Modern Campus Involve supports a two-step financial process perfect for campuses that fund student organizations on a per-event basis. Instead of awarding a lump sum at the start of the year (e.g., $500), organizations can submit requests as events arise—like $200 for a movie night or $300 for a canoe trip.

This guide will walk you through the two-step budgeting process:

1. Expenditure Request

2. Reconciliation

    

Step 1: Submit an Expenditure Request

Before you spend any money, you’ll need to submit a request outlining how much you expect to spend and what it will be used for.

How to Prepare

Think in line items. Instead of a general request for "$300 for a canoe trip", break it down:

• $125 – Canoe rental

• $25 – Snacks

• $150 – Transportation

Navigate to Your Finance Dashboard

1. Hover over the left side panel and select "Finance."

2. Check your current budget. 

   

    

Create Your Expenditure Request

1. Click the Create dropdown and select "Expenditure."

2. Complete the form with detailed line items. For example:

   • $50 – Food

   • $100 – Guest speaker 

3. To add more line items, click "Add" in the Expenditure section.

4. Scroll to the top and click "Submit for Approval."

Admin Approval Process

1. Once your request is submitted, you'll need to wait for administrator approval. Approval times vary depending on your institution’s internal processes.

2. Once Approved, you will see your budget now has money that is "Approved to Spend."

   

    

    

Step 2: Reconcile Your Spending

After your event, it’s time to report back on what was actually spent. Gather receipts and navigate back to the Finance dashboard.

Reconcile

1. From the Create dropdown, select "Reconciliation."

2. Fill out the Reconciliation Form, entering actual amounts for each line item.

3. Use “Add” to include all expenses. 

   

4. When done, click “Submit for Approval.”

Any unused funds will return to your student org’s account. Note: Each school sets its own policy for handling remaining funds—some allow you to keep the remainder, while others reallocate it to the student government.

Troubleshooting

Admin Access Required: You must have the “Manage Finance” permission enabled to access these features.

DRAFT

Manage Organization Budgets 

A two step finance management system is great for campuses who allocate funds to student groups on a per event basis. Rather than giving your student group $500 at the beginning of the year, groups might go in and request $200 for a movie event and later request $300 for a out of town canoe trip. 

In a 2-step process, your student organization will start by requesting the funds and once you've spent the allocated money, reconcile by telling us how much you spent and how much is left over.

Start by filling out the Expenditure Request form. When you're ready to make your request, make sure you have an idea of what you want to spend money on because you'll need to itemize the request. Instead of asking for $300 for your canoe trip, request $125 for canoe rental fees, $25 for snacks, and $150 for transportation.

After a great trip, gather your receipts and fill out the reconciliation form. For each line item, put the actual amount spent. 

Once you submit this form, you might have a remainder. This remainder will go back to your organization's account. Each school is different and your school will determine if the extra stays in your orgs account or is transferred back to the overall student government budget.

Navigate to Your Finance Dashboard

1. Hover your mouse over the left side panel and select "Finance."

Step 1: Expenditure request

At this point, you have planned your event and have an estimated budget. You are ready to request funds.

1. Select the Create dropdown menu and select Expenditure.
2. Fill out expenditure form, detail what you’re spending it on by line item. When you’re using this step, make sure you’re using line items – what are you DOING? $50 for food, $100 for guest speaker etc.
3. The form defaults to one line item. Add additional line items by clicking "ADD" in the Expenditure field.
4. Scroll to the top and click "Submit for Approval."

Finance Admin Dashboard After Expenditure Request

Step 2 = Reconcile

You have now spent the money, collected receipts, and ready to settle up.

1. Select the Create dropdown menu and select Expenditure.
2. Fill out the reconciliation form. Make sure to add in all line items my selecting "Add" and choosing each expense.
3. Scroll to the top and select "Submit for Approval."

Any difference will go back to the individual student org account.

Troubleshooting

• You must have "Manage Finance" to have access to this feature.