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

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