Budget
The budget module allows group leads to allocate budget to various chapters, request budget, add expenses, and download group budget reports.
The image above shows the budget module.
- The chapter budget button can be used to allocate budget to various chapters under the ERG.
- The middle dropdown can be used to filter the budget view based on group or chapter level.
- The dropdown on the right can be used to select the financial year.
- Total Budget is the total budget allocated for the group/chapter and FY selected above.
- Other funding sources represent any additional budget received by the group.
- Total Expenses show the total amount spent so far.
- Below the summary, each expense is shown.
- The search field can be used to search for a particular expense.
The Group leads can request additional budget by clicking on the Request link under the Total Budget. View past request shows the previous requests for additional budget in the FY selected above. The following image shows the Budget request feature.
To request a budget:
- Select the Group/Chapter from the ‘For’ dropdown.
- Enter the amount in the ‘Amount ($)’ field.
- Enter the reason for use in the ‘Purpose’ field.
- Enter the description, if required.
- Enter the budget use date, then click request.
- This will submit a budget request that goes to the platform admin.
Click on Hide Past Requests to view the list of past budget requests. The following image shows the table that shows the past requests.
The table shows the planned use date, ERG Name, who requested the budget, request date, amount, and if the budget was approved. The expand button against each request can be used to view additional information like approved date, approver name, and approver comments.
The Manage Funding button can be used to add additional funding sources and to view the ones that are already added. The action button against each already added funding source can be used to edit/delete a funding source. To add additional funding sources click on the ‘Manage Funding’ button, this opens another window showing the additional sources.
- Click on the ‘Add Other Funding’ button on top right, which will open the’ Add New Fund' window.
- Enter the funding source, date, amount, description, and click submit.
- This will add the new funding source to the ‘Manage Funding’ list.
To add ‘other funding sources’ for Chapters, go to the budgets tab, use the dropdown in the middle to select a chapter for which funding has to be added. See the screenshot below:
- Once the chapter is selected from the dropdown, click on the ‘Manage Funding’ link.
- This will open the ‘Manage Funding window’ for the selected chapter.
- Click on ‘Add Other Funding’ button, this will open the ‘Add new funds’ window.
- Enter funding source, funding date, amount and funding description.
- Click submit and this will add the funding to the chapter.
The ‘+Expense Entry’ button (found below the Total Expenses) can be used to enter a new expense.
- Click on the link to open the add expense detail window.
- Enter the date of the expense, select the group/chapter depending on the scope of expense
- Select event type from the next drop down, if applicable.
- Select a charge code from the ‘Charge Code’ dropdown
- Enter description of expense, expense amount, and name of the vendor (if applicable).
- Use the ‘Sub Item’ add button in case you want to add the breakup of expenses.
- For example, the total amount requested can be $1,000 which is to be split equally between speaker fee and lunch.
- The file attachment option allows leads to upload supporting documents with the expense such as invoices or receipts directly while adding expense. you can upload up to 3 attachments and the following file types are supported:
- .pdf
- .xls
- .xlsx
- .ppt
- .pptx
- .doc
- .docx
- .png
- .jpeg
- .jpg
The following image shows the expense entry window.
The ‘Chapter Budget’ functionality allows group admin to allocate budget to chapters provisioned under the ERG. To allocate a budget to chapters:
- Click on the chapter budget button. This will open the ‘Budget Allocation’ window for the group.
- Enter the amount to be allocated to a chapter in the amount field against that chapter and click on the update button next to the amount field.
- This will allocate the budget to a particular chapter. The following image shows $1,000 allocated to the Boston, New York, and Washington DC Chapters.
- Enable/disable Budget module
- Enable/disable expense editing
- Set budget currency
- Set budget locale
- Enable/diable other funding sources
- Enable/disable expense budget
- Enable/disable budget requests
- Enable/disable budget attachments
To locate the Budget Reports, select the 'Reports' tab. From there, you can download the Budget Report.
