g eneral c lubs b udget w orkshop s pring 2015 like us on facebook! (albion college student senate)...

GENERAL CLUBSBUDGET WORKSHOP

SPRING 2015Like us on Facebook! (Albion College Student Senate)Follow us on Twitter @ACStudentSenate

CPO Staff

• Tracey Howard – Assistant Dean for Program Development• Supervises all CPO & Kellogg Center Staff• Works with new student groups during their formation• Assists student groups with websites• Advises the Student Senate Appropriations Committee• Co-Directs the SOAR Program

• Jonathon Collier – Assistant Director for Greek Life & Student Organizations• Advises all social fraternities and sororities as well as the Interfraternity &

Panhellenic Councils• Serves as a contact person for all student organizations• Coordinates Briton Bash

Student Senate Executive Board

• Johanna Schulte, President• jbs13@albion.edu

• Andrea Walles, Vice-President • alw18@albion.edu

• Mitch Moore, Chief Financial Officer• mwm11@albion.edu

• Clare Russell, Vice Chair of Appropriations• cer10@albion.edu

• Warner Ball, Chair of Academic and Student Affairs• wjb10@albion.edu

• Jacob Lyday, Vice Chair of Academic and Student Affairs• jgl10@albion.edu

• Zach Kribs, Chair of Engagement• zdk10@albion.edu

• Madi Kase, Vice Chair of Engagement• mkk11@albion.edu

SAF Distribution

SAF Collected from all students

General Clubs and Organizations 16%

Greek Life 12.5%

Sports Clubs 8.5%

Student Senate 4%

Student Volunteer Bureau 3%

Umbrella 9%

Union Board 47%

(Student Activity Fee)

Pet Project Fund

• Student Senate sets aside a portion of their budget for Pet Projects each semester• Pet Projects are Student led initiatives that benefit the

entire campus community• Can be a permanent item, program or event

• Fire Pit, Picnic Tables, Blankets for the Quad• Contact the Vice President, Andrea Walles at

alw18@albion.edu• Guidelines, Information Sheet and Contact Information

are available in folders outside the Senate Office (KC 444)

CampusCampus Programs and Organizations

3rd Floor of the Kellogg CenterOpen 8am – 5pm

Phone: 517-629-0433Email: cpo@albion.edu

http://www.albion.edu/about/campuslife

Albion College Student Senate4th Floor of the Kellogg Center

Contact Mitch Moore, CFO senatecfo@albion.edu

The Appropriations CommitteeMitch Moore• Student Senate Chief Financial Officer• Appropriations Committee Chair

Clare Russell• Appropriations Committee Vice-Chair

SAF Financial Report

• Purpose: Transparency • SAF Distribution and Use• Function of the Committee• All General Clubs & Organizations have the

opportunity to make their budget/line items included in this report by contacting the CFO

Accessing our Website• Student Senate website:http://campus.albion.edu/studentsenate • Click on the Appropriations Committee tab at the

top• All forms related to budgets, check requests, etc.

can be found here• New forms can easily be filled out on a computer,

printed, and submitted on paper

Probation• According to the SAF Guidelines, organizations

must spend at least 70% of their budget• If an organization fails to spend at least 70% of

their budget for two consecutive semesters, they will be placed on probation• The CFO and Appropriations Committee reserves

the right to limit funding or place other funding sanctions on organizations on probation

Audits

• The CFO and the Committee reserves the right to conduct an audit of any student organization to ensure SAF funding is being spent in accordance to the Guidelines • If it is found that SAF funds were inappropriately

used or spent, a recommendation for sanctions will be presented to the Committee

Audits

• Sanctions may include, but not limited to the following• Funding limits• Required meeting w/ CFO and/or

Committee• Suspension of funding privileges

BUDGET FORMS

• Budget Cover Sheet• General Supply Form• Program Request Form• Co-Sponsorship Form • Special Status Application Form*

Special Status• Any member organization that relies on attending or presenting one (1)

major event/program to fulfill its mission statement shall be eligible for Special Status Organization recognition

• To obtain or renew this status, the member organization shall fill out a Special Status Application form at the beginning of each semester to the Committee

• Special Status Organizations are eligible to receive up to $3,500 per semester

• Organization(s) may meet all requirements in applying for Special Status, but organizations still might be denied and/or may not receive full funding requested due to the following external factors• The number of organizations applying for Special Status recognition • The number of organizations requesting the maximum funding• Low General Clubs & Organizations funding allotment

Application Deadline: Friday, January 30th @ 11:59 pm

General Supply Form

• Supplies Include:• PR• T-Shirts• Office Supplies• Other miscellaneous items that are not

part of a program or event, but are vital to the mission of your organization

General Supply Form

• Equipment• Must support the mission of the Organization• Must not be available for use elsewhere on

Campus (College-owned equipment)• Must be permanently stored on College

property• Single items costing more than $250 must be

accompanied by a paragraph (minimum) explain why the equipment is necessary for the organization’s mission *can’t exceed $800

General Supply Form

• PR• Individual items pertaining to PR do not have to be

listed separately in a budget request

• 1 line item, titled PR, will suffice as long as an explanation of how PR funds will be used is given

• The SAF cannot fund off-campus PR, except for paper flyers• $200 limit per semester

General Supply Form

• T-Shirts• Request funding not to exceed the lesser of

cost or $5.00• Documentation:• must be shown per item cost• the number of items purchased• and the design of the shirt/clothing

• $200 limit per semester

Programs

• Programs are usually events comprised of multiple expenses• Programs include campus-wide events,

fundraisers, trips, conferences, formals, etc.• Common items requested include

registration fees, travel, lodging, etc.• $1,000 limit per program for General Clubs

and Organizations

Programs

• Travel Reimbursement Requirements• Flying

• Flight Itinerary showing amount paid• Rail

• Rail Itinerary showing amount paid• Vehicles

• Personal vehicles can be reimbursed at $0.56 per mile• College vans require Albion College Invoice

Co-Sponsorships• Two or more organizations may partner

together to fund a single program/event• Each organization requesting funding for the

program/event must fill out the co-sponsorship form in their budget request• The $800 limit per event for an organization

still applies, so two organizations together could fund up to $1600• Cannot be used to purchase equipment

Limitations

• $800 limit per supply or equipment item• $1,000 limit per program/trip• $800 limit per organization for co-sponsored

events• $200 limit on PR materials• $200 limit on T-Shirt Costs

Exclusions• Salaries/Wages/Honoraria• Anything giving academic credit• Non-Campus PR – except paper fliers• Any item(s) for Pledging/Ritual Events• Inter/National Dues• Luxury Items or Gifts• Alcohol or alcohol-related material(s)• DonationsSee Art 3, Sec VI of the SAF Guidelines for full list

Exclusions• Food• Food and beverages may be funded if and only if it can be

proven that:

• Items are critical part of a cultural/educational program• Items are part of a contracted obligation for

performances or professional services required for the presentation of a program

• Food to generate attendance will NOT be funded• Meals during a trip will NOT be funded

Submitting Budgets• Submit budget request packet VIA Email• Email: senatecfo@albion.edu

NO PAPER COPIES WILL BE ACCEPTED!• All items in the Budget and Funding Request packet must have

accompanying documentation proving their costs• An organization’s unspent funding from previous semesters

does not rollover to the current semester, so spend the money you ask for each semester

Submitting Budgets• All general clubs and organizations must

submit their Budget and Funding Requests by:

Friday, February 6 at 11:59 PM• All budget requests must be submitted

electronically by email to:senatecfo@albion.edu

• You will receive an email confirming that your budget has been received within 24 hours of submitting it• NO PAPER COPIES WILL BE ACCEPTED!

Submitting Budgets In extreme extenuating circumstances, the President or Treasurer

of an organization may request an extension from the CFO. This request will be considered only if made at least 24 hours before the posted budget deadline and will be granted at the discretion of the CFO.

Extension request deadline:Thursday, February 5th at 11:59 PM

• If an extension is granted, budgets must be submitted by:

Monday, February 9th at 11:59 PM

Appropriations Committee Review

• Budgets will be reviewed by the Appropriations Committee to ensure requests are in accordance with the SAF Guidelines

• IMPORTANT: • Budget Request Packets (Be Specific! Detail Matters!)• General Supply Form• Program Form• Co-Sponsorship Form

* Forms that are incomplete and/or lack proper description will not be approved

Appropriations Committee Review

• Once the Appropriations Committee reviews all budget request packets, will turn them over to Student Senate• Student Senate will receive and vote on all

budgets at its regular meeting on: Monday, February 16th at 9:10 PM

• Organization presidents and treasurers will receive their approved budgets via email by:

Thursday, February 19th at 11:59 PM

Budget Approval Process

• If you disagree with the decisions of the Appropriations Committee, you may appeal its decision within 72 hours of receiving your budget by notifying the CFO• More information regarding the appeal process can be found in

Art 4, Sec IV of the SAF Guidelines

REQUESTING CHECKS, LINE-ITEM CHANGES, AND EMERGENCY FUNDING

Check Requests• Check Requests must be submitted on paper

to the folder outside the Student Senate Office• Requests must include the Check Request

form and supporting documentation (copies of receipts/bills/ contracts)• Checks can take 5-7 days to process• All requests due by Sunday, April 26th

Check Requests• Supporting Documentation• Proof of purchase is required in order for checks

to be written to individuals• Documentation must state the total amount

paid/due• Requests involving invoices or contracts may have

the check written directly to the vendor• Checks cannot be written directly to the

organization requesting the check unless proof is provided that the organization already reimbursed an individual for a purchase or used its own checking account or debit/credit card

Check Requests• To receive a check for travel in a personal vehicle, submit a

Mileage Check Request form to the folder outside the Senate Office• Must attach a map showing exact mileage• DO NOT attach gas receipts• Please note, travel needs to have already occurred before you

submit this form• IRS $.0575 reimbursement per mile

Check Requests• Denied Check Requests• An email will be sent regarding the nature of the denial, and

how to fix it

• Authorized officers will receive an email from CPO when a check is ready to be picked up• Only the authorized officer who submitted the request may

retrieve the check(s)

• Checks expire 60 days from the day the check is written

SAF Debit Card

• General Clubs & Organizations, Percentage Groups, and other types of groups such as Senate and Student Volunteer Bureau(SVB) are eligible in using the SAF Debit Card in making online purchases

SAF Debit Card Qualified Items

• Airfare (Associated taxes and check/uncheck baggage fees acceptable)

• Hotel Reservations (only room(s) and associated taxes acceptable, NO pay per view, mini fridge purchases, or any in room purchases)(the SAF Debit card will NOT be on file and guest(s) will need to use their own credit/debit card to cover damages/be on file with the hotel)

• Recreation/Concert/Event tickets• Large ticket equipment/supplies (large item(s) which

have a high price tag and are not easily purchased through other means or channels are eligible) (NO everyday small purchases allowed)

Using the SAF Debit Card

• The SAF Debit Card will remain in the sole possession of the Appropriations Committee’s Advisor• The Treasurer or President of the

group/organization can use the debit card by setting up an appointment with the Appropriations Committee’s Advisor• The Appropriations Committee’s Advisor will

make the actual purchase for the group• A check request will still be filled out at the time

of making the transaction

SAF Debit Card• At no time will the debit card number or debit card itself be

given to individuals of a group/organization• Any unauthorized use of the debit card, its numbers, or the

actual purchases in any way other than what was approved by the Appropriations Committee’s Advisor is subject to sanctions by the Appropriations Committee and/or college judicial system

SAF Debit Card

• Tracey Howard – • Assistant Dean for Program Development• Appropriations Committee’s Advisor • Email- tlhoward@albion.edu • Office located in CPO (3rd Floor KC)

Line-Item Changes

• Money may be moved between existing line-items on the budget by submitting a Line-Item Change form• Forms must be submitted on paper to the

folder outside the Senate Office• You will not receive email confirmation of

approval, and will only be notified if there is a problem with the request• All requests due by Sunday, April 26th

Requests for Variance• Money may be moved to a new line-item on

the budget by submitting a Request for Variance form• Forms must be submitted on paper to the

folder outside the Senate Office• Must provide detailed explanation of the

new line-item and why it wasn’t in the original budget request• You will only be notified if there is a problem

with the request• All requests due by Sunday, April 26th

Emergency Funding• Emergency funding is available if your organization

experiences an event where immediate funding is needed and it can be shown that:• The item/event could not be budgeted for during the

regular budget process, and• The item/event meets all SAF Guidelines

• Submit an Emergency Funding Request via email to the CFO to begin the process• Organizations may only request emergency funding

once per semester• All requests due by Sunday, April 19th at 11:59pm

Recap• Submit all budgets to senatecfo@albion.edu

Sunday, February 6 at 11:59 PM• You will receive your approved budget by

Thursday, February 19th at 11:59 PM• Emergency Funding Requests due by

Sunday, April 19th• All other requests due by

Sunday, April 26Questions? Email senatecfo@albion.edu