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Guide for Department Staff
This guide is for town department heads and staff members who use the OpenBook staff portal to submit capital expenditure requests. You do not need any technical knowledge. This works in any web browser.
The staff portal is a separate, password-protected section of OpenBook where department staff can submit requests for capital expenditures — things like equipment purchases, vehicle replacements, facility repairs, or infrastructure projects. Your finance office reviews these requests and approves or denies them.
The staff portal is different from the public-facing budget portal (which any resident can visit) and different from the admin panel (which the finance office uses). You only have access to your own submissions.
You need to create a staff account before you can submit requests. You only do this once.
What you need first: An invite code from your finance office or town administrator. Ask them for it before proceeding.
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Open your web browser and go to your town's staff registration page:
https://budget.yourtown.gov/staff/register(Your finance office will give you the exact address.)
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Fill in:
- Your name
- Your email address (use your work email)
- A password you will remember (at least 8 characters)
- The invite code provided by your finance office
- Your department (e.g., Public Works, Fire, Police, Schools)
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Click Register.
You will be taken to your staff dashboard. Bookmark this page or save the address for next time.
After your account is set up, log in at:
https://budget.yourtown.gov/staff/login
Enter your email address and password and click Log In.
If you forget your password, contact your finance office — they can help reset your access.
After logging in, you will see your staff dashboard. This shows:
- Total Requests — the number of capital requests you have submitted
- Pending — requests that are submitted or under review and waiting for a decision
- Approved — requests that have been approved by the finance office
- Your five most recent requests with their current status
From here you can submit a new request or view your full history.
Click the Submit New Capital Request button on your dashboard, or navigate to:
https://budget.yourtown.gov/staff/submit
Fill in each field:
Department (required)
Enter your department's name. Example: Public Works, Fire Department, School Department.
Purpose (required) A brief title describing what you are requesting. This is the main label that appears in the finance office's review list. Be specific and clear.
Example: Replacement of Engine 1 (2003 Pierce Pumper) or HVAC Replacement — Town Hall Second Floor
Description (optional) A more detailed explanation of the request. Describe what exactly is being purchased or done, and any relevant specifications or background.
Example: "Engine 1 has 220,000 miles and has required repeated repairs over the past three years. The replacement unit is a Pierce Enforcer with a 1,500 GPM pump rated for Class A service."
Amount ($) (required) Enter the dollar amount you are requesting. Enter numbers only — no dollar signs or commas.
Example: 350000
Funding Source (optional)
If you have a specific funding source in mind, enter it here. Examples: Free Cash, Chapter 90, General Fund, Borrowing, Capital Stabilization Fund, Grant.
If you are not sure, leave this blank and the finance office can determine the source during review.
Justification (optional) Explain why this expenditure is necessary. What problem does it solve? What happens if it is not approved? What is the risk of deferring it?
Example: "HVAC units are original to the 1998 construction. Two units failed last winter requiring emergency repairs at a combined cost of $18,000. Continued operation risks building closure during heating season."
Fiscal Year (required)
Enter the fiscal year you are requesting funding for. Use the format FY2027 or just 2027 — be consistent with how your town labels its fiscal years.
When all required fields are filled in, click Submit Request.
You will see a confirmation message. The request is now in the finance office's queue with a status of Submitted.
To see the status of all your requests, click View History from your dashboard, or go to:
https://budget.yourtown.gov/staff/history
Each request shows its current status:
| Status | What It Means |
|---|---|
| Submitted | Your request has been received and is waiting for review |
| Under Review | The finance office is actively reviewing it |
| Approved | Your request has been approved |
| Denied | Your request was not approved for this cycle |
If the finance office adds notes to your request (for example, explaining a decision or asking for more information), you can see those notes in your history view by clicking on the request.
Can I edit a request after submitting it? No — once submitted, requests cannot be edited. If you need to make a correction, contact your finance office and ask them to delete the request so you can resubmit it.
Can I submit requests for multiple departments? You can submit requests under any department name you type in. However, you should only submit requests relevant to your own department — the finance office will be able to see who submitted each request.
What happens after my request is approved? OpenBook tracks the approval, but the actual budget process (Town Meeting vote, appropriation, etc.) happens through your town's normal procedures. An approved status in OpenBook means the finance office has reviewed and accepted it for consideration — it does not automatically appropriate funds.
I forgot my password. What do I do? Contact your finance office. They can help reset your staff account.
The portal says my invite code is invalid. Invite codes can expire or be single-use. Ask your finance office for a current invite code.
I don't see a staff portal link on the main website.
The staff portal address is separate from the public budget portal. Your finance office will give you the direct link. It is typically at https://budget.yourtown.gov/staff/login.