bec treasurer training
DESCRIPTION
BEC Treasurer Training. Author: Jenna Dahl Current Treasurer: Umair Asghar (954)[email protected]. Organizational Chart Where does the money come from, and how does it get to me?. How does it work?. SG gets and gives the money, and should benefit all students. - PowerPoint PPT PresentationTRANSCRIPT
Student Government
[SG][A&S fees]
Board of College Councils[BOCC]
Benton Engineering
Council [BEC]
Engineering SocietiesUF StudentsBack to Student
Government
Organizational ChartWhere does the money come from, and how does it get to me?
How does it work?SG gets and gives the money, and should benefit all
students.
BEC presents a budget consisting of each org’s budget (which was approved by the finance committee) to BOCC in January, who then presents their combined budget to Senate and the Budget and Allocations committee in SG.
Keep in mind – most rules given to engineering societies on how to spend their money are rules that are in place for all SG funded organizations.
Timeline: Finance RequestsFinance Requests Deadline
Present at Finance Meeting
If approved: Submit SAR
BEC President/Treasu
rer Approval
SG Finance – Sharon Eldred
Approval
SG Finance – Stan Beckerdite
Approval
SG Finance – SG Treasurer Approval
(TJ Villamil) SG Finance –
Staff Approval – PO/Waiting for
Receipts
Able to spend $After event: Turn in all related receipts at same time! [within
30 days]
At least 2 weeks
prior to event/trip!
At least 3-4 weeks prior to
event/trip!
Approval can
take up to 2
weeks!
Start here
Ways to Fund Your EventsThrough Student Government
ProgramsTravelSpecial Requests (SR)
Through the College of EngineeringFoundation AccountsDepartment Funding
On your ownFundraisingSponsorships
Programs Programs (02)Advertising (06)Supplies (05)Copies (57)Awards (16)Travel (10)Off-Campus Facilities (43)Food (66)
No clothes EVER (T-Shirts, Polos, Hats, etc.)Must benefit Students directlyAll UF Students must be able to attend/participate
SG FundsSubmit Finance Request by Monday at noon
before Finance Committee meeting.Exceptions may be made but at least give us a
heads-upUpon approval, submit SAR.
Do not use SAR until given permission from myself
Wait until ALL stages of approval are completed
Spend FundsBring receipts to SG Finance. ORPick up Blue Slip / P.O. and take to vendor.
Outside Revenue (O/R)No Alcohol. EVER.
Otherwise, your society can spend it on anything you want.
Make sure you list “O/R” on the title of any outside revenue SAR so it is easy to determine for us and SG Finance.
All O/R requests are line item #99.
Go to SG Finance and get your balance from Sharon Eldred.
Travel: 50% RuleSG will fund 50% of travel, up to the amount
you were budgeted.This means you can get LESS than the amount
you were budgetedUp to four students are allowed to go (unless
it’s a grad organization)
Exception: Registration that does not include food or lodging is funded 100%. No Exceptions Now
TravelFood, parking, and rental cars are not
reimbursed by SG.What is the current price for mileage in a
personal vehicle? gasoline receipts or $0.34/mileSG prefers to reimburse gas since it has valid
proof (receipts).Be careful not to turn in receipts for the
same travel items to SG and your department.
People Soft allows SG to see everything you are being reimbursed for by anyone at UF. You don’t want to be accused of fraud.
Travel forms are provided when you submit the SAR. Be sure to print them out! If not, you can find them on the SG website.
Travel ExampleTrip Cost = $2,000
½ Cost = $1,000 = “Pay Up to Amount”
You will submit receipts showing you spent $2000.
If 10 people were budgeted for this trip, each person gets $100.If only 8 people go on the trip, each person still
only gets $100.You will submit receipts showing you spent
$1600.
Special RequestsSmall Amount BEC
BEC Treasurer will announce funds available for special request.
Fill out Finance Request and present to Finance Committee.
Large Amount BOCCIf your society has an event or travel that will
cost a large amount of money, BOCC may choose to fund it.
The request must be for an unbudgeted event. Either the cost is much larger than could have been anticipated or is not budgeted at all.
BOCC Special Requests (cont’d)Must attend the BOCC Exec Meeting and
General Body Meeting to present your request
Unique rulesNo food can be special requested.Up to $250 per person can be spent on travel
(half-funded)Maximum of 4 people funded per trip ($1000
cap)Requests as SRs should try to be added to
your budget for the following year, and may not be special requested again for 2-3 years.
Ways to Fund Your EventsThrough Student Government
ProgramsTravelSpecial Requests (SR)
Through the College of EngineeringFoundation AccountsDepartment Funding
On your ownFundraisingSponsorships
Foundation and Department FundingFoundation accounts are replenished via
donations to corporations to the college that may be targeted to your society.Managed by Yolanda Hankerson in Room 208
If your society is specific to one or two engineering departments, see if they will help fund programs and travel.The department may include you in this or next
year’s budget.
Ways to Fund Your EventsThrough Student Government
ProgramsTravelSpecial Requests (SR)
Through the College of EngineeringFoundation AccountsDepartment Funding
On your ownFundraisingSponsorships
FundraisingSell Items
Nametags, Portfolios, T-Shirts, etc.
There are rules for fundraising on campus, so make sure to do some research first.If it’s a “new” idea, check with CSAI.
Corporate SponsorshipApproach Companies: Show them that you are
a resource and you can provide reason of interest.Info. SessionsSpecific Event Sponsorship
Foundation OfficeLiaison between companies and CoE. Fundraising is
their job!BEC Funding Packet: Making the process easier for
companies.Michael will be contacting your societies soon with
opportunities to develop year-long relationships with companies!
Miscellaneous RulesNo off campus bank accounts for SG Funded
Organizations.
If you should lose your receipts, print out your credit card statement and any invoices that show the date of purchase.Example: I ordered items from SportsAuthority.com and
the receipt did not show method of payment. So I brought in the packing receipt and my credit card statement. The amount spent and dates matched, so I was reimbursed.
On that note, Shipping and Handling is covered by SG Funds.
Provided DocumentationWith this training, you will receive:
Copy of this presentationBEC Finance Request Form (also good for SRs)Prezi WalkthroughDocutraq How-Tos
Travel Programs
Travel Form CopyBudget for all BEC Orgs (split up by society)
