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Purchase Request Form

For purchases below $300 (Up to $299.99). Ensure that approval is obtained before purchase. Submit the completed form alongside the Student Claim Form or an Invoice.

Purchase Award Form

For purchases $300.00 and above, get three quotations and fill them in the Purchase Award Form. Ensure that the quotations are comparable with the same items. Seek approval from the treasurer and the President/Vice President before the purchase.

For purchases costing $1000.00 and above, approval is needed from OSL as well.

Submit the completed form alongside the Student Claim Form or an Invoice.


Ensure that the invoice contains the words “Invoice” and “Invoice Number” and is billed to “Singapore University of Technology and Design”. Supplier must accept 30-day payment terms as well.

Record the following details on the invoice:

  1. Invoice Reference Number
  2. Sign of Treasurer
  3. Title of Treasurer
  4. Name of Student Organisation
  5. Date

Submit the invoice alongside the purchase award form/request form to OSL promptly within 3 days.

Student Claim Form

Ensure receipts are obtained after payment.

Record the reference number on the first page of the form.

Have all the original receipts pasted on A4 paper. Submit receipts alongside this form and purchase award form/request form to OSL within 1 month from date of purchase.

If additional space is needed, download the annex and fill up the additional information in there.

Transaction Register: Reference Number

Format for Invoices: IVFYY-XXX-VVVV

Format for Student Claim Forms: SCFYY-XXX-VVVV

  • YY: Financial Year (FY) E.g 17 refers to financial year 2017 which is the period from April 2017 to March 2018
  • XXX: Last 3 digits of the club’s Project Code
  • VVVV: Running number, starting with ‘0001’ at the start of Financial Year

Income Deposit Form

Approval needs to be sought from OSL to collect fees from students.

Receipts need to be given to students from the official SUTD receipt book when they pay.

Submit the proceeds from the event, the Income Deposit Form, and carbon copies of the receipts to the Student Finance Services Counter at One Stop Center within 3 working days of the transaction.