Contents
Overview
The Financials tab in Cycle Settings is where you manage the financial details for an award cycle. You can set up awards, expenses, and budget categories differently for each cycle in your program. What you see in this tab depends on which features are enabled for your organization.
Who can access the Financials tab?
- Organization Owners
- Client Admins
- Program Owners
- Program Managers
How to Get to Financials
-
Open the program, then click the gear icon
to the far-right of the cycle to open Cycle Settings.
- In Cycle Settings, click Financials in the top menu.
What’s in Financials
Award Setup
This is where you name your awards, set the number of recipients, and enter award amounts. If your organization has Budgets enabled, you can also link funds to awards here.
For more help, see ➡️Award Setup.
Expense Settings
| ⚠ | The Expense Settings tab only appears if your organization has the Financials Module, an add-on not included in all plans. If you'd like to add the module, please contact Customer Success. |
Log Expenses
This setting controls whether awardees can log expenses for their award and how the system checks those expenses.
To turn on Log Expenses:
- Toggle Log Expenses to Yes.
-
Select how expenses will be checked:
- Overall Budget Amount: Checks expenses against the total approved budget. Awardees cannot exceed the total approved budget amount. Best if you want flexibility in how awardees allocate spending across categories.
- Category Amount: Checks expenses against the limit for each budget category. Awardees cannot go over the limit in any one category, even if money is available in another. Best if you need spending to stay within the budgeted amount for each category.
- Award Amount: Checks expenses against the total award amount. Awardees cannot exceed the total award amount. Best if your program awards a lump sum and doesn't require a budget in the intake form.
3. Make the Uploads field mandatory: Select checkbox if you want to require awardees to attach supporting documentation, like a receipt or invoice, before they can submit an expense/reimbursement request. Learn more here ➡️ Make the Uploads Field Required for Reimbursement Requests.
4. Click Save Changes in the upper-right corner.
Once a cycle is published, the Log Expenses toggle and validation options are locked and can't be changed; however, the Uploads field setting can be checked or unchecked at any time, even after the cycle is published.
Categories
| ⚠ | The Categories tab only appears if your organization has the Financials Module, an add-on not included in all plans. If you'd like to add the module, please contact Customer Success. |
This is where you choose which budget categories are available for the cycle. The categories you add here are what applicants see when filling out a budget in the intake form, and what awardees select when submitting expenses. For more help, see ➡️ Add Budget Categories to a Cycle.
Set up your categories before building your intake form. You can always come back to add them, but you'll need at least one category before you can set up the budget section in your form.
Related Articles
➡️Award Setup
➡️Using the Budget Section Field
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