Manage Your Finances
Need help with your budget, submitting reimbursements, or planning for the coming semester? We can help.
A budget is an important tool to use in creating a spending plan for the funds assigned to your service group or other service opportunity. A carefully developed budget will ensure you have the funds you need for the activities, events and other things that you have prioritized for your service group or project.
1. Download the Budget Template
If you are a Pace Center student board member, service project or student organization student leader, we recommend starting a semester budget planning by downloading the Pace Center Budget Template. This template provides a basic framework for creating a budget for managing the money for your board, project, activity, or other planned event. You can easily customize this budget to add, remove, adjust items as they are relevant to your activity.
If you are a Pace Center student organization with an assigned chartstring, contact Pace Center Business Manager, Soeurette Germain to request your group’s spendable balance and to confirm incoming funds that you have raised.
2. Complete the Budget Template
Work with your student leadership team to review your semester’s planned expenses and then identify and use (or include) the relevant line items in the basic template. It is often helpful to identify your larger semester budget and then individual budgets for any major activity or event. If you have questions on completing the budget template, contact Pace Center Business Manager, Soeurette Germain.
3. Meet with Your Staff Adviser
Once you have a draft budget, schedule a meeting with your Pace Center staff adviser to review your draft budget, funding sources and financial best practices for managing a budget. Your budget needs to be approved before moving forward.
- For Pace Center student organizations, your staff adviser is Elsie Sheidler.
- For Student Volunteers Council (SVC) service projects, your staff adviser is David Brown.
- For Community House service projects, your staff adviser is Charlotte Collins.
Reimbursements to students are done through Concur, the University’s expense management tool. Expenses for doing service well can range from food to project materials to transportation and more. An expense must meet the criteria of a valid business purpose as defined by the University’s Business Expense Policy. Questions about allowable expenses should be directed to your staff adviser or Pace Center Business Manager, Soeurette Germain.
Set Up a Concur Profile
The following is a step-by-step process for setting up your Concur profile which needs to be done first in order to submit expense reimbursements. Note: We will have drop-in hours posted soon for a student associate who can help you with the Concur process.
- Login to Concur at travel.princeton.edu, and click the Concur button labeled “Login to Concur;” follow the prompts for NetID and Password
- Locate the profile tab 3. Under contact information, complete all required fields and update the “Device Name” and “Country Code” sections. Important: press the OK button (you may have to scroll down to find this).
- Verify your email address; now you can email receipts to email@example.com and have them automatically uploaded to your receipts folder in Concur.
- Set up Concur App on your mobile phone; see “Mobile Registration” in Profile settings. You will be asked to create a PIN; remember this PIN! This allows you to take a photo of your receipts and send directly to your Concur expense report.
- Set your expense settings; while under the Profile tab, navigate to the sidebar under expense settings, and click "expense approver." Type in the name of your staff adviser (Note: If you are creating expense reports for reimbursement from other departments or sources, you must change your "expense approver" from your Pace Center staff adviser to the administrator authorized to review and approve your report.)
Create Your Expense Report
- Under the expense tab, select new expense report. Fill out the request header. Give the report a descriptive name of your service project or group activity/event (for example: Community House PEEK supplies, SPEAR April 2020 conference catering meals)
- Under “Allocation” enter your chartstring. The chartstring encompasses a department, fund, and possibly a program code; there is ALWAYS a department and fund code. You don't need to worry about the site, project, and activity fields; you can leave them blank. You can get the chartstring to use from your staff adviser or contact Pace Center Business Manager, Soeurette Germain.
- Add expenses from the list of expense types. Avoid using the expense type of Miscellaneous. Here are a few general points about some important expenses:
- Food Products – Grocery/Bulk: The majority of study break foods can be labeled as this, chips, etc…
- Group Meals/Entertainment: This is for meals and all entertainment activities. You must input the names of all individuals who particpated in this meal or you will receive an error message. For groups of <10, you must input each name. For groups of 10+, you may add in a whole group identifier.
- Project Materials: This includes a broad selection of purchases including things like post-its and posters.
- Travel: many travel expenses will require itemization. Make sure you fill out all required information
- Attach receipts to all expenses including those under $50.00. Although Concur requires receipts for expenses of $50.00 or more, the Pace Center policy is to have you attach all receipts to your Concur expense report. In addition to uploading them from your computer, you can upload them to your account by sending pictures of receipts from your verified email account (NetID@princeton.edu) to firstname.lastname@example.org or from your mobile app. (NOTE: if you do not verify your email, as explained in Part 1, then you will not be able to email receipts). Attach by clicking the small green button.
- When you have inputted all your expenses into one report, you may submit the report. Approval should take 1-3 days. Processing of your reimbursement by Finance and Treasury is usually done within a week. If you have direct deposit set up, the expenses will be reimbursed directly into your student account. Otherwise, you will receive notice that a check is available for pickup in New South. If any errors have been made in the submission process, your expense report will be sent back to you.
All fundraising must be pre-approved by your staff adviser. To ensure your group is compliant with University practices and policies, we strongly encourage you to schedule a meeting early to review fundraising plans. If you are planning a fundraising event on or off campus, submit an event request through CLEVER at least two weeks prior to the date of your event.
- Fundraising requests MUST be submitted through CLEVER at least two weeks prior to the event.
- The ODUS Guidelines for Donations and Fundraising and Rights Rules Responsibilities section 2.2.15 should be carefully reviewed before planning fundraising activities.
- Information on Cash Donations and Online Donations to support disaster relief can be found on the Pace Center’s Organize a Response page.
- For information on transferring funds to an outside organization; directing funds to your student group account; receiving individual and corporate gifts; and applying for outsides grants, contact Pace Center Business Manager, Soeurette Germain or your staff adviser.