Loyola University Chicago

Student Activities & Greek Affairs (SAGA)

Division of Student Development

Budget Request Processes

SAF: requests using funds from the Student Activity Fund
Revenue: requests using internal organization funds

  1. Log in to LUCentral, using your Loyola I.D. and password. (You must be an admin on your organization’s portal to submit a budget request.)
  2. From the "My Memberships" tab, select the group for which you would like to submit a budget request.
  3. From the main toolbar, select "Treasury" > "Manage Budgets". (If you don't see "Treasury", first select "More")
  4. Select the appropriate funding period from the drop-down menu (e.g., Spring 2013 SBR).
  5. Click the green button that says "New Budget".
  6. Give the budget request a name, likely what you will be calling your proposed event (e.g., “Pizza Club Guest Speaker).
  7. Under Category, select “Campus Wide SAF Event". A form will pop-up asking for the details of your event.
  8. Under Name, list the organization name.
  9. List each item you are requesting. For example, when requesting funds for catering select “Food Services.” Give specifics in in the Description section (e.g., the name of the caterer/vendor/store/website). In the third column, input the amount you would like to request. Click Add Line Item to enter your next item.*If you are requesting several items that fall into the same budget category (e.g., "General Supplies" or "Food Services"), you can list one budget line for the total cost of that category, and reflect the itemized breakdown via a spreadsheet uploaded in the Documentation section.
  10. Under the list of line items, there is a button that says "Fill Out". Click this and confirm the details of your event.
  11. Under the section titled "Upload Documents", provide supporting documentation for the amounts requested. For example, if you are requesting $250 for food, upload a quote obtained from the restaurant, a screenshot from their website detailing prices, or an old receipt that reflects the same order.*This step is imperative for your budget request to be approved by the Allocations Committee. Be thorough! Lack of adequate documentation is the most common reason that budget requests are denied. *Tip: Do not just upload the restaurant's menu without providing additional information as to what you plan to order. A request for $1,000 accompanied by a menu does not indicate to the Committee how the $1,000 cost will be broken down by item. 
  12. At the bottom of the budget request, leave any additional comments or information you believe the Allocations Committee needs to know when reviewing your request.
  13. Click "Submit". Next steps will take place at your budget hearing, if you elected to request one.
  1. The deadline to submit a credit card payment request is seven (7) days prior to payment. Remember to consider shipping time when assessing the payment date.
  2. Log in to LUCentral, using your Loyola I.D. and password.
  3. From the "My Memberships" tab in LUCentral, select the group for which you would like to submit a budget request. From the main toolbar, select "Treasury" > "Manage Budgets". (If you don't see "Treasury", first select "More")
  4. Select the appropriate funding period from the drop-down menu (e.g., Spring 2013 SBR).
  5. Select the name of the approved budget/program for which you are requesting a payment.
  6. Click "Details", or the blue event name.
  7. Click "Request Payment".
  8. From Payment Type, select “Credit Card Request". You will then input the logistical details of your payment request.
  9. Enter the payment amount in the “Request Budget Payment” box next to the line item you're using.
  10. Attach all supporting documents (invoices, itemized quotes, etc.) by clicking Upload.
  11. At the bottom, leave any additional comments or information you believe would be helpful to the SAGA staff member that will process your request.
  12. Click Submit.
  13. Any receipts associated with the order are due back to the SAGA office no more than two (2) business days after the purchase/event. Remember to reflect tipping, if applicable. Submitting receipts for credit card payments is imperative to an organization’s ongoing access to credit card payment privileges! If your organization fails to submit a receipt by the deadline, your credit card payment privileges can be revoked for the remainder of the semester.
  1. Internal Billing (IBF) payment requests must be submitted no later than 3 days after payment date. Internal Billing should be selected as the payment method for Aramark Catering charges through LUC, as well as for copy/print jobs that are done through the LUC Copy Center, located in Centennial Forum. It is important to submit payment requests for these charges so that your SAF and Revenue balances showing on LUCentral are accurate and reflective of your current budget.
  2. Log in to LUCentral, using your Loyola I.D. and password.From the "My Memberships" tab, select the group for which you would like to submit a budget request.
  3. From the main toolbar, select "Treasury" > "Manage Budgets". (If you don't see "Treasury", first select "More".)
  4. Select the appropriate funding period from the drop-down menu (e.g., Spring 2013 SBR).
  5. Select the name of the approved budget/program for which you are requesting a payment.
  6. Click "Details", or the blue event name.
  7. Click "Request Payment".
  8. From Payment Type, select “IBF”. 
  9. Enter the payment amount in the “Request Budget Payment” box.
  10. Attach your approved IBF form by clicking Upload. If you do not have those documents yet, you must upload them within 3 days after the event or print date.
  11. At the bottom, leave any additional comments or information you believe would be helpful to the SAGA staff member that will process your request.
  12. Click Submit.
  1. The deadline to submit a University Check payment request is 4 weeks prior to the event date. Completed contracts have the same 4 week submission deadline and must be uploaded on your check payment request in order to be submitted.
  2. Log in to LUCentral, using your Loyola I.D. and password.
  3. From the "My Memberships" tab, select the group for which you would like to submit a budget request.
  4. From the main toolbar, select "Treasury" > "Manage Budgets". (If you don't see "Treasury", first select "More").
  5. Select the appropriate funding period from the drop-down menu (e.g., Spring 2013 SBR).
  6. Select the name of the approved budget/program for which you are requesting a payment.
  7. Click "Details", or the blue event name.
  8. Click "Request Payment".
  9. From Payment Type, select “Check Requisition". You will then input the logistical details of your payment request.
  10. Enter the payment amount in the “Request Budget Payment” box next to the line item you're using. If you are paying for a performer/speaker, any payment for travel/lodging must be included in one singular check request. Loyola will pay one flat fee to the vendor; that payment can include funds to cover costs like travel/lodging, but making reservations/accommodations are the sole responsibility of the vendor, not of LUC/SAGA/students, and separate payment will not be generated.
  11. Attach all supporting documents (invoices, contracts and W9 forms, itemized quotes) by clicking Upload.
  12. At the bottom, leave any additional comments or information you believe would be helpful to the SAGA staff member that will process your request, including whether the check should be set to the SAGA office for pickup by the organization, or whether it should be mailed directly to the vendor.
  13. Click Submit.

 

  1. The deadline to submit a Reimbursement request is 4 weeks after the event date. In order for a reimbursement to be processed, all itemized receipts from purchases must be retained and submitted to SAGA. Only funds that are previously approved via SAF or that come from an organization’s Revenue account are eligible to be utilized for reimbursement. LUC does not reimburse sales tax.
  2. Log in to LUCentral, using your Loyola I.D. and password.
  3. From the "My Memberships" tab, select the group for which you would like to submit a payment request.
  4. From the main toolbar, select "Treasury" > "Manage Budgets". (If you don't see "Treasury", first select "More").
  5. Select the appropriate funding period from the drop-down menu (e.g., Spring 2013 SBR).
  6. Select the name of the approved budget/program for which you are requesting a payment.
  7. Click "Details", or the blue event name.
  8. Click Request Payment.
  9. From Payment Type, select “Reimbursement.” You will then input the logistical details of your payment request.
  10. Enter the payment amount in the appropriate “Request Budget Payment” box. Remember that you will not be reimbursed for sales tax.
  11. Attach all supporting documents (itemized receipts) by clicking Upload. You should also bring in the original itemized receipts to the SAGA office.
  12. At the bottom, leave any additional comments or information you believe would be helpful to the SAGA staff member that will process your request.
  13. Click Submit.

To submit a deposit to your organization's revenue account, please bring all cash and checks to the Student Activities & Greek Affairs office. Please note that all checks must be made payable to "Loyola University Chicago" in order to be deposited into your organization's revenue account.


If your deposit is for the purpose of making a financial donation, you will also need to obtain to following from the external organization receiving the donation:

  • A signed W-9 form, to complete payment
  • An invoice or letter acknowledging the pending donation with the monetary amount specified
  1. Log in to LUCentral, using your Loyola I.D. and password.
  2. From the "My Memberships" tab, select the group for which you would like to submit a budget request.
  3. From the main toolbar, select "Treasury" > "Manage Revenue Funds". (If you don't see "Treasury", first select "More")
  4. Click "Create Withdrawal".
  5. Name the withdrawal to reflect the nature of the request.
  6. From Payment Type, select the appropriate method. Remember that each method carries its own unique deadlines!
  7. From Category, select “2510 – Revenue funded event”. You will then input the logistical details of your payment request.
  8. Under Name, list the organization name.
  9. Click "Line Item" and select “2510 – Revenue”.  Give specifics in in the Description section (e.g., the name of the caterer/vendor/store/website). In the third column, input the amount you would like to spend from the organization’s Revenue. Click Add Line Item to enter your next item.
  10. Attach all supporting documents (invoices, contracts and W9 forms, itemized quotes) by clicking Upload.
  11. At the bottom, leave any additional comments or information you believe would be helpful to the SAGA staff member that will process your request.
  12. Click Submit.
  13. Any receipts associated with the order are due back to the SAGA office no more than two (2) business days after the purchase/event. Remember to reflect tipping, if applicable. Submitting receipts for credit card payments is imperative to an organization’s ongoing access to credit card payment privileges! If your organization fails to submit a receipt by the deadline, your payment privileges can be revoked for the remainder of the semester.