Finance

Please complete this form with the following information and upload It within the "Student Club/Org Agency Account Request form" on BruinLink.

• Organization Name

• Student Leader Name

• Advisor Name

• University Department (if applicable)

• Function of Organization

• Estimated Number of Transactions per month

• How you anticipate accessing funds (we recommend checking all three boxes)

• Organization Advisor signature (leave the Student Life Representative line empty)

Once submitted, OSE staff will sign the document and send it to Finance and Accounting.

You can expect follow-up information within several weeks of submitting your form.

Information regarding your agency account balance will be entered into Bruinlink monthly. To access your organization's agency account information, navigate to the 'Manage Organization' function within your group's Bruinlink page. Click the menu in the upper left-hand corner, then click "Finance."

On this page, you will see the following information:

• FOAPAL

  • Fund: 11000 for most Clubs/Organizations

  • Organization: 000 for most Clubs/Organizations

  • Account: five digits unique to your Club/Organization

  • Program: 00 for most Clubs/Organizations

  • Activity: n/a

  • Location: n/a

• Changes to your account balance

  • These changes are updated monthly - if you would like a more detailed explanation of changes, please email studentengagement@belmont.edu.

Funds can be acquired through several methods:

• Collecting dues

• SGA Grant Request

  • To request funds from SGA, complete a "Funding Request" through your organization's Finance function.

• Fundraising (all fundraisers must be approved by the Office of Student Engagement)

You can deposit funding by completing a 'Deposit Request Form' (also linked under 'Campus Links' on the Bruinlink homepage). Once you complete the details, you will bring the form and the associated funds to the Student Engagement Office (Gabhart Flex) for processing.

There are several different ways your organization can utilize the funds that are in your agency account.

1. Check Request

   • If your organization is utilizing a service (renting equipment, ordering catering, etc.), you can request to pay the vendor directly from Belmont through your agency account.

   • To do this...

     • Fill out a Purchase Request through the Finance function within your organization's BruinLink page. You'll select "Check Request" when prompted.

     • Within the Purchase Request, you will be asked to submit the invoice and the Vendor or Individual's W-9.

2. Reimbursement (>$50)

   • If you or another organization member have utilized more than $50 of your own funds (save your receipts!) for organizational purposes and would like to be reimbursed from your organization's Agency Account, please complete a Purchase Request through the finance function within your organization's BruinLink page. You will select "Reimbursement" when prompted.

   • Within the Purchase Request, you will be asked to submit itemized receipts which match the amount to be reimbursed.

3. Petty Cash (<$50)

   • If you or another organization member have utilized less than $50 of your own funds (save your receipts!) for organizational purposes and would like to be reimbursed from your organization's Agency Account, please complete a Petty Cash Request.

   • The Petty Cash Form will ask for the following information:

     • Fund

     • Org Code

     • Account Code

     • Program Code

     • Activity Code (leave blank)

     • Location (leave blank)

     • Amount (to be reimbursed)

     • Person being reimbursed

     • Business purpose/description (explanation of expense purpose)

   • Bring the form and receipts to the Office of Student Engagement (Gabhart Flex) - we will sign where it says "Authorized Signature" and will direct you to the Finance and Accounting office (Fidelity 215, 214, or 210) to complete the reimbursement.

4. Purchase Request (Purchasing System or via Purchasing Card)

   • Purchasing System

     • There are certain vendors from which the Office of Student Engagement is able to purchase items directly through the university's Purchasing System. While the funds would still be coming from your organization's Agency Account, the process is much easier and prevents individuals from spending their own funds.

     • If your organization needs items from Amazon, Staples, Lowe's, Home Depot, or somewhere else included in Belmont's Purchasing System (just ask our team!) - this is the way to go.

     • To submit a Purchasing System Purchase Request, complete a Purchase Request through the Finance function within your organization's Bruinlink page. You'll select "Purchasing System Purchase" when prompted.

     • Within this form, you will be asked to link specific Items you wish to purchase.

   • Purchasing Card Purchase

     • On a limited basis (when it isn't possible to pay via check or to order items through the purchasing system), we are able to purchase/pay using the Office of Student Engagement purchasing card.

     • To submit a Purchasing System Purchase Request, complete a Purchase Request through the Finance function within your organization's Bruinlink page. You'll select "Purchasing Card Purchase" when prompted.

     • Within this form, you will be asked to link specific items you wish to purchase and/or share the link for payment.