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Financial Workshop

Join Nicolai Robinson, SGA Treasurer, for a financial workshop on event planning. Learn how to budget, calculate ticket prices, and manage finances for on-campus and off-campus events. Gain essential knowledge on vendor contracts, food services, room requests, and more. Don't miss out on this informative workshop!

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Financial Workshop

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  1. Financial Workshop Nicolai Robinson, SGA Treasurer robinsonn7@student.wpunj.edu SGA Office SC 319 Ex: 3254 Jaime Oyola, Financial Manager oyolaj1@wpunj.edu Office: SC- 321 Ex: 2481

  2. EVENTS: On Campus Off campus Know: Who, What, When, Where And Pickup time/Location Tickets Required Students get a discount rate and before guest. Advisor Required Bus Service Required • Know: • Who, What, When, Where • Free Events Include: • Lectures, Edu. Events, • Game Night, Ect. • Require a Ticket • Dinner Dance, • Fashion Shows, • Comedy Shows, Ect. Ticket Price Formula: Student: If the Price of the ticket is $100 or under: Total Price/ # of tickets sold x15% If the Price of the ticket is $100.01 or over: Total Price/ # of tickets sold x40% Guest: If the Price of the ticket is $100 or under: Total Price/ # of tickets sold x50% If the Price of the ticket is $100.01 or over: Total Price/ # of tickets sold x75%

  3. SGA Club On-Line Purchasing Process

  4. Financial request Information: Event Request Each event you are requesting funds for requires its own individual financial request. Vendor Information Required Common vendors are loaded into the system Other vendors must be input on the request PRE-CONTRACTS (will be signed by you and a CASL Advisor) Lectures/ Speakers Bands DJ’s Other Vendors coming and performing on campus

  5. ROOM REQUEST: Food For events: All Food for events MUST be supplied by Sodexo (The school have a contact with them) To Request food for an event, you must set up an appointment with Hosp. Serv. And then fill out a food service quote form Put the Quote information that YOU gathered and have a copy of to the online financial request and food service quote form to SGA Contact for questions: 973-720-3210 All Room Selections must be confirmed and a verification email. You must provide Event Information Put the Approved room to the online financial request and Location form to the SGA Contact for questions: 973-720-3243

  6. Quote Information: -Quotes are required for every item(s) or service -Consistent with the philosophy of obtaining the best value for general services or items… clubs/org. should include 3 quotes for items or services over $600.00 Examples include: -Bus Service -Stage/Sound/Lighting -DJ’s -Complete Quote Information on-line, however 3 paper quotes (email, fax, letter) must be attached or submitted to SGA

  7. Important (So stop texting) • Time Line - • Co-Sponsoring-

  8. Congratulation!!! You Passed and now have a P.o. • Follow up with the vendor and give them the P.O. number(s) • Confirm the Date Time and Service • Major Request (Pre Contact) • Confirm with Jaime on the day of the event . that he has the check!!!! • All WPU Services are paid after the event • Minor Request (SGA Credit Card)(3 hours) • Bring P.O. number to CASL office and request to sign out the SGA Credit Card • Bring back the card and receipts to CASL

  9. Club O.P. Funds • O.P. funds are funds raised independent of SGA funding (proceeds from a bake sale, donation, etc). • O.P. funds may be accessed by the Club President/Treasurer by submitting an online request and completing the 5 stage approval process. • Timing requirements for requesting these funds is the same as all other funding requests. The only exception are requests under $250, which can be submitted 1 week before the event.

  10. Other information & tips Campus Activities will assist you in the planning process Plan ahead…………….remember 2, 3, 5 and 8 weeks for approval Students cannot enter into any formal agreements (signing contracts, agreements, invoices) when using SGA funds Please submit any contracts, invoices, or other financial information to SGA Financial Manager Clubs are not permitted to have off-campus bank accounts (You have an OP account) -$$$$- Deposits -$$$$- Ticket sales, fundraising proceeds should be deposited with Financial Manager/SGA Bookkeeper the next business day If ordering items on-line, please use the SGA office as the mailing address Post Evaluation Form: You have 3 days to submit the form through Pioneer Life Please refer to the SGA Financial Guidelines for further information Violations of the guidelines can result in financial sanction, suspension, or de-chartering……..we don’t want that!

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