What is budget approval?

In order to correctly adhere to the University’s Financial Procedures, events have to go through a process of budget approval. Any listed budget holder can be added to an event and it is up to the staff member to ensure that the selected budget holder has the ability to approve Payroll against the budget code entered.

The system functions on the basis of pre-approval for spend, and then re-approval is sought if there is an increase in the cost of an event by more than a 5% margin of error.

Getting budget approval for my event.

1. Add a budget holder to the event
   • You have already been doing this for a long time! It is part of the standard required fields when creating an event. Simply select the budget approver from the dropdown list.

     Adding budget approvers?

     Chat to your scheme administrator!

2. Add all the jobs you need
   • Go ahead and add all the jobs you require for your event, including the number of posts and hours required.
3. Send for approval
   • At the top of each event page, the status of the approval is shown. If an event has not been sent for approval yet, click Send for Approval to notify the listed budget holder, who will be prompted to approve for reject the requested budget.
   • This button will update with the relevant status.
   • You can press the i button next to approvals to see the history of approvals for an event. If you choose to send the event for re-approval, it will render the previous approvals invalid.
4. Run the event!
5. Finalise the event.
   • If needed, you will be prompted to send the budget for re-approval. If not, you can proceed to Generate Timesheet as always!