Budgeting tools are now available through the Engage user experience. All members campuses using the current budgeting tools may proactively switch to the Engage experience today and will be automatically switched on July 1st, 2019.
The Budget System enables campuses to manage the annual budgeting and activity funding of the organizations on campus. This application is designed to be flexible with many user-based options. It will adapt to a variety of budgeting procedures and is powerful enough to replace traditional methods of manual record keeping. To begin, sign in to your campus’s Budgeting System. As an administrator, you should see three options: My Budget Requests, Requests to Review, and Process Settings.
Define your budget process
The first step in using Budgeting is to define your process. Click the Process Settings button then choose Request Processes. Here you’re provided a list of the active request processes. At any time, you can click on an existing process if you’d like to make adjustments. To create a new process, locate this option in the top left of the page.
Next, complete the provided form. Here’s a quick breakdown of the fields:
|Process Name||The title of your finance process. This is visible to users and organizations submitting budget requests.|
|Description||More information about the purpose of your finance process.|
|Process Availability||Determine if the finance process is active or not.|
|Restrict Submissions by Date||Determine the time period when the finance process will be open.|
|Submissions Accepted From||Determine who is able to submit budget requests.|
|Additional Information||Determine if you’d like to set up custom questions.|
|Request amount||Determine if you’d like users to request one amount of money or provide line items as an option.|
After you complete the first page, you cannot make any changes to the last three settings so make sure everything looks good before moving forward! When you’re ready, click the Next button in the bottom right of the page. The next pages you see depend on what you defined in your settings. For example, you will only be asked to set up additional questions if you opted to include them. These are the additional pages you may be asked to complete:
|Custom Questions||These questions will be presented to the user completing a request under your budget process. Typically, this is used to find out more information about the money they’re requesting.
|Budget Template||Determine how you want users to format the money they’re requesting. You can set up multiple budget items, each with sub-categories, then line items. Think of budget items as your overall category and users can choose which budget item to request money from. After they choose a line item, they’ll be prompted to complete each section. You can choose to make them optional or required. You can also set up a description and minimum/maximum amount for each section and line item.
|Workflow||Determine the workflow for incoming budget requests. You can establish a multi-step process with a different set of reviewers in each location. Determine how much power each set of reviewers has, from their ability to approve or deny a request to moving the request to a different step in the process. You can also give them the ability to edit the amount requested within each submission.
When you’ve finished editing your finance process and you’re ready for it to go live, check your active setting and the open and close dates. If these settings are correct, your finance process will be available for individuals and/or organizations when they go to make a new request.
Manage Incoming Requests
Administrators can access incoming requests by choosing Requests to Review from the home tab or if they select the Reviews tab along the primary navigation. Utilize the filters and search box to locate specific requests. The ID, current step, name, submitter, and amount are provided for each request. You can also export the entire list of requests by clicking Export in the top right of the page.
Click on a request to jump in and see more information. Use the tabs provided at the top of the page to switch between basic details about the request, additional information (your custom questions) and the budget request itself. Use the tools in the top right of the page to adjust the current step. As an administrator, you should see the option to approve (if it's on the last step) or deny the request. You can also leave comments in the bottom right of the page.