Introduction 

The Student Fund at Najran University is considered one of the leading student institutions in supporting both male and female students, with the goal of fostering a distinguished academic environment. This is achieved through funding various financial aspects of cultural and academic activities within colleges, public and athletic clubs, as well as units affiliated with the Deanship of Student Affairs.

In alignment with our vision and in pursuit of our objectives, we present to you the Guide for Activity Advance Disbursement and Settlement, aiming to facilitate and organize the workflow in accordance with applicable accounting regulations.

Procedures for Requesting an Activity Advance

Activity advances are disbursed by the Student Fund based on an official letter submitted by the Clubs Administration no later than one month before the beginning of the semester. The letter must include:

• The approved activity plan.

• A list of the college’s clubs, with a proposed budget for each.

• A breakdown of the programs each club intends to carry out during the semester, with a budget estimate for each program.

• A specified budget for honoraria (if applicable), to be disbursed from the advance upon execution of the program by the Student Fund.

• Attachments: name of the supervisor, a copy of the national ID, IBAN copy, mobile number, and official email address.

Advance Disbursement Regulations

• Disbursement must be in accordance with the approved activity budget; no overspending is allowed for any activity. Reimbursements for unauthorized personal expenditures will not be granted.

• Supervisors may not spend from their personal accounts before receiving the advance.

• Funds may not be used for activities not listed in the approved plan.

• A person may not receive more than one advance at the same time.

• The advance must be used strictly for its designated purpose and not for any other use.

• Settlements must be supported by official electronic invoices that meet the General Authority of Zakat and Tax requirements (including a barcode containing full entity details). Any remaining unused funds must be deposited into the Student Fund’s account at Al Rajhi Bank:
  IBAN: SA6180000205608010992462

• If a previous advance has not been settled by the supervisor or the requesting entity, no new advance will be issued until the previous one is closed within the permitted period.

Advance Settlement and Clearance Procedures

• All invoice data must be entered electronically (not handwritten), including:

  • Invoice number

  • Amount excluding VAT

  • VAT amount

  • Detailed list of items and purchases

  • Issuing entity

• After collecting the invoices, they should be manually recorded using Form No. 3 and the Invoice Summary Form. The supervisor must sign all invoices, including their full name and signature, and the college stamp. These forms can be requested from the university’s warehouse department.

• A copy of the invoices must be attached to the original disbursement request file and submitted to the Student Activities Department for settlement processing. The original invoices should then be sent to the Student Fund Administration.