Using the Budget in
Community
A brief step by step guide to managing
your group’s finances through the
Student Activities Software
You should be familiar with your
Group’s Homepage ~ From here
Select ‘Budget’
This is your budget ‘home screen.’ All
accounts your organization is
responsible for will be listed here
Select the magnifying glass to View your
account information
Select the pen image to Edit your account
information
This is your Edit ‘homepage’
It is used to Add Transactions
This is the
transaction form
Please be sure to read ALL
the text on this form.
If information is incorrect or missing,
It will NOT be processed!
Put your Mailbox Number,
ONLY, if you want the check
returned to you
Always use Withdrawal when
requesting funds from
your account
And Never use Payment… Ever!
All withdrawals must be reviewed and approved
by the group’s advisor. Once this has happened,
you will be notified and the transaction sheet
should be printed off and sent to
Business Services for processing
When making a deposit through Community
this will only update your transactions
through the system
You will still need to bring the money
to Business Services for an actual
deposit, with a deposit form.
The deposit form can be found in the
Documents Folder
Things to Remember
• Accounts Payable (Kay Schirm)
– Checks written twice a week
• Deadlines Tuesday noon (checks ready Thursday afternoon)
• Deadline Friday noon, (checks ready Tuesday afternoon)
– Allow a week to ten days, from transaction date, (for
processing)
• W-9’s
– mandatory for payment to any individuals or vendors
– Cornell student body, faculty and staff are exempt
• Reimbursements of less than $50
– can be cashed at the front desk in Old Sem
– The same procedures are followed
• Cash Advances
– Available for the purchase of supplies, trip expenses,
etc.
• in the form of a personal loan on a student’s account.
• there is a limit of $200
• Report and leftover funds must be turned into Cindy Krob,
within 30 days of loan
– See details on Student Activities Advance Loans.
– To be picked up and paper signed at Front Desk of Old
Sem
• Student leaders
– Responsible for entering transactions into Community
• including the credit card purchases, made through DSA
– Deposit money with Cashier at front desk of Old Sem
– Maintains contact with their Advisor regarding
approvals
• Transactions
– Budget Home Screen
– Magnifying Glass (next to the proper account)
• “Add Transaction”
– Fill in all necessary fields (*)
– Enter your mailbox number, if you want the check to
come back to you
– Always use Withdrawal
– Never use Payment!
• After you Submit the transaction
– Your group’s Advisor approves it
– You are notified that they have done so (their name
will appear at the top of the screen)
– Print the form and send to Business Services. (3rd
floor Old Sem or Box 1653).
Direct Billing
When a Student Group uses an established vendor
with whom Cornell has an account,
(Bon Appetit, Sleep Inn, Budget Car Rental, Ace
Hardware, Gary’s, etc.) the invoice will come to the
College and then be scanned to the Group’s
Treasurer. Upon receiving an accurate invoice, the
transaction should be entered into Community,
approved by the advisor, printed off and returned,
along with the invoice, to Accounts Payable.
Credit Cards
If a purchase needs to be made online, Tera Kringle
can assist with her credit card. A representative
from the group making the purchase, must arrange
to meet with Tera, to use the card. Immediately
upon placing the order:
• the receipt or order form should be printed,
• the transaction entered into Community and
• after it is reviewed by the advisor – printed and
given to Tera, along with the invoice or receipt.
Deposits
• Most deposits are made into a group’s
Fundraising Account. Be sure to specify on the
Deposit Form, the correct number for your
group’s account.
• Deposits can be made on First Floor of Old
Sem at the Student Accounts desk.
• Be sure to enter your deposit into Community.
Miscellaneous Charges/Transfers
• Occasionally, a Student Group will have copy
charges, long distance phone charges or
postage charges. When these charges arrive in
Business Services, the group will be notified
and an entry should be made into Community.
• If a Student Group wishes to reimburse a
College department, a Withdrawal should be
requested in Community, with the account
number to credit, entered in the “Info” field.
In a Nutshell
1. Always use Withdrawal when requesting a
payment.
2. Be sure to include the 5 digit number
assigned to your Group’s account.
3. Print the sheet, only after your Advisor has
reviewed and approved the transaction.
4. Any questions about reimbursements should
be addressed to Kay Schirm.