Navigate to [engage.gatech.edu](http://engage.gatech.edu)

Click here to find the organization you want to submit a request for.

To navigate to your finance tool, hover over the relevant organization's profile picture and select the gear icon. 

Students that are not finance officers will first have to be granted "finance" access by their organization to submit a request.

After the toolbar appears, select "finance".

Once brought to the finance tool, you will be focusing on the purchase section, as this is where your submitted SOFO request will appear.

To submit a purchase request/reimbursement, select the "create request" button.

For SOFO Purchases and Reimbursements, students will click "Create Purchase Request". 

The "Budget Request" button is what students will select when submitting a bill to SGA, parents fund, or the student foundation. 

The "Funding Request" button would be used for an organization that wanted to request money be moved into their account (ex. hosted a fundraiser and needs to add funds).

Once you begin the purchase request, be sure to fill in any and all relevant details. 

Request Details
POPULATE FROM BUDGET
Subject 
Description 
Requested Amount
$
Categories
---- Select Category ----
Custodial Funds Allocation
Example Budget
Foundation Allocation
MOVE Service Grant
Parents Fund for Student Life & Leadership Grant
SOFO Purchase/Reimbursement: A-H (Select this if your RSO name begins with A-H)
SOFO Purchase/Reimbursement: L-Ra (Select this if your RSO name begins with L-RA)
SOFO Purchase/Reimbursement: Re-Soc (Select this if your RSO name begins with Re-Soc)
SOFO Purchase/Reimbursement: Sol-Z (Select this if your RSO name begins with Sol-Z)
Student Foundation Grant
Student Government Association Bill/Budget
Account
SELECT...

Starting with the request details, you will be asked for a:

1. Subject
2. Description
3. Amount
4. Category
5. Account

If you have previously submitted an approved budget via Engage for a funding source, you will have the option to populate the form using information already approved in the budget/bill. 

To populate from a previously submitted budget, click here.

Once you click "populate from budget", you will see all of your approved budgets. Here, we will use information from our approved "Example" budget.

Example
Process: Example Budget Template   Date Approved: Wednesday, August 18th 2021
$1.00

Once you click on the correct budget, each line item from the budget will appear. 

BUDGET SELECTED:
Example
CHOOSE AN ITEM FROM THE LIST BELOW TO POPULATE REQUEST DETAILS
Process: Example Budget Template   Date Approved: Wednesday, August 18th 2021

Select the line item that you are completing the request for to populate its information into the form.

Here we can see that our line item's information has populated into our purchase request form. To add/change any information, simply click in the fields and begin typing.

You will also have the option to change the requested amount, if needed.

Next, you will need to select a category for your request. The categories are as follows:

1. SOFO Purchase/Reimbursement: A-H
2. SOFO Purchase/Reimbursement: L-Ra
3. SOFO Purchase/Reimbursement: Re-Soc
4. SOFO Purchase/Reimbursement: Sol-Z

Choose the appropriate category based on your Organization Name. Do not consider GT or Yellow Jacket; and for sport club just consider the sport name. 

---- Select Category ----
Custodial Funds Allocation
Example Budget
Foundation Allocation
MOVE Service Grant
Parents Fund for Student Life & Leadership Grant
SOFO Purchase/Reimbursement: A-H (Select this if your RSO name begins with A-H)
SOFO Purchase/Reimbursement: L-Ra (Select this if your RSO name begins with L-RA)
SOFO Purchase/Reimbursement: Re-Soc (Select this if your RSO name begins with Re-Soc)
SOFO Purchase/Reimbursement: Sol-Z (Select this if your RSO name begins with Sol-Z)
Student Foundation Grant
Student Government Association Bill/Budget

Here we have selected: SOFO Purchase/Reimbursement: A-H.


Next, you will need to select where the funds request in this purchase request will come from. To do this, click "select" in the "Account" section.

Here, a list of each of your SOFO accounts will appear (please note that our test account may look differently than yours). 

Here, we will select our SGA account that holds our approved SGA funds to be spent. Other options could include: custodial account, SGA funds account, Foundation account, etc. 

Next, you will complete the Payee Information section. Fill this section in with the relevant vendor/payee's information. Be sure to fill in each section to ensure payment is routed to the appropriate source.

Next, you will complete the additional information fields. First, you will be asked to upload a receipt. 

Please note: 

1. If you are submitting a non-SOFO request, this is your only required step and you can skip the remaining questions. 
2. If you are submitting a request to SOFO, you MUST complete every question on the form.

If you are submitting a SOFO request, be sure to review all the details on the form and SOFO website to ensure your request is completed correctly.

MUST READ: INSTRUCTIONS BEFORE SUBMITTING

Review SOFO Website (sofo.gatech.edu) to review instructions
If you are combining multiple funding sources, select one account and provide additional instructions in the *FOR SOFO PURCHASE/REIMBURSEMENT ONLY* below so SOFO Accountants may take care of distribution.
All purchases/reimbursement requests MUST include a receipt for processing. Use the upload function below to upload your receipt. Purchase requests without receipts/proof of payment(s) will be denied. If the reimbursement is for a food purchase, please also attach the food form.

If you have additional documentation for your request, please attach it in the SOFO document upload section. Please include all applicable itemized invoices, contracts, proof of payments, food forms, etc.

Note:  We recommend combining all files into one single PDF for easy upload and review

Additional Information
Upload your receipt(s) for this purchase request. If you have more than one receipt for this line item, please submit your files as a single PDF.
Please note: the following section is only to be completed if you are submitting a purchase request/reimbursement for SOFO. Please disregard the following questions if you are submitting a request for GTSF or other non-applicable sources. All of the following answers must be completed for SOFO requests to be reviewed only.
MUST READ: INSTRUCTIONS BEFORE SUBMITTING

Review SOFO Website (sofo.gatech.edu) to review instructions
If you are combining multiple funding sources, select one account and provide additional instructions in the *FOR SOFO PURCHASE/REIMBURSEMENT ONLY* below so SOFO Accountants may take care of distribution.
All purchases/reimbursement requests MUST include a receipt for processing. Use the upload function below to upload your receipt. Purchase requests without receipts/proof of payment(s) will be denied. If the reimbursement is for a food purchase, please also attach the food form.
SOFO Document Upload Section

Upload the correct back up documentation necessary for your reimbursement. Please include any/all:

Itemized invoices: 
Proof of payments:
Food Forms: If the reimbursement is for a food purchase, please also attach the food form.
Upload #1 (Receipts, contracts, proof of payment, etc)
Upload #2 (Receipts, contracts, proof of payment, etc)
Upload #3 (Receipts, contracts, proof of payment, etc)
Payee Email:
Write-In Answer
What is the Budget/Bill # and Request Line #? (Ex. Bill 376582, Line 4)

This is the number assigned to your SGA budget/bill request from the JFC.
Write-In Answer
*FOR SOFO PURCHASE/REIMBURSEMENT ONLY*

The officer is required to provide the funding source distribution (SGA Budget or Bill, Custodial or Gift...) that will equal the total amount to reimburse:

Please select the funding source and provide the appropriate $ amount.
SGA Budget

Include total $ reimbursement amount below ($ Per line item)
Write-

Next, enter the payee's email. This will ensure they are updated when transactions occur.

Next, enter your Budget/Bill request number as provided from SGA. (Ex. Bill #14, Line 35)

This next section allows you to select which funding source(s) you would like this request to be pulled from. Please be specific/thorough to ensure money is used from the appropriate accounts. 

If you have questions about your accounts, reach out to your designated SOFO accountant.

For example, let's say this purchase will be coming from our custodial account. 

We will select the custodial account option and add in the appropriate amount in the text box below.

Now, our SOFO accountant knows that this request for $1.00 should come from our custodial account. If the purchase is coming from approved SGA funds, you would select that option instead.

*FOR SOFO PURCHASE/REIMBURSEMENT ONLY*

The officer is required to provide the funding source distribution (SGA Budget or Bill, Custodial or Gift...) that will equal the total amount to reimburse:

Please select the funding source and provide the appropriate $ amount.
SGA Budget

Include total $ reimbursement amount below ($ Per line item)
Write-In Answer
SGA Bill

Include Bill # and total reimbursement amount below ($ Per line item)
Write-In Answer
Custodial (Agency Acct.)

Include total reimbursement amount below ($)
Write-In Answer
Gift (Foundation)

Include total reimbursement amount below ($)
Write-In Answer
Parent's Fund

Include total reimbursement amount below ($)
Write-In Answer

Other Fund

Include total reimbursement amount below ($)

Write-In Answer
N/A (I am not completing this form for SGA)

Finally, don't forget to sign the Purchase Request as the finance officer. This is a required step for all requests.

Once you are done signing, review the instructions at the bottom of the form before submitting. This information will tell you how to move your finance request to the next step.

MUST READ: INSTRUCTIONS AFTER SUBMITTING

For Purchase requests, after submitting please select the "For Finance Officer Only: Send to Accountant" button that is located directly next to the status button in your final submission. Your final submission can be located in the "Finance" tool on your Engage portal. If your submission does not appear, it was not fully submitted.
For Reimburse requests, after submitting please select: For Reimbursements: Send to Finance Officer" button that is located directly next to the status button in your final submission. Your final submission can be located in the "Finance" tool on your Engage portal. If your submission does not appear, it was not fully submitted.

To submit a request, hit the "submit request" button. You will receive an email confirming your request submission.

Submitted requests will appear in the purchase section of the RSOs finance tool. After requests are submitted, the stage must be changed to notify the next person.

After you submit your request, you will be taken back to the main finance page where you can view all of your previous requests.

Select your recently submitted request to move forward.

After selecting your request, you can review the details again, if needed.

Purchase Request #183

Tuesday, July 25, 2023 9:43 AM (6 hours ago)

$ 1.00

Submitted By

Essynce Mackey

S
Organization

Sandbox

Request Title

Test

Request Description

No description was added to this submission

Once you're ready to send the request to the next stage, select the "stage" drop down. Here, you will have several options.  The stages are as follows:

Submitted: Your Request has been submitted.
For Finance Officer Only: Send to SOFO Accountant
For SOFO Only: Check Request Sent
For SOFO Only: Sent back for edits
Completed: Request complete

As the Finance Officer, you will select the option that reads "For Finance Officer Only: Send to SOFO".  

Submitted
For Finance Officer Only: Send to SOFO Accountant
For SOFO Only: Check Request Sent
For SOFO Only: Sent back for edits
Complete

Once you select the relevant stage and hit "save", the appropriate SOFO accountant for your RSO will be notified via email that their review is needed. You can also include any notes/comments you feel are relevant in the stage change comment area.

After reviewing your request, SOFO may choose to send the request back for edits or approve the request altogether. As the finance officer, you will notified via email of any action that happens on this request.

Once you submit your request and move it to the correct stage, you will need to wait for SOFO to review the request. In the meantime, you can always view the status of your SOFO request in your RSO's finance tool request list. Again, you will be notified of any action that occurs on the request.

Request List
All : 4 results
Sort by:
Submitted Date
Submitter Name
Organization
Request Title
Current Stage
Amount
Edo Diabaka

Test for Food Reimbursement
No. 172Submitted Jul 11, 2023Status: ApprovedStage: For SOFO Only: Check Request Sent

$ 120.00

Alyssa Rodriguez

Test
No. 166Submitted Jul 3, 2023Status: ApprovedStage: Submitted

$ 100.00

Quincy Foster

Bubble Gum Strips
No. 2Submitted Oct 19, 2021Status: Approved

$ 0.50

Quincy Foster

Umbrellas
No. 1Submitted Jul 2, 2021Status: Approved

$ 35.00

All Results Loaded

Here, we can see that this separate request status is set to "approved" and the stage has been moved to "Check Request Sent". This means SOFO has processed the request and sent a check request to the designated payee. 

Recently submitted requests will show as "unapproved" and will be in the "Submitted" stage (until moved to the next one).  If your request is not appearing as the request below, it is most likely because the request has not yet been completed by SOFO. 

No. 172Submitted Jul 11, 2023Status: ApprovedStage: For SOFO Only: Check Request Sent

Tip! If you have any additional questions about this process, please follow up with your assigned SOFO accountant. If you have any issues submitting a purchase request using Engage, please reach out to [engage@gatech.edu](mailto:engage@gatech.edu). Thank you!

Campuslabs

gatech.campuslabs.com

This guide provides step-by-step instructions on how students can navigate to the finance tool in their organization's profile on engage.gatech.edu. It explains how to submit a purchase request or reimbursement, and provides information on different types of requests that can be made.  Overall, this guide is useful for students who need to access and use the finance tool for their organization.

Navigating to the Finance Tool (Student View)