Module 11 / 13 · Campus operations
Expenses Management
Route departmental purchases, operating expenses and reimbursements through approval before payment. Compare requests with their budget head and retain supporting documents.
Expense requestsBudget reviewApproval trailInvoice & paymentReimbursements
The working flow
What happens, step by step
- Requester records the purpose, estimate and supporting quotation.
- Department head reviews need and budget head.
- Designated budget approver approves, returns or rejects the request.
- Accounts verifies invoice, receipt of goods/services and payment details.
- Authorised payment is posted with bank reference.
- Accounts reconciles the payment and closes the request.
How this connects
Asset purchases link to Asset Management; staff reimbursements link to HR. Payment references remain distinct from student fee collections.
One owner for every action.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
The record specification
Fields, requirements & responsibility
Each row identifies the input, when it is needed and who is responsible.
01 / Request & budget
12 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Expense request number and date | Automatic ID / date | System generated | Department requester | Department head / budget approver |
| Requester and department | Staff / select | Required | Department requester | Department head / budget approver |
| Category and budget head | Select | Required | Department requester | Department head / budget approver |
| Purpose and justification | Long text | Required | Department requester | Department head / budget approver |
| Vendor details | Linked vendor record | Required | Department requester | Department head / budget approver |
| Quotation reference and attachment | Text / file | Required | Department requester | Department head / budget approver |
| Estimated base amount and tax | Currency | Required | Department requester | Department head / budget approver |
| Requested total | Calculated currency | System generated | System | Department head / budget approver |
| Budget available and commitment | Linked / calculated currency | System generated | System | Department head / budget approver |
| Required-by date | Date | Required | Department requester | Department head / budget approver |
| Approval stage, decision, actor and remarks | Audit record | Required | Department requester | Department head / budget approver |
| Revised amount and re-approval reference | Currency / approval | If revised | Department requester | Department head / budget approver |
02 / Invoice, payment & reimbursement
11 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Invoice number and date | Text / date | Required | Accounts | Finance officer |
| Invoice amount and tax breakdown | Currency | Required | Accounts | Finance officer |
| Goods / service receipt confirmation | Approval | Required | Accounts | Finance officer |
| Supporting invoice and receipts | Files | Required | Accounts | Finance officer |
| Payment beneficiary and verified bank reference | Text | Required | Accounts | Finance officer |
| Payment due date | Date | Required | Accounts | Finance officer |
| Paid amount, date and payment method | Currency / date / select | Required | Accounts | Finance officer |
| Bank transaction reference | Text | Required | Accounts | Finance officer |
| Reimbursement employee and claim period | Staff / date range | For reimbursement | Accounts | Finance officer |
| Payment status and reconciliation date | Select / date | Required | Accounts | Finance officer |
| Closure remarks and history | Long text / audit log | Required | Accounts | Finance officer |
Approvals & operating rules
- Requester cannot approve their own request.
- Changed approved amounts require re-approval.
- Approval thresholds and tax treatment must be confirmed with the institute.
Keep people informed
Notifications
- Approver: pending expense request.
- Requester: correction, rejection or approval.
- Accounts: approved unpaid invoice and reimbursement due.
Make decisions clearly
Reports
- Expense by department and budget head
- Budget versus approved and paid amounts
- Pending approvals and unpaid invoices
- Vendor payment and reimbursement register
Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.