Group Budgeting, Funding, & Payments

Questions about the Group Funding Process?

For questions about creating budgets (submitting funding applications), and funding approval, please contact SGA Ways & Means. For questions about payment requests and banking transactions, email the SGA Business Office or go to their website.

Creating a Budget

Ways & Means evaluates funding applications and allocates money.

Note: In Embark the term "budget" is a little ambiguous. Behind the scenes the process is the same; each month (or period of time) there is a budget that Ways & Means manages, and student groups apply for funding from that pot of money. The "funding application" and previous W&M funds allocation process is now submitted through the new "create budget request" in Embark. Before starting your budget requests, you should have all required documents, receipts, etc ready to upload.

  • Manage Your Group

    Before making the request for payment, prepare all receipts and other documents for upload.

    1. Log into Embark
    2. Officers: upon logging in, scroll down to "My Groups" on your homepage and click on the group that you wish to make an expense request for. If you have more than one group that falls under "My Groups" be sure and click on the correct one.

  • Creating a Budget Request

    Note: In Embark the term "budget" is a little ambiguous. Behind the scenes the process is the same; each month (or period of time) there is a budget that Ways & Means manages, and student groups apply for funding from that pot of money. The "funding application" and previous W&M funds allocation process is now submitted through the new "create budget request" in Embark.

    To create "Budget Requests" or manage the current "Budget", click on "Budgeting" on your left side menu.

    Choose the budget you are applying to using the dropdown on the left. Click on "Create Budget Request" on the right in order to start a request.

    Complete the 2 Steps form. If there are custom instructions for filling out the request, they will appear at the top of the form. You will need to provide details about your request, and you'll need to list out item expenses information, and provide all necessary documentation. Note that there is a place to specify expenses coming from your own org group funds, as well as the request to Ways & Means.

    You will then be directed to the survey. Complete all the information, and click Submit.

  • Your Budgeting Page

    If you return to your Budgeting page, you will see a summary of the request. It will appear on the "Budget Request" list, and you will see an orange dot in the "Approval" columns. This dot means that your request is pending approval.

    Once Ways & Means has approved or partially approved the funding, this dot will turn green (light green for the partial approval). If the request has not been fully granted, check the "Notes" to view an explanation.

    You will now be able to "Request Payment" by clicking on the corresponding button.

  • Accounting Book

    f you click on "Accounting Book" under "Money" on your left side menu, you will be able to view all of your transactions. There you can see an overview of revenues and expenses for each budget and for the group funds.

    Note that you will ONLY use the Accounting Book for Transfers (explained below under Banking Transactions). This tool is primarily for your reference.

    Note: While the amount you are funded by Ways & Means will be accurate, your campus account balance is not updated in Embark in real time, but will be updated daily. If you ever have a question about the status of your org account, please contact the SGA Business Office.

Banking Transactions

The Business Office manages the Ways & Means funding to groups. For information about requirements and contact information, visit their page.

  • All Payment Requests

    When submitting payment requests in Embark you will go into your group -> Budget (click on the large square on your group's landing page or go to Money -> Budgeting on the left nav bar.

  • Ways & Means Funding Payment Request

    Once Ways & Means has approved or partially approved the funding, this dot will turn green (light green for the partial approval - see image in Group Funds Payment Requests). If the request has not been fully granted, check the "Notes to view an explanation."

    Submitting Payment Requests as an Officer

    • Group -> Money -> Budget and click on Request Payment on a line item.
    • Fill out completely. If instructions are included, please read & follow carefully.
    • Once submitted, Payment Requests will show up in the group's budget.
    • Groups have the option of creating additional Payment Requests /purchases (up to their approved funding amount) - you don't have to request payment all at once.
    • Note that you can withdraw from your org's own money as well as money funded by W&M.
    • Click submit.

  • Group Funds Payment Request

    Click on the BUDGET -> Group Funds Balance Forward Budget -> Create Budget Request (top right corner). This will bring you to create/budget request form.

    • Step 1 / 2: The Budget Request type is Group Funds
    • Step 2 / 2: All Budget Items entered will always be GROUP FUNDS.
    • Enter the total in the "Amount Financed by Group" box, add any notes and then save.
    • Do not log budget items into the "Amount Requested" box

  • Requesting Payment from Individual Line Items

    You can then request payment from individual line items.

    • Group -> Money -> Budget and click on Request Payment on a line item using GROUP FUNDS.
    • Fill out completely. If instructions are included, please read & follow carefully. Click submit.
    • Once submitted, Payment Requests will show up in the group's budget.
    • Groups have the option of creating additional Payment Requests /purchases (up to their approved funding amount) - you don't have to request payment all at once.

  • Request Payment Form Example

    Important Tips:

    • Groups have the option of creating additional Payment Requests /purchases (up to their approved funding amount) - you don't have to request payment all at once.
    • When requesting a reimbursement you will need to upload a copy of your itemized receipt showing proof of payment.
    • If you are reimbursing a student you will need their student ID#.
    • The reimbursements must be submitted within 30 days of the receipts.
    • If you are requesting payment using the business office credit card please include all the links that will need to be ordered.
    • Credit card orders must be $100.00 or over.
    • Credit card orders will be sent directly to the individual.

  • Transfers

    In order to transfer funds from your organization to a department or another organization on campus you will go into your Group in Embark and click on the Accounting Book Tab > create transaction. You will need to know:

    • The Department that will be receiving the funds.
    • The entire account number (Reference number) (sample # 0010-08900-44333-00). You will get this from the department.
    • The total amount of the transfer.
    • What the purpose of the transfer is.
    • For transfers that are org to org, the organization that is initiating the transfer must be the one to submit the request.
    • Once you complete the information in your Accounting Book in Embark please fill out the Transfer Form.

  • Deposits

    Deposits will be entered by the SGA Business Office. Please bring cash and or checks to the SGA Business Office (Blanchard Rm# 308) on Tuesdays during our in person office hours of 11am - 1pm. If you are off campus and have checks that need to be deposited you can mail them to Mount Holyoke College, SGA Business Office, Blanchard Campus Center Room 308, Attn: Kim Lavoie, South Hadley, MA 01075. Please fill out the Embark Deposit form. You may also email sgabookkeeper@mtholyoke.edu and set up other arrangements.

Additional Information

Bills, Contracts & Audits

  • Contract & W-9 Information

    When paying a contractor:

    • When paying a speaker or private contractor a signed contract from the Office of Student Involvement must be obtained. Please be sure the total amount due is included on the contract.
    • MHC is tax exempt. The Business Office will provide MHC's tax ID # upon request.
    • If the payee is not a US Citizen additional paperwork is required before payment can be issued. This process takes 2-3 weeks. Please plan accordingly.
    • The Business Office will obtain the W-9 once the signed contract is received.

  • Campus Bills

    Please note: your group could be charged any services or items provided from Facilities, Blanchard, Willits, Auxiliary & Campus Public Safety. You will receive an email from the SGA Business Office making you aware of the campus bill and they bill will automatically be deducted from your groups account.

  • Audit Information

    Audits are held at the end of each semester.

    • Audits will be conducted by the W&M's Committee members and Business Office internally. You will be notified by email when they are scheduled.
    • Authorized Signer's should maintain an organized records that includes all receipts and supporting documentation from the Business Office.
    • The Business Office highly encourages your group to regularly check in with us to ensure your account is in good standing.