Secure online management of club and society expenses
Student Group Finances
Secure online management of club and society expenses

Professional digital resources for your student group committees

Keele Students' Union logoRead how Keele Students' Union helps growing clubs and societies do more to engage with members by using MSL Student Group Finances to manage their expenses claims - and save over 20 hours a week in staff time! 

*Join the web tour!* 13th May 2021 @ 12:00 (BST) - Join the MSL Student Group Finances whistle-stop web tour to discover some of the digital resources you could be using now to save finance staff time and empower your student group commitees to do more for themselves.

Student Group Finances supports staff and committees with digital forms and workflow for income and expenditure requests, with up-to-date account balances direct from your finance system. Configurable workflows and notifications ensure the smooth processing of all requests without the paper trail. Combine with Grant Applications and Activities Management for greater efficiencies.

Features
  • Configuration
  • Integration
  • Digital forms
  • Permissions
  • Audit

Configuration

Configuration

Labels, terminology, notifications, status and request types can all be configured to match your processes to aid familiarity for users.

Notifications by email can be configured to go to a primary contact, with the option to include additional contacts who have the appropriate permissions.

  • User permissions
  • Approval thresholds
  • Cash advance return window
  • Email notifications, content and reminder
  • Requisition accrual period
  1. Money Request screen1. A society member raises a reimbursement request, they have a choice of payee (self, third party) and payment method (e.g. cash, BACS, credit card), a choice of accounts is prefilled from the finance system, and receipts can be uploaded as evidence. The request can optionally be linked to one of the society's events.
  2. A created request2. The request can be saved as a draft, edited further, or submitted.
  3. Adding additional line items3. Any number of additional line items can be added to the request, each linked to a distinct account.
  4. Submitting the request4. Upon submission the requester can choose to notify a specific approver, or opt to notify all potential approvers. It's possible to configure multiple approval stages (for example Committee level, Staff level)
  5. Pending requests5. The status of a request can be viewed at any time via the club or society accounts dashboard...
  6. Search requests6. ...or by searching the requests
  7. Approval7. The approver can view all request details including a full audit history. A request may be approved, rejected, or referred back to the requestor
  8. Referral8. When referred the approver adds notes to explain why they are unable to approve the request
  9. Referral9. These notes are included in the notification email, and also appear when the request is viewed as a notification at the top of the page and in the audit history
  10. Referral10. Finally, once the request has been approved the final step is to mark it as paid (once the student has been paid of course!)

Integration

Integration

Integrate with your financial management system utilising a data feed to read in up-to-date balances, or run the module from a starting balance and a one-off import. Alternative currency formats (in place of GBP) can be used to meet the organisation’s preference.

Now, we import a report from MSL to our accounting system and a BACS file is created. This reduces the finance time spent on this task to around 10 minutes per week. As everything is online, we have completely eliminated cash given to students which saves more time and makes it safer as they are not on campus with large amounts of money. - Keele SU Finance

Digital forms

Digital forms

Digitise income, expenditure and transfer forms, including processes for purchase requisitions, cash requests and sales invoices, for simple, error-free submission.

Use for money requests, purchase orders and sales invoice – additional request types can be configured according to the organisation’s requirements.

Permissions

Permissions

Permissions are set for individuals in roles to raise, edit and approve requests and can be applied globally or by type/category.

Configurable permissions for staff and committees allow those users to make a request, allow approval up to a certain amount or cumulative amount, allow approval at any level and some editing of requests post-approval.

We were able to adapt Student Group Finances to our requirements...allowing different types of expenditure and payment methods to be included, making it clearer to use for students and staff. We did extensive testing and liaising for the project with the MSL team through to final implementation, and the day to day managing of the system is now done by our IT department, with MSL support should we require it. - Keele SU Finance

Audit

Audit

A full audit trail of actions is provided for each request detailing date, time, activity and requester.

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Support

Need help? See our Knowledge Base