Introduction
The Student Fund at Najran University is considered one of the prominent student institutions in the field of supporting male and female students, to create a distinguished academic environment, by spending on the financial aspects of cultural and specialized activities in colleges and public and sports clubs, as well as the units of the Deanship of Student Affairs. Based on our vision and in order to achieve our goals, we put in your hands a guide for disbursing and settling the advances of activities, in order to facilitate and organize the work in accordance with the accounting controls followed.

Procedures for requesting an activity advance
The advances for activities are disbursed by the Student Fund based on a letter from the clubs administration one month before the beginning of the semester “at most” where the letter includes:

approved activity plan.

Determining the number of clubs in the college and setting an estimated budget for each club

Determine the programs to be implemented for each club during the semester with an estimated budget for each program.

Determine the budget allocated to the rewards (if any) to be disbursed from the advance when implementing the program by the Student Fund

Attach: Supervisor's name, ID photo, IBAN photo, mobile number, official email

Advance exchange controls
Disbursement from the activities budget is carried out in accordance with what is approved, and it is not permissible to overpay for any activity, and no compensation will be made for any amounts spent from private accounts for violating the law.

Failure to disburse the activity from the account of the private supervisor before receiving the advance.

The disbursement does not depend on activities not included in the activity.

Do not spend more than one advance on the same person at the same time.

The advance shall be spent for the purpose for which it was spent, and it may not be spent on any other purpose.

It is necessary to settle the advance according to electronic invoices approved according to the terms of Zakat and income (with the presence of a barcode for the entity that contains all the data), and if an undisbursed amount remains, it shall be deposited in the Student Fund account at Al Rajhi Bank Account No. (SA6180000205608010992462)

When there is a previous advance on the supervisor or the entity and it has not been paid, a new advance is not disbursed to the entity until the previous advance is closed “within the permitted period.”

Procedures for settlement and dropping the advance
All invoice data were recorded "electronically and not by hand" from: (invoice number, amount without tax, value added amount, statement of items and purchases, entity

After the invoices are processed, they are manually emptied into Form No. 3 and a blank form, and the supervisor signs all invoices (name and signature) and the college seal. Forms can be requested from the warehouse management at the university.

A copy of the invoices is attached to the previous transaction of the exchange request and transferred to the Student Activities Department to request settlement and send the original invoices to the Student Fund Administration.