If your campus utilizes the Organization Accounting and/or Budgeting features, you will be able to submit financial requests for your organization. All requests must be approved by a campus administrator. Purchase and Funding requests are included in the Organization Accounting module, and Budgeting Requests are included in the Budgeting module.
To access Purchase, Funding, and Budgeting requests, switch to the Manage view of your organization, open up the organization tool drawer, and select Finance. This option will only appear for you if 1) your campus has configured your organization to have access to finance requests and 2) you hold a position in your organization with organization-level access to Finance. The exception to this is for community and branch administrators, who can view and make requests in all organizations within their domain.
Purchase Requests
A purchase request is a record of money that is being spent from your organization account for either specific or general amounts. To submit a purchase request, once you have accessed your organization finance page, click the Create New Request drop-down followed by "Create Purchase Request."
Enter the required information as accurately as possible. The Payee contact information should be the contact for whoever should be receiving the payment from your campus. If your campus utilizes Budgeting, note that you can also tie your request to a line item from an approved budget for your organization.
When all information has been entered, click Submit Request. Your campus administrator will review the purchase request and will contact you with any questions. The status of your requests will be shown on the Purchase Requests tab.
Funding Requests
A funding request allocates money to your organization or is a request for additional general funds for your organization. To submit a funding request, once you have accessed your organization finance page, click the Create New Request drop-down followed by "Create Funding Request."
Enter the required information as accurately as possible, and click Submit Request when you have finished. The status of your requests will be shown on your Funding Requests tab.
If your campus uses the "Budgeting" module in addition to the "Organization Accounting" module, you can also elect to link your purchase request with a line item from an approved Budget. This will pre-populate basic information into the request and provide the administrator with a link back to the details of your approved budget. The system will also inform you of the total amount of your request compared to the approved amount for the line item you identified, noting if the request exceeds the total approved amount.
NOTE: These requests are only a record of your requests and do not represent your actual account balances of the movement of actual funds.
Budget Requests
A budgeting request formats a request for organization funds to a budget template, typically breaking up the request into multiple line items and possibly pages. To submit a budget request, once you have accessed your organization finance page, click the Create New Request drop-down followed by "Create Budget Request."
Next, you will see a list of all currently available budget processes. Select the appropriate process to begin your request. Enter the required information as accurately as possible and click Submit when all details are complete.
Accounts
There is a third tab on the Finance page for your organization that displays information about your accounts.
The Available Funds amount changes when finance requests are approved for the account. The Available Funds are what decisions should be based off of when making finance requests.
The Balance will change when Payments or Transfers are attached to the finance requests.