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Academic Society Financial Help

Financial Information Help for Societies

Welcome to the Financial help page for Academic Societies.

To form a new academic society go to the Academic Society web page.

 

The advisor is responsible for the financial well being of the organization.

Only individuals authorized (not students) to the account can sign petty cash vouchers and check requests. (See authorize officers below)

  

Ways to Spend Money

1. Petty Cash Reimbursement - Fill out a petty cash reimbursement form and take to the Cashiers Office.

2. Check Request - Bring check request and receipts to the Accounting Office.

3. Purchase cards can be obtained when needed.  How to obtain a purchase card.

 

Collecting Dues

If you collect dues from members please use the form provided by the Bursars Office. Call extension 1924.

 

Online Statement

Your organization has been assigned a 10 digit account number. You will not receive a monthly statement through the mail. Access is available anytime on the web. To access go to https://web.byui.edu/glereports/glerptsmain.asp . Or you can go through the BYU-I home page by going to Employees - Financial Services - Account Stewardship - General Ledger Financial Report. You will see:

 

 

Print Account pink = Stewardship Account Report Name
  3820-XX SOCIETY ACCOUNT NAME RESTRICTED FINANCIAL REPORT

 

Choose the appropriate account by clicking on the number. You will then see the financial report for that account. It will show revenue items, expense items and the Net Income/Loss. Also it will show any balance from prior years and an ending balance.

You can add other expense category codes if you would like to segregate the expenses more. Contact the Accounting Office to add these.

To view a specific month change month and click Go.

To add authorized individuals click on the Authorization button and see Authorize Officers below.

 

 

OR Period:  
Brigham Young University - Idaho Page - 1
Date - 9/27/2012 11:01:50 MONTHLY FINANCIAL REPORT
  August 31, 2012
3820-XX XXXXXXX SOCIETY
  Percent of Year 67 %
Prior Month Current Category Category Total Current Budget %
Y-T-D Prior Yr Month Number Description Budget Y-T-D Balance Used
                 
        REVENUE:        
0 0 0 1600 OTHER REVENUE 0 0 0 0
0 0 0 2103 TRANSFERS FROM STUDENT 3XXX-XX 0 100 100- 0
--------------- --------------- ---------------     --------------- --------------- --------------- -------
0 0 0   TOTAL REVENUE 0 100 100- 0
--------------- --------------- ---------------     --------------- --------------- --------------- -------
        EXPENSES:        
0 0 0 7000 OTHER EXPENSES 0 0 0 0
--------------- --------------- ---------------     --------------- --------------- --------------- -------
0 0 0   NET INCOME/LOSS(-) 0 100 100- 0
========== ========== ==========     ========== ========== ========== =====
0 0 0   CHECK FIGURES 0 100 100- 0
--------------- --------------- ---------------     --------------- --------------- --------------- -------
                 
0 0 0   ENDING BALANCE AVAILABLE 0 100 100- 0
========== ========== ==========     ========== ========== ========== =====
                 
        ##############################        
                 
        CLEARING ACCOUNTS:        

 

Authorize officers to the account to spend or view the account statement.

To add an individual type I-number in employee field. Select student or authorized user in position. Students can't authorize the expenditure of funds but they can veiw the account. The On and Off campus fields will fill in automatically. In the Rpt Authorization  "Can look" should appear. Then click update button. To remove individual delete I-number and click Update button.


G/L ACCOUNT AUTHORIZATION

 

MAINTENANCE
Dept: 3820-XX XXXXXXXX SOCIETY Help

   
Spending Limits
 
Employee I-Number/Name Position On Campus Off Campus Rpt Authorization
HOLLINGSWORTH GUY M
 DOE JOHN C CSTDIAN - Max: 99,999 99999 99999 Req to look
KUNZ KAREN R