Rungta International Skills University
How Rungta International Skills University Digitized Campus Payments with CashBook UPI Wallets
Industry
Education
Headquaters
Bhilai, Chhattisgarh
Size
500+ employees
Key Takeaways
The finance office gained full oversight through a centralized virtual account while empowering campus teams to make streamlined digital payments directly, merging control with agility.
Everyday campus expenses moved from cash and fragmented personal UPI transfers onto a traceable, auditable digital ledger.
The institution reduced working capital tie-up by maintaining only a small percentage of loaded funds as managed float, enabling smarter top-up planning and faster identification of operational cash needs.
Recent transaction volumes showed strong acceleration compared to initial adoption rates, demonstrating rapid staff adoption and expanding use cases across departments, confirming that the platform seamlessly integrates into daily campus operations.
Every transaction is now digitally recorded with KYC-approved users, making regulatory compliance significantly faster and more transparent.
About Company
About Rungta International Skills University
Founded to provide quality higher education in central India, Rungta International Skills University operates a rapidly growing college campus in one of Chhattisgarh's key urban hubs. The institution serves a diverse student body across academic, administrative, and operational domains, with a centralized finance office overseeing a variety of routine expenditures from office supplies to faculty reimbursements.
For many years, the institution relied on a manual petty cash management process, personal UPI transfers, and cash-in-hand floats to run daily operations. Staff often paid from their own pockets and submitted bills later, which led to delays in reimbursement and confusion during monthly closing. This approach created typical petty cash challenges like missing receipts, fragmented records, and limited control over departmental spending. It also made expense management slow and stressful for both employees and the finance team. By April 2025, Rungta recognized the need for a modern, compliant payment infrastructure that could scale without compromising control or losing the efficiency of small-value transactions. This decision led them to adopt CashBook UPI Wallets, a platform purpose-built for managing decentralised, high-frequency, low-value payments while maintaining centralized financial governance.
Challenges
Before using CashBook, Rungta University faced several common petty cash challenges that many educational institutions experience. Because the petty cash management process was manual, payment information was scattered across cash vouchers, chat messages, screenshots, and personal UPI transaction histories. This made reconciliation difficult at the end of each month and created a constant risk of human error. The finance team had to spend many hours chasing receipts, matching payments, and verifying who spent what for which department.
The reimbursement process was another major pain point in their expense management flow. Staff members who purchased items for the college used their personal money and then waited for approvals and bank transfers. This led to delays and often affected staff morale. It also meant the institution had poor real time visibility into active spending, because many expenses were still “in transit” as reimbursement claims instead of being recorded immediately.
Cash and float management created additional petty cash challenges. Each department tried to maintain some cash on hand, but this led to shortages in some areas and idle cash sitting unused in others. Keeping track of where the cash was, who was responsible for it, and how it was being used became difficult as the number of departments and activities increased. At the same time, compliance and audit preparation suffered, because there was no single system of record for all petty cash and expense management data. The finance team had to manually assemble reports for audits, and any missing voucher or unclear entry caused delays and extra work.
Solutions
To fix these issues, Rungta University adopted CashBook UPI Wallets as its core platform for petty cash management and overall expense management. CashBook uses a master and employee wallet structure that fits well for institutions. The institute’s main business account funds a central master wallet, and from there the finance team can issue UPI wallets to staff members in different departments. Each employee gets a dedicated UPI wallet for business expenses, so personal and institutional payments stay completely separate.
With CashBook, staff can make digital payments directly from their business UPI wallet instead of using personal UPI or physical cash. They can scan any merchant QR code, pay local vendors, and handle small campus needs using the CashBook app, while every transaction is automatically recorded in the system. This removes the need for manual vouchers and reduces the classic petty cash challenges of lost bills and untracked cash spending. The expense management system captures important details like amount, merchant, category, and attachments like photos of receipts.
The finance team gains real time visibility and control through CashBook’s dashboards. They can see all expenses as they happen, set spending limits for each employee, pause or block wallets and enforce policies when needed. This brings structure and discipline to petty cash management and makes the overall expense management process easier and faster. Because CashBook is built on UPI and integrates with tools like Tally and Zoho Books, it also helps the institute close books faster and prepare clean records for audits without extra manual data entry.
Impact
After implementing CashBook UPI Wallets, Rungta University saw a clear improvement across all parts of its expense management workflow. Petty cash management became fully digital, which meant the campus no longer depended on cash boxes, handwritten vouchers, or scattered screenshots for proof of payment. Thousands of routine expenses were now recorded in one place with complete data, giving the finance team a single source of truth for all petty cash and departmental spending.
Staff no longer needed to use their own money for purchases and then wait for reimbursements. Instead, they used their pre-funded UPI wallets for approved expenses and the finance team could top up these wallets in line with budget plans. This removed one of the biggest petty cash challenges around out-of-pocket spending and long reimbursement cycles, and it also helped build trust between faculty, staff, and the finance department.
G D R also benefited from better control and visibility. Since every transaction flows through the CashBook expense management system, it became easier to monitor budget usage, spot unusual spending, and enforce financial policies in real time. Audit preparation time dropped sharply, because all transaction data, receipts, and KYC information were already stored and searchable in the system. Overall, CashBook helped G D R Educational Society move from a cash-heavy, manual petty cash management model to a transparent, digital, and scalable expense management process that supports future growth and stronger governance.
Industry Application
The education sector faces unique operational challenges that traditional expense management systems cannot address effectively. Unlike corporate environments, educational institutions manage complex multi-stakeholder workflows involving faculty reimbursements, departmental budgets, vendor payments, event spending, and student-related expenses; all while maintaining strict compliance with trust governance and regulatory oversight. CashBook's UPI wallet solution provides specialized benefits that directly address these sector-specific pain points while positioning institutions for sustainable growth in India's evolving digital payment landscape.
CashBook's specialized UPI wallet platform addresses the fundamental operational challenges that define institutional expense management needs across these diverse sectors. By providing instant payment capabilities, project-level expense tracking, multi-location visibility, and complete regulatory compliance, the solution enables institutions to maintain competitive advantage while scaling efficiently. As India's digital payment infrastructure continues evolving, CashBook positions educational institutions, healthcare networks, NGOs, and multi-location enterprises for sustainable growth through operational excellence and enhanced financial governance.
Book a demo today to discover how CashBook UPI wallets modernize your expense workflows and simplify team spending oversight.
