Budget Management System Initial Setup

OrgSync provides a number of settings with budget management that allow you to setup a process that makes the most sense for your campus. The first step in this process is to determine the overall structure of your request process. This is discussed in detail below. The next step is to customize your budget settings, create forms, and add reviewers. Click here for a walkthrough of those items. It’s important to determine these settings before you begin using the Budget Management tool.

Determine Your Process

The first, and most important, step is to determine how many actions you want organizations to make before they receive payment for a requested amount of money. You can choose from a 2-step or 3-step process. These options are described in detail below.

Process Steps Description
2-step process Budget Request Payment Request This is a simplified approach where organizations can submit initial budget requests and, when approved, they can submit payment requests on the approved money.
3-step process Budget Request Spending Request Payment Request This approach allows organizations to submit initial budget requests and, when approved, they can submit a spending authorization request on the approved money. After the spending authorization is approved, organizations can submit payment requests.

 

In addition to the 2-step and 3-step process, you have the ability to enable the Revenue Funds tool. Revenue Funds are a rolling balance of funds attached to a particular organization. Institutions will typically utilize Revenue Funds when organizations have on-campus bank accounts. Furthermore, Revenue is used in conjunction with a 2-step or 3-step process but it’s possible for you to use this on its own in the form of a 1-step budget process. In this scenario, you can input a lump sump of money in the organization’s Revenue Fund at the start of your fiscal period and organizations can fill out deposit and withdrawal requests. To set up this type of budget process, simply disable the budget process but keep Revenue Funds enabled. Click here for a complete walkthrough of the Revenue Funds tool.

Note: The basic setup of your budget process is an extremely important decision. It can be difficult to transition from a 2-step to 3-step process and vice versa. For this reason, we strongly recommend working with your Campus Consultant before you launch Budget Management in your umbrella. 

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