***SOFO Workshops 2012-13***

1. ***SOFO Workshops 2012-13*** Independent Student Groups Student Organizations Finance Office

2. ***Meet SOFO!*** Terri Baldridge Office Manager Jon Tsuda Director of SOFO Norman Skarstad Assistant Director Events Coordinator Wanda Storrer ITS/Phone/Server & Database Laura Garrett Events Planning Scott Senger Travel Erin Hetherington Front Desk/Payroll

3. What exactly is SOFO? • The SOFO acts as an on-campus bank for student groups, as well as a travel agent, purchasing department, and event manager. ITS, Phone & Payroll services are also provided. Student organizations using university facilities must maintain an account and conduct their business through our office. Funding for student groups granted from university sources is also placed in an appropriate account in the SOFO. • We help you negotiate through the red tape of the bureaucracy of the University! • UMC 231 • (p)303-492-6366 • (f)303-492-2522 • http://sofo.colorado.edu • sofo@colorado.edu

4. CUSG Info: Phone: 303-492-7473 Location: UMC Room 125 Website: http://cusg.colorado.edu Hours: Monday-Friday 8:00 AM – 5:00 PM University of Colorado Student Government CUSG is the student body government for CU Boulder. There are three branches, the Executive, Legislative and Judicial branch. SOFO is a CUSG cost center under, and we work very closely with CUSG through out the year. CUSG’s Finance Board helps to create yearly budgets and to manage student fees.

5. UMC Events Planning and Catering • Office Hours • Monday through Friday • 8:00 AM – 5:00PM • UMC 140 • 303-492-8833 • Full service event planning resource! • Meeting rooms & event space reservations • Vendor contracts http://umc.colorado.edu/planEvent/planEvent.html Please Note: All Student Groups must be in GOOD STANDING with SOFO by the 30th of September in order to keep any room/event reservations.

6. What it means to be an Independent Student Group You can… • Get University funding for events, travel and operations • Apply to Student Group Funding Board for money • Have an off campus bank account • Be considered ATtheUniversity but not OF the University… and have a little more freedom in the way you operate your group! • Use IN’s for on campus purchasing You cannot… • Use the University purchasing system • Use CU at the beginning of your student group name • Use the University’s Tax-Exempt status • Have any legal access or payroll services

7. Key Points for Independent Groups: General Information • Release Forms/Insurance • Are needed for University funded events and activities that are considered high risk. • Exclusionary Groups • Are not eligible for student fee funding. • Examples: G.P.A. requirement, Greeks, gender requirement etc. • Viewpoint Neutrality • Funding sources do not discriminate based on who group’s are or what they do. • ** No funding for political activities. • Financial Statements • Monthly statements are available in our office around the middle of every month, for balances and financial transactions.

8. Key Points for Independent Groups: Alcohol Policy • It must be lawful! • Your group is liable! • Using alcohol OFF Campus helps to keep out University involvement! • Inquire with SOFO!

9. Key Points for Independent Groups: Account Information • Minimum Balance • Signers must fill out cards before spending • $25.00 • Account Signers/Signature Cards • Maximum of 3 signers, at least ½ must be full fee-paying students • Keep your card updated, pass the torch! The only way to change signers is for the previous signer to notify SOFO they would like to be removed. In addition, they must provide the names of new signers to e added to the account. • You may only be a signer on ONE student group account! • This allows you to conduct official University business! • General Administrative Recharge (GAR) • University Admin Charge • 5.15% • Every expense is charged!

10. Independent Group Agreement • All groups must complete new agreements yearly • Completed agreements must be turned into SOFO by 9/30 or your group will not be listed as "active" • Don’t forget to read the RELATIONSHIP STATEMENT

11. Key Points for Independent Groups: Student Group Directory • As an Independent Student Group you are required to register with the Student Group Directory. • CUSG Requirement: All active student groups MUST use the uniform e-mail system in collaboration with ITS and SOFO, so that CUSG and SOFO can use the account to announce different events, or other important announcements pertaining to student groups. http://sofo.colorado.edu/SOFOStudentGroupDirectory.html

12. ***Raising Money***Cash Boxes and Deposits • Cash Boxes/Group’s Own Sales: ON Campus Events • If you are collecting any money, come into our office at least a week before to arrange for a cash box. • Turn in cash boxes daily. There is a safe at the reception desk • We can give you change in your cash boxes if needed. • All tangible items need to be taxed 8.21% for group’s own sales. • Please see our office a week in advance if you need tickets for your event. If you create your own tickets, bring them to SOFO for official approval. • Deposits: • Do not hold on to checks for more than 1day. • Groups can have off campus bank accounts but any money collected on campus, must be deposited in our office. • All funds raised ON CAMPUS, must be deposited with SOFO. • Please make all checks out to the University of Colorado.

13. ***Raising Money***Vendor Sales and Raffles • Vendor Sales: • You can sponsor vendors for the loggia. Contact UMC EPC. They will provide you with the contract. • Easy way to make money for your group. • You can make $35.00 a day by sponsoring a vendor. • Raffles: Paying for a ticket to enter a drawing. • SEE SOFO FIRST!!! • Considered legalized gambling, regulated by the State and requires license which SOFO has. • Cannot use the term RAFFLE unless you have talked to SOFO. • Door prizes and games of skill are allowed. • Contact Terri Baldridge for further questions.

14. ***Raising Money***Funding Sources • Student Fee Sources – CANNOT BE USED FOR ANY PROTESTS. Check with the SOFO for specific funding guidelines for each source. • Council of Colleges and Schools (CCS) • Cultural Events Board (CEB) • Arts and Sciences Student Govnt (ASSG) • Representative Council (Rep Council) • Student Govnt Funding Board (SGFB) • Graduate Student Advisory Council (GSAC) • College Student Governments • Other Funding Sources: • Non-student fees • VCSA • ODECE • RHA • ISSS • CMA • UGGS • Dennis Small • CUPA/Parent’s Association • CU Bookstore • Campus Departments See SOFO for event or travel proposals to obtain funding from the sources listed. You may also receive funding from outside sources such as corporations, firms and businesses.

15. Student Group Funding Board • Purpose: SGFB allocates operational funds to Student • Allocates for the following fiscal year (2013-2014) • Groups using Student Fee dollars - Operational Funds Include: events, travel, payroll, food, office materials, and advertising - SGFB also acts as Liaison to student groups to ensure fiscally responsible spending • Hearing Process: SGFB delegates money in a bi-weekly hearing process starting September 26th- February 28th - SGFB will make all funding decisions from a viewpoint-neutral standpoint - Application for funding are due 5:00pm the Friday before the first hearing . Email to SGFB@colorado.edu. In an attempt to be paperless, only email applications will be accepted. Ellie Roberts is the current Chair.

16. ***Advertising***Chalking and Flyers • Chalking • Must be done with stick-chalk or some substance that fades away within a few days • Spray chalk/paint is not permitted • Do not chalk under overhangs and on vertical surfaces. • If chalked message does not comply with University policies, it will be erased and at your expense! • Flyers • Make sure you use recyclable paper. • Posting is prohibited on campus except at authorized kiosks, bulletin boards and other designated areas • Before posting, the flyers must be approved by each building • Do not use astrobrites, neons or deeply dyed papers • Campus Events Calendar • In the Mix • Buff Bulletin's www.colorado.edu/bulletin/instructions

17. ***Spending Money***Events and Travel • Independent Accounts: • All purchases for special events and travel will be reimbursed AFTER event or travel has occurred with proper documentation. • The University will not pre-pay for any flights or hotel reservations. • DO NOT SIGN any performance or lecture contracts or agreements, see SOFO first! • Student Fee Sources • If you have received funding from any student fee sources, your group is able to use University purchasing methods. • Come into SOFO to obtain the correct paperwork to pay speakers or performers. • A separate account will be set up for your special event or travel. • You will have access to the University credit card, POs and TAs. • Most student fees will not pay for food, except for CEB! • You can generally receive funding once a semester from student fee sources. See SOFO for details

18. ***Spending Money***Events and Travel • Special Events • Try to plan at least 8 weeks in advance • You will meet with Laura Garrett or Norm Skarstad to discuss event details. • When inviting elected officials or VIP’s, notify SOFO. • Travel • Try to plan at least 6 weeks in advance. • Your funding should be in place at least 4 weeks in advance. • Your main point of contact will be the travel liaison, Scott Senger in the SOFO. • Keep your numbers low and realistic. Try to avoid sending the same people to conferences. Send new students! • Groups of 3 people or more traveling internationally must contact Mary Dando Mary.Dando@colorado.edu

19. ***Spending Money***ON CAMPUS • On Campus Spending: Come into our office and get an IN (Interdepartmental Invoice) • Only Signers can spend money!!! ***Where to use IN’s*** - Inkspot - UMC EPC - CU Bookstore - Colorado Daily - Campus Departments

20. ***Spending Money***OFF CAMPUS Spending will be out of pocket, then you will get reimbursed. Under $100.00 – Petty Cash Over $100.00 – check will be ordered and mailed within 7-10 business days. **ALL TRAVEL AND PARKING are reimbursed by check no matter what the amount ** • Step 1: Fill out Purple Reimbursement Request Form • To receive any money, your group’s authorized signer MUST have signed off on the request form!! • Step 2: You must have ORIGINAL, ITEMIZED receipts that show what was purchased and proof of payment. No copies!! You may also pick up your check in SOFO!

21. Campus Use of University Facilities (CUUF) Governs the use of all buildings and grounds on campus Gives student groups a high priority for reserving campus space and campus usage Establishes the UMC fountain area as the free speech zone Establishes rules on: lawn signs, chalking, banners, collecting money, amplified sound, canvassing, camping, slacklining, outdoor events, etc. All membership dues and revenues MUST be deposited into group’s SOFO account http://www.colorado.edu/policies/CUUF

22. VISIT OUR WEBSITE • http://sofo.colorado.edu • For: • Student Group Directory • SOFO Forms • Buff Bulletin Link • And much more……