GrantEd Banking Overview

GrantEd is the online financial management and banking system used by all Voluntary Student Organizations (VSOs) at Stanford. Through GrantEd, your organization can submit and track a variety of financial transactions, known as “requests.”

These include:

• Reimbursements for students or non-students who made purchases on behalf of the group

• Payments to companies or vendors for invoices

• Co-sponsorship transfers to other student groups

• And more

Each of these actions is processed through GrantEd as a request.

For example, if a student buys supplies for an event and submits their receipts to be reimbursed, that submission is called a Reimbursement Request.

The GrantEd approval process involves several review stages to ensure accuracy and compliance. Below is an overview of how a request moves through the system:

1. Request Creation

   • Any Stanford student can create a reimbursement request for themselves using the Stanford Affiliate role in GrantEd.

   • Alternatively, the group’s Financial Officer (FO) can create requests on behalf of other students or submit requests for other transaction types (e.g., invoices, transfers).

2. Financial Officer (FO) Review

   • The FO reviews all requests (either those submitted by affiliates or created by themselves) for accuracy and completeness.

   • Once ready, the FO submits the request to the Capital Group Associate queue for review.

   • Depending on the amount requested or if the Financial Officer is submitting a reimbursement for themselves, the group’s President may also be required to review and approve the request after the FO’s submission.

3. Capital Group Associate Review

   • Associates verify that all required documentation (such as receipts, invoices, or funding source details) is correct.

   • The associate will either approve the request or mark it for review if any issues are found.

4. Capital Group Manager Review (if needed)

   • If a request requires additional clarification, it moves to the Manager queue.

   • Managers review the request in detail to determine whether it can move forward or must be returned to the FO for correction.

5. Accountant Final Review

   • Once approved by the associate or manager, the request moves to the Accountant queue.

   • Accountants perform a final check before approving payment or returning the request to the FO if any final changes are needed.

• If a request is returned, a comment will be attached explaining what needs to be corrected.
  These comments can be viewed directly within GrantEd.

• The FO must make the necessary changes before resubmitting.

• To check the status of any request, FOs can view its progress in GrantEd at any time.

• If a request needs to be modified or canceled, the FO can click the yellow “Withdraw” button in the top right corner of the request screen.