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Monarch Groups & Student Organization Budget Processing

Access your student organization budget

  1. Log into Monarch Groups and access your organization portal to the right of the home icon
  2. Make sure the Budget Period reflects the current year budget cycle
  3. Click on Money in the left section
  4. Click on Budgeting
  5. The approved amount is above "Approved"

Submit a Payment Request

  1. From the main Campus Groups home page (https://odu.campusgroups.com/groups), please ensure that you're an active officer of the organization. At the top left hand corner of the page, select the "Groups" Icon located above the orange arrow and search for your organization.
  2. You should now be on the organization's main Dashboard. From the dashboard, on the left-hand pane, select "Money" à "Budgeting". You will be taken to your budget portal.
  3. Be mindful that there are 3 different types of budget funding sources when requesting payments: SGA Budget, Co-sponsorship and Contingency. Be sure to select the appropriate source when submitting a budget request. This can be selected toward the top right-hand side of the portal.
  4. If the organization has received budget approval, there will be a "Request Payment" next to each line item that has been approved within your budget. Select the corresponding "Request Payment".
  5. You'll be taken to the Request Payment form. Here, you will fill out the details needed to properly make a payment request.
    1. Payment Type: Please select: SET Finance.
    2. Description: provide a brief description of what you will be purchasing.
    3. Revenue/Expense:
    4. From Allocated: This field prepopulates with how much is left in this line item. Enter the amount requested here.
    5. From Group Funds: These are remaining group funds from your group money balance.
    6. Receipts: This is where you will upload receipts, price quotes, any supporting documentation needed to finalize your payment request.
    7. Payee/Vendor: Indicate the vendor/payee the request is intended for.
    8. Additional Notes: anything else you might feel the need to add.
  6. Select "Next" at the bottom right hand corner of the payment request. You will be taken to the "Payment Request Form"
  7. Here, you will select the Type of Payment request. Each option will prompt a different form unique to your respective selection; (i.e., selecting the "Catering" option will bring up the catering form. The different payment types are:
  8. Bookstore Requisition, Catering, Contract, Conference Registration, Hotel Prepayment, Online Purchase, Reimbursement, and Transportation.
  9. Upon completion of the respective Payment Type form, click the "Submit" at the bottom right hand corner of the payment request.

Types of Transactions

  • Travel
  • Reimbursement
  • Catering
  • Bookstore Requisition
  • Springhill Suites
  • Contracts
  • Office Supplies
  • Online Purchase & Vendor Payment

Travel

Any organization/individual who is traveling on behalf of a student organization should be with SET Finance staff well in advance of travel to ensure proper payment procedures. Any travel related purchases cannot be processed until 60 days before the travel will occur. Student organizations must also complete the travel participation waiver and the organization travel form at least two weeks prior to departure in addition to processing payment.

Transportation

Rental Vehicle v. Personal Vehicle

Students must meet with SET Finance staff well in advance of travel to do a cost benefit analysis on if either option is appropriate for their travel. Rental vehicles can be contracted and paid for in advance through the University. Personal vehicle mileage is a reimbursement. For the full process please refer to the SET Finance Policies & Procedures document.

Airline/Bus/Train

Students must meet with SET Finance staff well in advance of travel to determine which type of transportation is appropriate. Airline, bus, and train tickets can be purchased by the University on behalf of individuals/student organizations. No upgrades are allowed. For the full process please refer to the SET Finance Policies & Procedures document.

Conference Registration

Students must plan to meet with SET Finance staff well in advance of travel so that conference registration can be purchased on behalf of individuals/student organizations. Considerations to keep in mind:

  • Registration deadlines
  • Online registration must be on a secure website
  • Non-online registration may take additional time and organization will be responsible for obtaining necessary paperwork needed to process payment.
  • SET Finance is not able to pay for individual membership for organizations.

For the full process please refer to the SET Finance Policies & Procedures document.

Lodging - Hotel Pre-Payment

Students must plan to meet with SET Finance staff well in advance of travel and are responsible for obtaining necessary paperwork needed to process payment. Considerations to keep in mind:

  • Only students are eligible for hotel pre-payment. Faculty/Staff must follow university travel reimbursement procedures.
  • Not all hotels will provide you with the necessary paperwork which may result in a reimbursement instead.
  • No one other than ODU students traveling can stay in the hotel room.
  • Commonwealth hotel per diem rates apply
  • Alternate lodging that is not a hotel may be eligible for hotel pre-payment but always require prior permission for either pre-payment or reimbursement.

For the full process please refer to the SET Finance Policies & Procedures document.

Summer Travel

Summer Travel ability depends on when the travel will take place.

  • Last day of classes - June 30: Any travel that can be done via pre-payment and any necessary supporting documents are submitted via Monarch Link by the last day of classes can be processed from the current budget cycle.
  • Travel after July 1 - Must be processed and paid for out of the next budget cycle if allocated funding.

For the full process please refer to the SET Finance Policies & Procedures document.


Reimbursement

If at all possible, it is preferred that items are purchased in advance with the assistance of the SET Finance staff rather than being reimbursed. If this is not possible, communicate with SET Finance staff in advance to ensure that you are able to be reimbursed for items purchased and the information you will need to process reimbursement.

General reimbursement

  • Reimbursements can only be for small business expenses (up to $200.00 per vendor/per day). The only time reimbursements can exceed $200.00 is when it is related to travel.
  • Only individuals can be reimbursed, not student organizations as an entity.
  • The purchaser is the only one that can be reimbursed, not a proxy.
  • All receipts related to reimbursements must be submitted within 30 days of the purchase to receive reimbursement.
  • Alcohol and Ebay purchases are not reimbursable.

For the full process please refer to the SET Finance Policies & Procedures document.

Travel Reimbursement

  • Any purchases related to travel in need of reimbursement cannot be processed until after travel occurs.
  • Gas can only be reimbursed when a rental car is being used. Personal vehicles would be reimbursed based on mileage.
  • Reimbursement for meals/food is based off of per diem rates, rather than individual meals.
  • Hotel expenses may be reimbursed if a hotel pre-payment is not able to be made.

For the full process please refer to the SET Finance Policies & Procedures document.


Catering

The University is contracted with ARAMARK and all catering must be submitted through them for on campus events. All catering requests must be submitted 7 business days before event. For the full process please refer to the SET Finance Policies & Procedures document.

Bookstore Requisition

A bookstore requisition can be used to purchase items from the University Bookstore, Monarch Market, or the Monarch TechStore. Items can include but are not limited to: University apparel and merchandise, books, technology equipment, etc. For the full process please refer to the SET Finance Policies & Procedures document.

Contracts

Any student organization seeking to hire someone or a business for services they provide the organization need to complete the following process. The organization is responsible for securing all proper paperwork. Allow 3-4 weeks for complete processing prior to event with all completed, accurate paperwork. If submitted after event, expect at least 30 days until payment can be made, if approved. For the full process please refer to the SET Finance Policies & Procedures document.

Online Purchase & Vendor Payment

Online purchase would be something that has a shopping cart and website related credit card payment. Versus a vendor payment is when you have already placed an order and have an invoice ready for payment

Considerations to keep in mind:

  • All promo items including T-shirts must be purchased from RGH/Staples.
  • Orders must not include sales tax.
  • If the purchase is to be completed online, it must be on a secure website.
  • For both types of payments ODU participates in the Commonwealth's Small, Women-Owned and Minority Owned business (SWAM) program to increase opportunities, participation, and contract awards for certified SWAM vendors. Every effort must be made to purchase through SWAM vendors.
  • If you are submitting an order for printing, additional guidelines exist for printing related contracts. Communicate with SET Finance in advance.
  • For the full process as well as links to SWAM and Contract Vendors please refer to the SET Finance Policies & Procedures document.

Office Supplies

Organizations with offices are allowed to purchase office supplies per SGA financial bylaws. All items purchased are meant to stay with the organization. The University is contracted through RGH/Staples for the purchase of office supplies. For the full process please refer to the SET Finance Policies & Procedures document.

Reallocations

A reallocation is when you need to shift funds around in your SGA Budget to either supplement your allocation for a certain type of transaction or if you have a completely new type of transaction that you did not request as part of your budget but you have funds elsewhere in your budget that you can shift funds from. Organizations are able to reallocate funds without SGA prior approval up to $750.00 per transaction. Please note that all reallocations are subject to following both Commonwealth policies and procedures and adherence to the SGA bylaws

If you wish to reallocate funds in excess of $750.00 per transaction, this requires pre-approval from the SGA finance committee. For the full process please refer to the SET Finance Policies & Procedures document.