Using Club Funding

There are different ways to make purchases when using club funds:

Each of these options require the submission of a "Payment Request" in the Club's Accounting Book in CampusGroups.

Business Office Purchase

For non-service charges: The Business Offce makes purchase on your behalf with their corporate credit card.

Reimbursement

For non-service charges: Club leaders make the purchase and the Business Office reimburses you through a Zelle account with your yale e-mail address.

Invoice/Purchase Order

For service and non-service charges: Vendor provides invoice and the Business Office pays on your behalf. Please refer to Yale's payment terms for services related to clubs.

Criteria for Using Funds

Any expense made with the funding sources below must satisfy the criteria to be approved for processing:

C&F Pre-Approved Funding

  • Any associated expense must be submitted through CampusGroups during the academic year in which funds were initially allocated.
  • Purchases must be made in accordance with Yale University and SOM policies.
  • Purchases must be made in accordance with Student Government/C&F policies.
  • If used for any type of meeting/event, the meeting/event must be submitted and posted in CampusGroups and attendance must be tracked through the event's registration portal.

C&F Additional Funding

  • Approved funds are restricted only for the event associated with the budget request.
  • Any associated expense must be submitted through CampusGroups during the academic year in which funds were initially allocated.
  • Purchases must be made in accordance the Yale University and SOM policies.
  • Purchases must be made in accordance with Student Government/C&F policies.
  • If used for any type of meeting/event, the meeting/event must be submitted and posted through CampusGroups, and attendance must be tracked through the event's registration portal.

External Funding

  • Any associated expense must be submitted through CampusGroups during the academic year in which funds were initially allocated.
  • Purchases must be made in accordance with the Yale University and SOM policies.
  • If used for any type of meeting/event, the meeting/event must be submitted and posted through CampusGroups.

How to Make a Purchase

All purchases require the submission of a "Payment Request" in the Club's Accounting Book in CampusGroups by your second-year club leader or budget officer.

When using C&F Additional Funds or OCED Funding:

  1. 1

    Head to your Club's Accounting Book tool in CampusGroups

  2. 2

    If you are working with an advanced budget, you need to first submit a Budget Request

  3. 3

    Click on the funding source you would like to use to make your purchase

  4. 3

    Navigate to the approved funds you were awarded associated with the purchase you would like to make

  5. 4

    Click on "Request Payment"

  6. 5

    Fill out the detailed event information and details surrounding your purchase

    You will be automatically redirected to a form that will ask you for additional information before the purchase is processed.

    The total remaining amount is listed at the top. Choose the Transaction Type, add a description, choose Expense, and enter the amount you’re requesting in From Allocated.

  7. 6

    Once submitted, check the status of your request

    The total payment request amount is listed at the top, and each line item has an orange “Pending Approval” circle.

    Note: You can also track approval progress by going to My Activity / My Surveys & Forms and viewing the submitted form.

    Once the request(s) are approved, the transaction is listed as such, and budget expenses and balance update accordingly.

When using C&F Pre-Approved Funds or External Funding:

  1. 1

    Head to your Club's Accounting Book tool in CampusGroups

  2. 2

    Click on "Payment/Budget Request" icon located on the right-hand side of your screen

  3. 3

    Fill out the detailed event information and details surrounding your purchase.

    You will be automatically redirected to a form that will ask you additional information before the purchase is processed.

Use of Funds Approval Workflow

There are a number of departments and student leaders involved in allowing of the use of funds. Those involved in the approval process include:

Always

  • Club's Budget Officer -
    • Budget Officers must sign off and approve any Payment Request that are submitted on behalf of the Club in CampusGroups.

Sometimes

  • Student Government
  • Office of Community Engagement and Dialogue
  • AASL
  • Business Office
  • Events Team
  • Student being reimbursed

Approval Process for Budget Officers

Budget Officers are included in the approval process for every purchase submitted by a Club. Below is a step-by-step guide:

  1. 1

    Head to "My Worflows" on the left-hand navigation pane on the CampusGroups landing page.

    Here, is where you will find all of the submissions that are awaiting your review and approval.

  2. 2

    Click on the payment request you would like to review and approve.

  3. 3

    Review the submission details by clicking "Open Submission"

  4. 4

    If you approve the purchase: Click on "I Approve" next to your name.

    This will send the submission to the next applicable department for processing, and will the purchase will be one step closer to being deducted from your Accounting Book.

  5. 4

    If you do not approve the purchase: Click on "Reject" located on the top right-hand corner of your screen.

    The submission will be sent back to the submitter and will not continue for processing.