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Purchase requests and reimbursements for student teams that spend through a university rail.

Battery cells (18650) x40

Battery subteamStudent Gov Fund

$412.80
Tier 2
Approved · funds reserved
  1. Submitted
    Jul 9
  2. Lead approved
    Jordan · Jul 10
  3. Approved · funds reserved
    Riley · Jul 14
  4. Sent to Student Gov Fund
  5. Paid
    expected Fri, Jul 24
Battery subteam
$1,579.20available of $5,000.00
Spent $2,180.00Reserved $1,240.80Available

Available = Budget − Spent − Reserved

Example request, mid-flight.

The org does not spend its money. It asks the rail to spend it.

At most universities a club cannot hold its own bank account. The money lives on a rail the school controls.

So a student pays $400 on a personal card and waits.

When reimbursement is slow, members stop spending. The budget goes unused. Next year’s allocation drops.

Slowness eats the budget.

3-4 weeks
A normal wait during the semester
1 in 5
Berkeley orgs hit by delays in one semester

Not one bad school. The category.

Rejection after the fact hurts more than delay.

It lands after the money is already gone.

A student fronts $400, then learns the fund does not cover it. The money is spent and the claim is dead.

Every bounce restarts a 30-day timer on the rail. The only fix is upstream, before the card is charged.

Student Gov Fund rulebook

Evaluated at submission, before anyone spends

  • AlcoholBlocked
  • Gas for car travelBlocked
  • Event insuranceBlocked
  • Single-use water bottlesBlocked
  • Social retreatsBlocked
  • Food & beverage over the 30% capWarn · waiver
  • Travel outside the fund's regionWarn · waiver
  • Prizes and giftsWarn · waiver

Gas for car travel isn’t covered by this fund.

Submission stops. Pick another fund, or drop the item.

Food & beverage is over this fund’s 30% cap.

Proceed with a waiver. The treasurer sees the flag before deciding.

Example seed-template rules. Every list, threshold and cadence is per-org config.

Six states. No skipping.

Even a sub-$100 request passes finance approval. That is the encumbrance point.

Battery cells (18650) x40

BatteryStudent Gov Fund

$412.80
Paid
  1. Submitted
    Jul 9
  2. Lead approved
    Jordan · Jul 10
  3. Approved · funds reserved
    Riley · Jul 14
  4. Sent to Student Gov Fund
    PR-4821 · Jul 15
  5. Paid
    Jul 24
  1. submitted

    Filed before the money moves

    Amount includes tax and shipping. The fund's rulebook is already evaluated against it.

    Waiting on the Battery subteam lead · target 3 business days

  2. lead_vetted

    The subteam lead vets it

    Right fund, right budget, not a duplicate. A lead cannot approve their own request; it escalates to finance.

    Waiting on the treasurer · target 5 business days

  3. finance_approved

    The budget is committed at approval

    $412.80 leaves the subteam's balance now, weeks before any check clears. Track cash out the door and you spend that gap twice.

    Reserved on Battery × Student Gov Fund

  4. submitted_to_rail

    A payer files it with the university

    Never the requester, never an approver. The external reference is required. Past here it belongs to the rail.

    PR-4821 · target 2 business days after approval

  5. payment_scheduled

    A real date on the calendar

    The date comes from the fund's own cadence, buffered for hand signatures. Nobody has to guess.

    Runs every 2 weeks on this fund · next Fri, Jul 24

  6. paid

    And the whole way, the requester could see it

    Reqest never claims to make the university pay faster. It owns everything upstream of that.

    Paid Jul 24 · six recorded events · four distinct people

The tracker is orientation. The timeline is truth.

A treasurer’s decisions have to be defensible after they graduate.

  1. Sam Patel marked it paid

    Jul 24, 4:30 PM · 3 days ago

  2. Sam Patel scheduled the payment

    Jul 16, 2:00 PM · 11 days ago

  3. Sam Patel submitted it to Student Gov Fund

    Jul 15, 3:20 PM · 12 days ago

  4. Riley Chen approved · reserved $412.80 on Battery × Student Gov Fund

    Jul 14, 5:03 PM · 12 days ago

  5. Jordan Diaz approved as Battery subteam lead

    Jul 10, 6:40 PM · 16 days ago

  6. Alex Kim requested approval to buy

    Jul 9, 4:12 PM · 18 days ago

Events are permanent — nothing here can be edited or deleted, including by admins.

Whose spending it is. Which pot pays.

A battery purchase belongs to the Battery subteam. It might be paid from any of three pots, each with its own rulebook, deadlines and cadence.

So the fund is a required field, and it selects the rulebook.

Committed and paid, by subteam × fund.
SubteamStudent Gov Fundruns every 2 weeksDues & Sponsorshippays out as items are readyDepartment Giftruns weeklySubteam total
Battery$1,240.80$1,580.00$600.00$3,420.80
Aero$864.00—$1,425.00$2,289.00
Mechanical$2,103.00$386.50—$2,489.50
Fund total$4,207.80$1,966.50$2,025.00$8,199.30

Same requests, two rollups. Battery’s row is the $3,420.80 the hero’s budget bar splits.

Stop rebuilding it every June.

The internal tool your club would build for itself, and it stays after the seniors graduate.

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