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Making “Cents” of Finances

Making “Cents” of Finances. Marci Nuñez Director for Student Involvement Student Leadership and Engagement. Introductions. In This Workshop…. Planning & Budgeting Raising the Funds Spending the Funds USF Club Discounts USF Forms Tips Questions.

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Making “Cents” of Finances

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  1. Making “Cents”of Finances Marci Nuñez Director for Student Involvement Student Leadership and Engagement

  2. Introductions

  3. In This Workshop… • Planning & Budgeting • Raising the Funds • Spending the Funds • USF Club Discounts • USF Forms • Tips • Questions

  4. Planning Your Budget andBudgeting Your Plan • A budget is a reflection of a plan • Dream Big but… • Plan ahead! • Utilize resources • Spend wisely

  5. What? How?

  6. Brochures and flyers to recruit new members Banner for table at Involvement Fair Executive Board planning retreat Campus-wide event featuring well-known speaker Thank you party for members Outline Your Plan

  7. Potential Funding Sources • Club Copy Cards • ASUSF Funding Grants • Flexi Donations • Other fundraisers • Collaboration (other clubs, depts, etc.) • Member dues • Keeping your own supplies for future

  8. Copy CopyCopy • $100 per semester! • Copy Card • $10 increments, can be refilled • Copy Mill • Brochures • Fliers

  9. ASUSF Funding Grants • Internal Development • T-shirts, supplies, banner • Travel • Professional Development Conferences • Campus-Wide Events

  10. Bon Appetit Catering • Discount for Student Organizations = 33% • Fill out the catering discount form • Flexi Donations • Amounts over $50 need to be approved by Bon Appetit

  11. Fundraising • Member Dues & Contributions • Department Co-Sponsorship & Contributions • Ticket Sales • Baked Goods or Food Sales • Other • Fill out the Fundraising • Proposal Form

  12. Making The Connection • About your organization • What’s your connection to the issue? • Do you have the skills and resources? • Why do you care? • Why should they care?

  13. Connected to you Friends Family Clubs Professors Departments Businesses Connected to issue Geography Demographics Customers Service Providers Mission Finding Your Support

  14. Putting It Together • How can you fund your plan? • Who can you approach for support? • Where will you invest for the future? • What will members contribute?

  15. Brochures and flyers to recruit new members Banner for table at Involvement Fair National organization professional conference Campus-wide event featuring well-known speaker Thank you party for members Club Copy Funds Apply for Internal Development Grant Apply for Travel Grant Apply for Event Grant, raise Flexi donations, co-sponsorship Club account: member dues & fundraisers Plan…. Budget…

  16. Reasons to Plan Ahead • ASUSF Funding Grants – 6 weeks! • Fundraising Proposal Form – 10 days! • Catering Form – 10 days! • Processing Time

  17. Discounts & Special Purchases • USF Catering • Copy Mill • Office Depot • Social Imprints • USF Bookstore

  18. USF Funds = Club Purpose • Benefits the organization, not the individual • Follows University policies, state & federal laws, etc. • Proper documentation is needed (no cash advances) • Use the USF Financial Forms

  19. Business Purpose • Name or description of event including date and location if applicable • Description of item purchased • Food purchases • Approx. # of attendees (15 or more) • Names of attendees (less than 15)

  20. Support Documentation • Valid Contract • Performance Agreement • W-9 Tax Form • Original invoice or receipt: • Name of business & location • Date of purchase or invoice • Itemized list of items purchased • Total cost • In some cases, tax information needed

  21. Approvals • Financial approvals by SLE staff only • Copy/print/promotion approvals require approval of design (i.e. posters, t-shirts) • Contracts approved by Legal, Risk/Liability, and signed by USF official • Travel requires approval in advance

  22. Processing Time • Quick (1-3 days): Copy forms, petty cash • Long (3+ weeks): Performance Agreements, check requests, expense reports • Very Long (4+ weeks): Travel, other contracts, equipment

  23. USF Financial Forms • Department Deposit Record (DDR) • Petty Cash Voucher • Non-Employee Expense Report Business & Finance website: University of San Francisco (USF) - Forms

  24. Completing & Submitting • Assistance from Peer Advising Team • Get signatures in advance (petty cash and expense report) • Provide all information • Submit to SLE desk on UC 4th • Copies in club mailbox • Petty cash pick-up

  25. Tips • 1-2 people in charge of $$ • Communicate • Plan in advance • When in doubt, ASK

  26. Peer Advising Team SLE, UC 4th Floor sle@usfca.edu (415) 422-7256 For more help…

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