\\r\\ninvoice. The account statement is the ONLY VALID proof of payment for\\r\\nonline purchases.</em></p>\\r\\n<h3 id=\\\"tax_rule\\\"><a href=\\\"Budget#50%_Tax_Rule\\\" class=\\\"wikilink\\\"\\r\\ntitle=\\\"50% Tax Rule\\\">50% Tax Rule</a></h3>\\r\\n<p>Expenses where a good or service is provided for free (i.e. free food\\r\\ncosts), 50% of the tax will be charged. This 50% charge is not\\r\\napplicable when tickets are sold to the event. Indicate on Nexonia if it\\r\\nwas not a Free Event or else your account will get charged the average\\r\\nof the pre- and post-tax amounts.</p>\\r\\n<h3 id=\\\"out_of_province\\\">Out of Province</h3>\\r\\n<p>Transactions made outside of the province can be reimbursed, but you\\r\\nwill get charged the post-tax amount. You are only charged pre-tax\\r\\namounts for purchases made in Quebec. The only exception is when HST or\\r\\nGST are clearly indicated on the receipt for a purchase made in a\\r\\nCanadian province other than Quebec \\u2013 in this case, the GST or HST will\\r\\nnot be charged to you.</p>\\r\\n<h3 id=\\\"large_expenses\\\">Large Expenses</h3>\\r\\n<p><strong><em>Any expense over $5000 must be personally approved by\\r\\neither the EUS <a href=\\\"VP_Finance\\\" class=\\\"wikilink\\\"\\r\\ntitle=\\\"VP Finance\\\">VP Finance</a> or <a href=\\\"President\\\"\\r\\nclass=\\\"wikilink\\\" title=\\\"President\\\">President</a></em></strong>.<br />\\r\\nThis is because purchases of this amount require someone with EUS\\r\\nsigning authority, and these two execs are the only ones with that\\r\\nauthority. Simply email them, and ask them to reply back via email with\\r\\napproval.<br />\\r\\nDocumentation must be rock-solid. A hand-written receipt for a large\\r\\npurchase probably will not do. The ideal receipt for a large purchase of\\r\\nover $1000 will look like the invoice, except that there will be an\\r\\nindication that it has been paid. Sales tax numbers should be included,\\r\\nas well as the address of the business from whom the purchase is being\\r\\nmade.</p>\\r\\n<h3 id=\\\"foreign_purchases\\\">Foreign Purchases</h3>\\r\\n<p>Foreign purchases are typically made in a foreign currency, but the\\r\\nEUS can only print cheques in Canadian dollars, so an additional step is\\r\\nneeded to ensure that you are reimbursed the correct amount. Please put\\r\\nNo Tax for the Tax Profile section on Nexonia. Upload a statement along\\r\\nwith the receipt to show the actual conversion and price you were\\r\\ncharged. For this reason, <strong>you should try to make ALL purchases\\r\\nin the United States or other countries with a Canadian credit or debit\\r\\ncard.</strong></p>\\r\\n<h2 id=\\\"cheque_receipt\\\">Cheque Receipt</h2>\\r\\n<p>Currently, due to the pandemic, all cheques are being mailed. When\\r\\ncampus is open, to receive a cheque that has been processed, the person\\r\\nfor whom the cheque is written must approach the <a\\r\\nhref=\\\"Administrative_Manager\\\" class=\\\"wikilink\\\"\\r\\ntitle=\\\"Administrative Manager\\\">Administrative Manager</a> in the EUS\\r\\nOffice, and they will hand that individual the cheque. Cheques are\\r\\nprepared on Wednesday and should be picked up on the Friday of that\\r\\nweek.<br />\\r\\nNote that it is also possible to have a cheque mailed to you if you will\\r\\nnot be in Montreal. Simply fill out the sections on Nexonia with the\\r\\nappropriate mailing address.</p>\\r\\n<h2 id=\\\"invoices\\\">Invoices</h2>\\r\\n<p>For large expenses or regular expenses, you may prefer for the EUS to\\r\\npay the vendor directly. To do this, you need them to first send you an\\r\\ninvoice. An invoice must have the following:</p>\\r\\n<p>:*Sales tax included and the sales tax numbers.</p>\\r\\n<p>:*The invoice must be addressed to:</p>\\r\\n<dl>\\r\\n<dt></dt>\\r\\n<dd>\\r\\n<dl>\\r\\n<dt></dt>\\r\\n<dd>\\r\\n<em>Engineering Undergraduate Society of McGill University</em>\\r\\n</dd>\\r\\n</dl>\\r\\n</dd>\\r\\n</dl>\\r\\n<p>Failing to meet the above criteria means that we cannot process the\\r\\ninvoice. It is also the responsibility of the <a\\r\\nhref=\\\"Financial_Officer\\\" class=\\\"wikilink\\\"\\r\\ntitle=\\\"Financial Officer\\\">Financial Officer</a> of your group to fill\\r\\nout the cheque req and submit it with the appropriate documentation.\\r\\n<strong>Submit the invoice at least 10 days in advance of when the money\\r\\nis needed</strong>. If your <a href=\\\"banquet\\\" class=\\\"wikilink\\\"\\r\\ntitle=\\\"banquet\\\">banquet</a> is the next day and you need to get money to\\r\\npay for it, you might be in trouble. Note that cheques to companies will\\r\\nbe mailed unless otherwise indicated.\\r\\n<tab name=\\\"Incorrect Invoice\\\" collapsed=\\\"\\\"> <img src=\\\"asd.jpg\\\"\\r\\ntitle=\\\"asd.jpg\\\" width=\\\"400\\\" alt=\\\"asd.jpg\\\" /><br />\\r\\n<strong><em>Note the incorrect entity and incorrect\\r\\naddress.</em></strong><br />\\r\\n<br />\\r\\n---- <img src=\\\"wrongname.jpg\\\" title=\\\"wrongname.jpg\\\" width=\\\"400\\\"\\r\\nalt=\\\"wrongname.jpg\\\" /><br />\\r\\n<strong><em>Nowhere is it addressed to the EUS<strong>''<br />\\r\\n<br />\\r\\n---- <img src=\\\"no-taxnumbers.jpg\\\" title=\\\"no-taxnumbers.jpg\\\" width=\\\"400\\\"\\r\\nalt=\\\"no-taxnumbers.jpg\\\" /><br />\\r\\n</strong></em>No tax numbers anywhere, the tax cannot be\\r\\nretrieved</strong>''<br />\\r\\n<br />\\r\\nThese invoices will be rejected, and you'll have to go through the\\r\\nembarrassing process of asking the company for another. </tab></p>\\r\\n<h3 id=\\\"foapal\\\"><a href=\\\"FOAPAL\\\" class=\\\"wikilink\\\"\\r\\ntitle=\\\"FOAPAL\\\">FOAPAL</a></h3>\\r\\n<center>\\r\\n<p><big><strong>EX-1491-00049</strong></big></p>\\r\\n</center>\\r\\n<p>McGill entities may request payments through FOAPAL. We cannot\\r\\n<strong><em>pay</em></strong> through FOAPAL, but a McGill group can\\r\\ncreate an invoice using our FOAPAL information that we will than pay via\\r\\ncheque.</p>\\r\\n<h2 id=\\\"deposits\\\">Deposits</h2>\\r\\n<p>For deposits, the EUS will not accept cheque reqs. If you must make a\\r\\ndeposit and need it to be paid for, <strong>you must submit a proper\\r\\ninvoice</strong> for the deposit. This policy is in place, because if\\r\\nyou make a deposit on a venue and get reimbursed by the EUS, you could\\r\\nhypothetically cancel on the venue and end up with extra money in your\\r\\npocket.</p>\\r\\n<h2 id=\\\"nexonia_sign_in\\\">Nexonia Sign-in</h2>\\r\\n<p>Sign-in to the Nexonia platform using your mcgilleus email and the\\r\\nfollowing link: <a\\r\\nhref=\\\"https://system.nexonia.com/assistant/showSignin\\\">https://system.nexonia.com/assistant/showSignin</a>\\r\\nIf you are unable to sign-in and you are a financial officer, please\\r\\nemail the VP Finance ASAP.</p>\\r\\n<p><a href=\\\"Category:HowToTracking\\\" class=\\\"wikilink\\\"\\r\\ntitle=\\\"Category:HowToTracking\\\">Category:HowToTracking</a></p>\\r\\n\", \"id\": \"bd34f995-fcd5-422d-a7d1-c148ac993cf2\"}]",

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- "search_keywords": " CheckReq Cheq Reqs Cheque req Cheque Reqs Cheque Requisitions",

- "last_published_at": "2025-11-23T07:10:07.526Z",

- "latest_revision_created_at": "2025-11-23T07:10:07.520Z"