Franklin College of Arts & Sciences Student Activity Fee Allocation

1. Franklin College of Arts & SciencesStudent Activity Fee Allocation Proposal Information Session

2. What is Fee Allocation? The allocation of Student Activity Funds by the Student Run Fee Allocation Committee. Information Session

3. Who can apply? • To receive an allocation from Franklin College, your organization must be academically related to Franklin College of Arts & Sciences. • If the department with which your organization most closely aligns is not in FCAS, consider seeking funding from that department’s school. Information Session

4. Committee Members • FCAS Dean’s Student Advisory Board • Undergraduate & Graduate students from various Arts & Sciences departments Co-Chairs: • Dr. Eileen T. Kraemer • Associate Dean of Student Academic Services • Jennifer Patrick • Coordinator of Student Academic Services Information Session

5. Flow of Student Activity Funds University of GA Student Activity Fees Dean of Students Office Tate Center UGA Colleges & Schools: Franklin College of Arts & Sciences Fee Allocation Committee Various Student Organizations Information Session

6. Things to ConsiderWhen Preparing Your Budget Proposal Package Information Session

7. FCAS Fee Allocation CommitteeGenerally Funds • Expenses involved in bringing a speaker to campus • Supplies needed to operate your organization • Student travel • Publication costs Information Session

8. FCAS Fee Allocation CommitteeNever Funds • Taxes paid for goods • For visiting lecturers, lodging costs above the current State travel limit set for Athens - $91/night • Personal items for members (T-shirts, books, gifts, etc.) Information Session

9. Honoraria forms • Must be signed by the speaker! • Must be submitted afterthe speaker has been on campus. • Paymentcannot be ready for a speaker when he/she arrives. Information Session

10. Nonresident Aliens If your speaker is a nonresident alien: • A nonresident alien packet needs to be completed prior to the speaker’s arrival • In order to have any pre-paid expenses reimbursed, everything on the nonresident alien checklist must be accounted for. Information Session

11. Student Travel If you have been funded for student travel: • You must submit the Student Travel Authority forms at least 3 weeks prior to your departure date. • Keep your receipts! Original receipts are required for most reimbursements. Information Session

12. New This Year • FOOD IS ALLOWED! • Organizations may spend no more than 10% of their activity fee allocation on food; refer to SAF Guidelines • All food purchases must comply with the UGA/Board of Regents food policy • http://dos.uga.edu/services/businessoffice/food_purchase.html Information Session

13. Steps to Receiving Fundingfrom the Fee Allocation Committee Information Session

14. Budget Request PackagePreparation & Submission • Be Thorough • All parts of the budget request package must be complete to be considered. • Be Neat • Requests that are hard to read are harder to consider seriously. • Be Timely • Late submissions may not be considered. • Follow Through • If the committee requests additional information, be sure to respond by the deadline. Information Session

15. Required Materials • Organization Data Sheet • Complete Line Item Budget Proposal • Letter of Support from your Department Head Information Session

16. Organization Data Sheet • This is contact information for your group. • Make sure it is accurate. • Your organization is responsible for any information distributed to your contact person! • Be sure to list a reliable contact person. Information Session

17. Line Item Budget Proposal • It is very important that you fill this out as completely as possible. • Try to add everything you would like the Committee to know about your group. • Always err on the side of too much detail! Information Session

18. Letter of Support • Each Organization must submit a letter of support from an Arts & Sciences Department Head. • The letter should be from the department most closely related to the group. Information Session

19. Center for Student Organizations Registration • You can register online, but BE SURE to print a copy of the registration • Registration for 2013-2014 will open around August 1, 2013 • Info session dates and times are available at: http://stuorgs.uga.edu Information Session

20. Accessing your Funds After your Organization has been allocated funds, you are free to access these funds to use for any approved expenses. Information Session

21. Please Remember • Plan Ahead! • Forms are available on the Tate Center Business Office website: http://dos.uga.edu/services/businessoffice/forms.html Information Session

22. Responsibility • The completion of these forms is the responsibility of the student officers. • If you have any problems while completing the forms, contact the Tate Business Office in the Tate Center, or our office. Information Session

23. Payments & Reimbursements Approved expenses can be submitted for payment by 1 of 5 methods: • Petty Cash Voucher • UGA Check Request • Intra-University Payment (e-Ticket) • Intra-Departmental Charges • Purchasing Card Purchase Request Information Session

24. Petty Cash Voucher • http://dos.uga.edu/services/businessoffice/pettycash.html • Only for approved reimbursable expenses • Petty Cash vouchers require original imprinted receipts • if no imprinted receipt, the vendor must sign both the receipt & the voucher • Only use voucher obtained at Student Activities in the Tate Center Information Session

25. Check Request • https://webapps.ais.uga.edu/PCFA/index.jsp • Use a check request to reimburse for travel expenses, pay honoraria, etc. • Check requests are initiated via e-check request with your departmental office • Your department will need to assist you Information Session

26. Intra-University Payment (e-ticket) • http://dos.uga.edu/services/businessoffice/intrauga.html • Lodging expenses from the Georgia Center • When you are making a reservation at the Georgia Center: • Tell the reservation desk you will be paying by Intra-University Payment • You will need the account name, number, and object code to be credited • Campus Food & Catering Services Information Session

27. Intra-Departmental Charges • Tate Center Print and Copy Services • Tate Center Equipment Set-up and Room Reservations • University Bookstore • University Printing and Central Duplicating Information Session

28. Purchasing Card Order Request • Forms available at: • http://dos.uga.edu/Library/docs/PCardform.pdf • Instructions available at: • http://dos.uga.edu/services/businessoffice/pcard.html Information Session

29. End of Year deadlines • Fee allocations not spent by June 30 are forfeited • The actual Tate Center deadlines for spending are much earlierthan June 30; pay attention to memos as they are issued • The Fee Allocation Committee does consider prior year spending when allocating Information Session

30. Questions & Concerns Candee Bradbury 300A Old College (706) 542-5745 candee@uga.edu June Windate 320 Tate Student Center (706) 542-8514 jwind@uga.edu Information Session

31. Thank You Thank you for your participation. Information Session