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

Modern professional expenses management for student groups

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 for greater efficiencies across the finance team.

Read how Harper Adams Students' Union will save up to 3 days a week of finance and admin time using Student Group Finances

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:

  • 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.

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.

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