Student Allocation Funding Process

1. Student Allocation Funding Process Student Government Association Budget Oversight Committee & Office of Student Engagement GUC 107, 765-4248 www.una.edu/student-engagement

2. Training Outline • Student Allocation Process • Funding Eligibility • Appeal Process • UNA OrgSync – How to Apply • UNA OrgSync – Forms

3. Student Allocation ProcessEstimated Allocation

4. Student Allocation Process • Student Allocation Review Board (appeals) • SGA Senate • Student Allocation Committee, also known as the Budget Oversight Committee • 4 SGA Senators and 1 Faculty Member

5. Juliette Butler • Mrs. Butler is the backbone of the funding program. She does the administrative paperwork to ensure payment for your events. • You must schedule an appointment with her at 765-4248 within one week upon approval of your proposal to discuss your event to ensure paperwork for your events are secured. • If you wait until the last minute, we will not fulfill the request.

6. Student Allocation Process • Student Allocation Committee – page 3 • Meets every Tuesday, University Events Conf. Room at 3:30 p.m. • Proposals due by 4:30 p.m. on Friday prior to meeting via UNA OrgSync • No later than four committee meetings in advance of the proposed event date (Pay attention to the due dates of conference registration deadlines, if applicable.) • No later than six committee meetings in advance of the proposed event date if there are contracts involved • May send max 2 students to make brief 3-5 min presentation (OPTIONAL) • Notifications are sent via UNA OrgSync by next business day

7. Student Allocation Process • Submit Fall Allocation Requests (for events occurring after Oct. 1) • Starting September 1 • Submit Spring/Summer Allocation Requests • Starting November 1 • Fiscal Year • October 1-September 30

8. Funding Eligibility Pages 3-4 • RSOs in good standing with Student Engagement are eligible for funding. • That means RSOs must submit RSO Update Forms each semester via UNA OrgSync and have the president and treasurer (or designee) attend the training workshop. • RSOs must update their OrgSync profile by October 1 and again on February 1.

9. Funding Eligibility Pages 3-4 • Any changes in officers or advisors between these reports must immediately be made in OrgSync. • A newly recognized RSO must wait one semester before being eligible to apply for funding as outlined in the Student Handbook.

10. Areas Available for Funding Page 5 • Program Support • Programming such as speakers, music, movie series, educational, non-alcoholic socials, dances, etc. • Equipment • Equipment RSO Resource Room, Poster Printers, etc • Recreation • Intramural fees • Diverse Population and Issues • Programming for gender and multicultural issues

11. Funding Eligibility Pages 5-6 • Travel [This pertains to retreats, conferences, and competitions.] • Cover costs for registration fees • Transportation (vehicle rentals, airline tickets, gas) • Lodging expenses ONLY (Must put 4 to a room) • NO meals, baggage at airports, shuttle costs, taxis • Doesn’t cover advisors hotel, registration fee, etc. • Must have hotel receipts, gas receipts, etc. turned in immediately after trip. • Map quests must be included with gas receipts when you turn them in to be reimbursed should you pay for gas using your personal card. (You must turn in receipts or you’ll be responsible for payment.) • If student fails to attend, student must pay money back. Otherwise, RSO will be held responsible. Page 6 • NOTE: • NO ALCOHOLis allowed to be consumed on trips regardless of age. Will have to pay money back and the RSO will lose funding for one academic year.

12. Funding Ideas • Use Companies like: • TjohnE • Auburn Moon Agency • Kramer Entertainment • Amusement Masters • Simplified Entertainment • Kramer Entertainment • Swank Motion Pictures • View these in UNA OrgSync Contacts Think about Pride Week next year. Do you want to host an event utilizing Student Allocation Funding?

13. Funding Limitations The following are highlights. Refer to Student Allocation Manual for more details. Page 7 • Money may not be used to purchase items for the purpose of fundraising or re-sale. • Activities which generate unrestricted funds. This means events can not charge a monetary admission fee. • Funding can not be used for donations or charitable contributions. Non-monetary charitable contributions are acceptable (i.e. clothing drive, canned food drive). • Membership dues or National Association dues • Any programs involving alcohol

14. Limits on Requests Page 6 • $4000 is the limit per program request • $1500 is the limit per travel request Purpose of Fee The funding process was created by SGA to respond to the needs of the recognized student organizations and enable these groups to develop programming based on the educational mission of the University. Page 2

15. Fiscal Information • Local vendors who take Purchase Orders in the manual must give at least two weeks to do Purchase Requisitions. – page 10 • T-shirts – page 9 • T-shirt designs must be attached to the funding request. • The Committee must approve all t-shirt designs. • T-shirts can not be purchased just for your group. It has to be related to an event and available to all students. Page 7 • NOTE: Advertisements must be pre-approved by the Office of Student Engagement and have a statement that says “Made possible by your Student Activity Fee” – page 8

16. Fiscal Information Door Prizes • If you receive allocation funding for door prizes, you will need to use the Prize Form on Student Engagement’s website. Each recipient must sign and provide L# that he/she received prize. • We are not doing gift certificates as door prizes.

17. Steps to Funding Page 3 • Submit Funding Request with Budget • After approval, meet with Juliette Butler within ONE week to coordinate money paperwork • DO NOT WAIT UNTIL THE LAST MINUTE • Pay attention to the due dates of conference registration deadlines. • Submit Evaluation Form 2 weeks after event completed • Failure to complete event evaluation and turn in receipts will result in loss of allocated funds for one academic year. • NO REMINDERS WILL BE GIVEN ABOUT LATE EVALUATIONS.

18. Thorough Budget Request • Programming Requests • Include all vendor estimates from the businesses (include vendor name, contact person, an official estimate, website, phone number, and costs) • Travel Requests • Include the hotel information from website, phone numbers, hotel info, address, prices, etc. • Include airline information from website, estimate, time/date of departure/arrival to and from event • If driving personal vehicles, include MapQuest's that calculate mileage. Calculate gallons of gas and cost per gallon. Example: 400 miles, 20 gallons of gas, $3.35/gallon, $3.35x20 gallons = $67 for gas

19. Tax Exemption • UNA is tax exempt and can not be charged tax on any product. • Only exemption, is hotel and airline tickets. Make sure to include tax charges in your quotes from hotels and airlines.

20. Sample Documentation • See pages 12-15 • If you do not include documentation, items will not get funded. You can not appeal if you fail to include it. • The committee is not responsible for searching out your needs looking at web links.

21. Appeal Process Page 4 • If funding is denied, RSOs can appeal on the following: • Procedures were not followed by the Student Allocation Committee. • The Student Allocation Committee deviated from the written policies. • Submit appeal electronically, via UNA OrgSync, within 5 academic days from date of notification. • The SGA Senate will address appeals and decide to approve or deny your appeal. • The Senate’s decision will be the final decision.