Finance

This page shows you basic information about your accounts, including how much money is in your accounts. If you have been allocated grant funding, it will be totalled up together in one figure.

You will be able to see records of any Purchase Requests you’ve made through the system and their progress. There’s also a tab for Invoice Requests and Reimbursement Requests, but we currently don’t use this feature, instead we use the separate Payment Request Form to pay invoices.


To see further information about your group’s finances, click on one of your group’s accounts. This will show you a more detailed breakdown of your accounts. You’ll see the total balance across your accounts, and the date that your accounts were last updated.


Underneath there are two tabs for Pending Expenditure/Income. These will display any payments which are waiting to be processed into or out of your account, such as event tickets which have been purchased on the website but the transaction hasn’t yet been fully processed. These will move into your main statement over time.


Below these tabs you’ll see your main statement, which is a record of transactions made into and out of your group accounts. If you have a grant account, the number in the Nominal column will tell you whether it’s from your Own Funds or your Grant account:


Volunteering Own Funds - 2400

Volunteering Grant - 2450


Finally, underneath this, you’ll see a section called Nominal Breakdown of Balance. If your group has multiple accounts, e.g. a Grant account or a sub-account for a specific project, here you’ll see how much is in each of these accounts separately.

How to: Purchase Requests

Purchase Requests are to be used for any purchases you wish to make for your student group which do not fall under this list:

  • Fuel

  • Taxis

  • Train tickets

  • eBay purchases

  • Food purchases

  • Printing

  • Invoices

  • Charity donations


These types of purchases may be processed through the Payment Request Form. Purchases that do not fall into these categories, such as hotel bookings, equipment orders, merchandise, and so on should be processed as a Purchase Request. Here’s how:


  1. Head to the main Finance Dashboard and select the Purchase Request tab

  2. Select New Purchase Request on the right-hand side of the page

  3. Under Supplier:

    • Input the details of the company you are purchasing from. If you can’t find a piece of information, such as a phone number, just type ‘Unknown’ or ‘N/A’.

  4. Under Items:

    • Press the Create button

    • Add the name of your item as it is listed on by the supplier

    • Add how many you would like to purchase

    • Add how much each item costs

      • E.g. if you are ordering 10 sweatshirts at £20 each, put 20.00 in this box

    • After submitting, you can add another item here so long as they are from the same supplier

  5. Under VAT:

    • Add the total cost of VAT on the whole order you would like to place

      • VAT is an extra 20% on top of the cost of the items, so for the 10 sweatshirts at £20 each, VAT would be £4 per sweatshirt and therefore a total of £40.

      • Add the delivery cost as listed by the supplier

  6. Under Coding:

    • Press the Create button

    • Department: Select your group account

    • Nominal: Select the relevant Nominal Account for your group - this ensures the money will go to your Own Funds account:

      • Societies/Media: 2050

      • Sports Clubs: 2150

      • Volunteering: 2400

      • Colleges: 2250

      • PTOs: 2460

    • Add the cost of the order you would like to come from this account, including the price of the items, VAT charge, and delivery cost

  7. Under Quote:

    • Upload a PDF of the quote or order basket

    • Please also upload in the quote section a document for finance to access any links that they will need to use to be able to buy the product(s) and provide them with shop basket details and any other important info (e.g. delivery details, date needed by, anything finance needs to be aware of. If you do need to send login details, the username can be submitted within this quote detail. Never send password details. You will be contacted for this by the finance team quoting the Purchase Request ID if needed)

  8. Under Misc:

    • Click the slider if the item is related to transport

    • The question regarding funding applications is not relevant to our processes

  9. Under Submission

    • Press Finish to send your request for approval.


YUSU staff will then review and approve the claim. It will need to be approved by your link staff member and then the Finance Office; the Finance team will then be able to make the purchase for you, and the money will be deducted from the specified account. The Finance team will contact you once the purchase has been made.


While your request is pending it will show in the Active Requests tab of the home screen in the Finance section of the Dashboard. Once it has been purchased, it will move to the Archived Requests tab.

Questions?

Jasmine Pledger, Student Citizenship and Employability Development Coordinator - j.pledger@yusu.org

Finance Team - finance@yusu.org