Before approving a request, get clear on what the money is for and what it can cover. Check the costs, the records and any money already promised elsewhere. Ask the responsible office about restrictions and approval steps. Keep requested, approved and available amounts separate. Your group should be able to explain the decision and what happens next. If a number or condition is unclear, write down the question and who will answer it before anyone counts on the funding.
Talk it through
- What exactly is being requested, and which costs does the request leave out?
- Which spending restrictions or amounts already promised do you still need to check?
- Where will you record who approved the request and what happens next?
Try this next
- Gather the request, itemized costs and a current list of money already promised elsewhere.
- Ask the finance contact to confirm the approval steps and any conditions you still need to check.
- Record the decision, any conditions, the next action and the person responsible for communicating it.