SAFAC 2012-2013
What is SAFAC?$ Student Activity Fee Allocation
Committee
$ Derives authority from the Board of
Trustees and the Vice President for
Student Affairs
$ 13 voting members, representing
different aspects of student life, and
1 non-voting Chair
$ Meet every Wednesday to discuss
student organizational budgets
What SAFAC does…$ SAFAC allocates money to student
organizations to help subsidize
organizational expenses
$ We help provide student organizations
money to create events and fulfill their
organizations guiding principles
$ We allocate funds for one fiscal year. A
referendum is required for multi-year
expenditures
$ We are here to SUBSIDIZE an
organization’s expenditures, not to
fully fund
Types of Funding$ Fall Request
$ Typically submitted during the spring semester of the previous year
$ Supplemental Funding (can ask for up to 2 per year)$ Funding in excess after October 16th, 2012$ Must make an appointment to present before the
committee
$ Capital Funding (can ask for 1 per year)$ Requests for equipment or items that will last more
than one year$ Must make an appointment to present before the
committee
Fall Budgets$ Fall Budget Request
$ Typically submitted during the spring semester of the previous year
$ To help fund activities, events, and fees up until October 16th, 2012
$ Follow separate Precedents and Guidelines that are set by previous year’s committee
$ 5 year averages have been removed$ Deadline: March 9th, 2012$ Unspent funds will be recouped after October 16, 2012 and will be reallocated
Guidelines and Precedents
$ Guidelines:$ Set of principles that SAFAC follows when deciding on
approving items for organization’s request$ Decided by previous year’s committee during spring
when looking through regular budgets$ ex: banners, conferences, food
$ Precedents:$ Decisions made by SAFAC during meetings through
voting$ Used to guide SAFAC in making unbiased decisions when
deciding on funding for organizations$ ex: funding a certain amount of banners per semester
Important to Note on Budget Form$ Guiding Principles:
$ Found in your organization’s Constitution, that is located on the COSO Database. Contact COSO if you do not know where or how to find it
$ Guiding Principles shown on the budget must be identical to Guiding Principle in your Constitution
$ Used by SAFAC to determine funding and make decisions regarding the necessity of a student organization’s request
$ Gift Account:$ Your own organization’s money$ Account number usually starts with a 9 (vs SAFAC account that starts with
4)$ Talk to your ADVISOR to find most updated account amount $ Must be included on your Fall budget
$ Itemize Your Budget:$ Must list specific items on your budget requests
$ ex: Binders vs Supplies or Sponges vs Fundraising Material
How to Make a SAFAC RequestComplete in the Following Order:$ Meet with your Executive Board to determine funding far in
advance (start at least a month before you would need the money!)
$ Fill out the 2012-2013 budget request form found on the SAFAC website and attach documentation for EVERYTHING that is not explicitly stated in our guidelines$ Ex: price quotes of your binders that you would like to purchase
$ Consult your SAFAC liaison (found on SAFAC website and COSO database page www.miami.edu/myumgroups) if you have questions
$ Meet with your liaison to review and sign the form $ Obtain signatures from advisor, president and treasurer
AFTER meeting with your liaison!
SAFAC Request cont…• Email a copy of the form to [email protected] with the
following subject line:
Organization Name_Budget Request Type_ 2012-2013ex. (COSO_Supplemental Budget Request_2012-2013)
• Submit signed form and written documentation to the STIC• If Supplemental or Capital, make sure to sign up for a
presentation time• SAFAC meets Wednesdays from 2:30-4:45
What SAFAC takes into account when reviewing a
budget…How it relates to the Guiding
Principles
Necessity of expenditures for successful completion of program
On campus and open to entire university community
Guidelines and precedents
Dealing with the money… Business Expense Reimbursement Form (BERF)
Interdepartmental Requisition (IDR)
Check requisition (e-Check) and Purchase Orders (Pos)
Stipulated Funds
For more information on these methods http://
www.miami.edu/sa/index.php/student_life/student_organizations/student_activities_and_student_organizations/resources
Under the tab “Student Organization Resources”, click on “Student Organization Handbook” and the information is located on pages 15-18
Stipulated Funds$ Generally Contracts$ SAFAC italicizes and greys the box of stipulated items
on the budget$ Process:$ Bring the contract or invoice to Laura Stott as that money is
not automatically put into your account
Pre-Authorizations• What SAFAC considers as a Reimbursement:
– Spending money for an item not approved by SAFAC and seeking return on purchase from SAFAC• Eg: Buying an airline ticket before budget has been seen and item has been
approved
• SAFAC does NOT fund reimbursements
• If you purchase anything before the Friday after you are eligible to present to SAFAC, it is considered a reimbursement and will not be funded
• In order to be eligible to present for a specific Wednesday, your form MUST be turned in no later than 5pm the Friday before
• PLAN AHEAD!
• If an emergency arises—contact [email protected] immediately– ex: purchase/event occurs before presentation time occurs (Pre-
Authorization)
SAFAC Appeals Process
• Student Government process
• Visit www.miami.edu/sg for more information
Questions????Contact us at 305-284-6399Or on the web
www.miami.edu/safac
Email the SAFAC Chair with
questions at [email protected]
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