McCombs Affiliated Student Organization

Training

What Starts Here Changes the World

Goals We care about the success of each of your

organizations We care about your individual leadership

experience Be aware of the all the services and tools

available to you We are all on the same page when it comes to

UT, McCombs policies and procedures We are here for you – Resources, Advocates,

Connections, Mentors, Guides, etc.

UBC is the student governing body of the Undergraduate Business School

Renewed UBC Helping hand Representative body Added support and guidance from UPO

True Umbrella Organization network Open network

Affiliated Student Organizations - Benefits Access to the Frito Lay Student Leadership Center Access to the support of Student Affairs Advisors and

Administrators Apply for event funding from the Undergraduate Programs

Office Request corporate contacts information from the Ford Career

Center and the Office of Resource Development Advertise events in the TXBBA Friday email and on the

Plasma Screen Name on Texas BBA website Advertise in freshmen student handbook Advertise in Annual Recruiter Summit Booklet to receive

company support

Affiliated Student Organization - Requirements Attend MASO training Follow all rules and guidelines from the office of Student Activities

and Leadership Development (SALD) – travel, logos, etc. Follow the rules and guidelines for appropriate use and access of

the Frito Lay Leadership Center Representative (President) attends bi- weekly Organization

Leadership Meeting Spend money and use resources appropriately Represent the McCombs School of Business well 60% or your organization must be business students Respond to inquires by the UPO in a timely manner Remain in active status with SALD in the Dean of Students Office Provide an executive summary at the end of every semester

We want to support you BUT Failure to meet the requirements may result

in a semester or a year probation as well as removal as a McCombs Affiliated Organization. If appropriate, the Dean will report issues to SALD for further action.

No big problems and smaller problems solved.

Requests for funding and

corporate sponsorsWe’re here to help!

Types of Funding SALD Accounts UT Account with Pooled Corporate Funds Co Op Money – allocated through UPO

website Individual UT accounts – only a few orgs

have them, no longer available to orgs

Fund raising (lots of rules in the SALD Handbook)

Member dues Selling apparel (shirts) Etc. (possibly corporate money – not

encouraged, company looses tax credit) DO NOT USE Sales Tax Exemption Form

with SALD money

SALD Accounts – how you get the funds

Corporations may donate funds for specific groups or criteria and organizations may be asked for proposals mid-year.

Corporations give directly to support specific events or organizations which they have historically funded

UT Account with Pooled Corporate Funds – how you get the funds

Organizations can submit proposals to UPO for allocation of Co Op funds Website -

https://utdirect.utexas.edu/business/sofr/Allocation based on strength of proposal submitted to UPO

Co Op Money – how you get the funds

Individual UT accounts Only a few orgs have them, no longer

available to orgs Organizations who have had a long history of

support at the Business School

General financial rules for UT money: Meet with Stephanie and/or Paula once you

have an idea of a program Large programs – semester before Small program – one month in advance

Copy both Stephanie and Paula on all emails (including attachments)

No social or off campus events will be funded by UPO

Only individuals who have attended this training may request funds

All vendors or students being reimbursed must have a Payee Information Form (PIF) on file

Vendors must be in good tax standing with the State of Texas http://ecpa.cpa.state.tx.us/vendor/tpsearch1.html

MUST have Official Occasion Expense Form (OOEF) completed for food, entertainment, gifts or give-aways including t-shirts, awards

Financial Rules cont.

Office Supplies Office Depot – UT contract offers huge

discount, has all types of office supplies, cleaning supplies. Submit orders (item number, description, quantity and price) by noon on Friday to Stephanie or Paula. To get pricing info: https://bsd.officedepot.com/login.do

Login name: hook-em Password: hook-em

General rules for spending Name of purchaser, organization, and event title

must be on all estimates, invoices, and receipts Any receipts submitted must be itemized, show

date of purchase and payment, and no sales tax Only two reimbursements per organization per

semester Net 30 UT policy – Vendors paid within 30 days

of the receipt of goods or final invoice, whichever is later.

Billing Address Final Invoices mailed from vendors should

be sent to:University of Texas at Austin

1 University Station, B6100

Undergraduate Programs Office

Attn: Student Org Name

Austin, TX 78712

Non-Office Supplies Procard (Credit Card) Purchases

Card may be checked out for morning or afternoon – no overnight requests

Email Stephanie and Paula with request to use, including date and time

Credit card must be returned with itemized receipts

T-Shirts, Trophies, etc. Submit a quote or estimate from vendor so

Purchase Order (PO) can be initiated Try to use vendors that direct bill PO number is given to vendor to provide

services Final invoice must be given or sent to Paula

for processing

Rentals, Hotels, Buses Require contracts signed by Dean’s Office UT does not do deposits Facilities Services - tables, chairs,

tablecloths for on-campus events Facilities Services work order done with

Stephanie at least one month in advance Austin American Rent All - direct bill (no

contract required

OOEFs Official Occasion Expense Form (OOEF) for food,

entertainment and gifts required before event (minimum of 2 weeks)

Approval required before money can be spent Can use credit card for HEB, Wal-Mart, Target or

any grocery store Cash prizes also require a Memorandum through

Dean and Provost office BEFORE publicizing

Duplicating Services 3rd Floor Duplicating Services

Bring back carbon copy – must have student name, org name, and event title

Central Duplicating for larger jobs Bidding recommended but no longer

required Aztec 320-0195 Velvet 280-3771

Corporate Checks All checks from corporations should be made out

to UT and deposited in UPO. Send to:University of Texas at Austin1 Univ Station, B6100 Undergraduate Programs OfficeAttn: Student Org NameAustin, TX 78712

Please make sure to give us check as soon as you receive it

Give us all the necessary information about why you were given the check and from whom

Corporate sponsorship or contacts Submit request online Corporate Contact, Field Trip, Speakers,

Corporate Funding CeCe Ridder – Undergraduate Programs

Liaison to Corporate Relationship Management and the Ford Career Center

Even if your process, proposal or contact list is established…

Corporate Relationship Management can

Provide information that might be useful Edit your proposal Connect you with other organizations

approaching the same companies

Corporate Proposals

Alumni or Established Contacts

Have past proposal Or wrote w/o a template

Starting from Scratch

*Student Org Request Site

Corporate Proposal Generated

Template to CeCe for edits

Forward to Ford Career Center or

Corporate Relationship Mgmt.

FCC, CRM back to CeCe, sent back to org (contact yourself or forwarded on to company contact)

*https://utdirect.utexas.edu/business/sofr/

1 Semester before the event.

2 weeks

2-4 weeks

Tips for Working with Corporations Research the company-why send a proposal to

them? Make sure your committee members are in on the discussion.

Find ways to include the company, even if you’re sure they won’t show up.

Give out an email and phone number that will be checked at all times.

Send details! Don’t forget about parking. Send a thank you letter.

Corporate Logos on campus

NO LOGOS ON POSTERS OR WEBSITES. The Business Student Association Presents:

Coffee With Investment BankersSponsored by:

Company of the Month:

Supported by the UPO can be used if we actually support you.

The Business Student Association Presents:Coffee With Investment BankersSupported by:

McCombs School of Business Undergraduate Programs

Write out the company names

The Business Student Association Presents:Coffee With Investment Bankers

Supported by:Dell, Inc and ConocoPhillips

Company Field Trips – Ford BBA Career Services All out-of-state trips REQUIRE staff/faculty member

attend How do we get started?

https://utdirect.utexas.edu/business/sofr/ Information to provide to company on students & for

students attending Company Field Trip See MASO Handbook

FCC will provide a pre-departure workshop. Dress For Success Booklet & Resume Guidelines are

available at FCC or downloadable from FCC website http://fcc.mccombs.utexas.edu

Miscellaneous Email Paula Taylor if you need help finding

a room before you go to Paula Gilbert Posters & flyers (25 maximum) need to be

approved at the front desk before posting Food forms must be submitted for any on-

campus event Parking permits for the Brazos garage –

check before your event for availability

Publicity BBA Newsletter – deadline is Tuesday at

noon for that Friday. Can have email addresses and web links.

TV Screen – regular PowerPoint slide sent to Stephanie

Plasma Screen – Download 16x9 PowerPoint template off UPO site and send to Stephanie

The Frito Staffed by Undergraduate Business Council Computers and monitors on loop alarms Alarmed Fire Exit Proximity Reader – must sent UT EID of all

students with new IDs Cleaning Schedule - $ Making Opportunity Reserving Conference Rooms – Email Steph Lockers

Frito Upkeep Everyone maintains courtesy & cleanliness in the shared space A MASO will be selected for cleaning the Frito every week

between Thursday, 8 am, and Friday, 3 pm. Each organization will be responsible for a period of three

weeks at a time. A cleaning checklist & supplies will be provided by the UPO. A member of your organization will be responsible for setting

up a time to meet and review the work with the student or professional staff of the UPO within normal business hours.

After three satisfactory reviews $200 will be approved for your organization to spend before the end of the year.

The deadline to turn in applications

Frito Access Must have names of officers and members

w/EIDs in Excel Sheet Access will be turned on when Proximity

reader arrives. Until then please check out key from the

desk – Officers & Chairs – Return when done or within 24 hours whichever is first