> For the complete documentation index, see [llms.txt](https://cs-kickstart.gitbook.io/expansion/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://cs-kickstart.gitbook.io/expansion/finance/organizing-financial-spending.md).

# Organizing Financial Spending

## Essentials

* [ ] **Create a Budget**: Start by developing a comprehensive budget that outlines the club's expected income and expenses. Consider all potential sources of income, such as membership dues, sponsorships, grants, and fundraising events. Estimate the costs of various club activities, including workshops, housing, materials, and food.
* [ ] **Establish Financial Policies**: Define financial policies and procedures for the club. This includes guidelines on reimbursement processes, spending limits, approvals, and documentation requirements. 
* [ ] **Track Income and Expenses**: Maintain detailed records of all income and expenses. Use accounting software or spreadsheets to track financial transactions and maintain a ledger. 
* [ ] **Plan for the Future**: Develop a long-term financial strategy for the club. Set goals and objectives related to financial sustainability and growth. Consider options for establishing university funding or seeking ongoing partnerships with organizations to secure consistent funding in the future.

## Sample Expense Report

<table><thead><tr><th width="111">Date</th><th width="119">Category</th><th width="247">Description</th><th width="290">Notes</th><th>Amount</th></tr></thead><tbody><tr><td>4/22</td><td>Print</td><td>Cal Day Flyers</td><td>Creative Lab Berkeley</td><td>$264.60</td></tr><tr><td>5/18</td><td>Supplies</td><td>Tote Bags + Mugs</td><td>Quantity: 100 of each</td><td>$1,433.90</td></tr><tr><td>6/1</td><td>Supplies</td><td>Amazon Supplies</td><td>Projector, lanyards, etc.</td><td>$494.33</td></tr><tr><td>6/18</td><td>Travel</td><td>Charter Busses for 8/10 Field Trip</td><td>2, 56-passenger busses</td><td>$3,290.00</td></tr><tr><td>7/9</td><td>Supplies</td><td>Hoodies</td><td>112 Hoodies</td><td>$3,084.00</td></tr><tr><td>7/14</td><td>Food/Event Space</td><td>Industry Panel Event @ UC Berkeley Faculty Club</td><td>Grand Ballroom event space, catered dinner</td><td>$7,778.14</td></tr><tr><td>7/15</td><td>Supplies</td><td>Additional Tote Bags</td><td>50 additional</td><td>$398.13</td></tr><tr><td>7/15</td><td>Travel</td><td>BART Tickets</td><td>88 adult, 27 youth</td><td>$669.90</td></tr><tr><td>7/29</td><td>Food</td><td>EZ Cater Subway</td><td>Feeds 270 people</td><td>$3,023.28</td></tr><tr><td>7/20</td><td>Housing</td><td>Berkeley Event Services</td><td>-</td><td>$39,713.00</td></tr><tr><td>7/21</td><td>Supplies</td><td>Gifts for panelists</td><td>-</td><td>$420.00</td></tr><tr><td>7/21</td><td>Supplies</td><td>Table</td><td>-</td><td>$70.00</td></tr><tr><td>7/21</td><td>Food</td><td>Snacks for the program</td><td>-</td><td>$270.00</td></tr><tr><td>8/12</td><td>Food</td><td>Yogurt Park for participants</td><td>-</td><td>$455.90</td></tr><tr><td>8/12</td><td>Food</td><td>Oakland A's game food for allergies</td><td>-</td><td>$170.00</td></tr><tr><td>8/13</td><td>Food</td><td>Meal Cards for participants at dining hall</td><td>Estimate</td><td>$23,940.00</td></tr><tr><td></td><td></td><td><strong>Total</strong></td><td></td><td><strong>$85,475.18</strong></td></tr></tbody></table>