Student Activity Fee Funding Process Rhett Ricard Student Body Treasurer

1. Student Activity Fee Funding Process Rhett Ricard Student Body Treasurer

2. Student Activity Fee • $40/semester for full-time students • Totals to approximately $1.1 million • Allocated by the Funding Board chaired by the Student Body Treasurer • The Funding Board is made up of 9 voting members and a few non-voting members

3. Types of Clubs • Big 6 • ClemsonLiVE, Central Spirit, Tiger Paw Productions, Student Government, Greek Life, Student Media • Apply once in the spring • Club Sports • 35 Different Ones • Apply once in the spring • General Student Organizations • Nearly 300 • Apply on a rolling basis (every other Wednesday)

4. Funding Process Organization schedules a meeting with Treasurer or Funding Board member to discuss proposed budget, check for errors, and ensure that all Student Handbook rules are followed YES Is this the organization’s first time applying for funding? Treasurer receives budget packet by e-mail (rricard@clemson.edu) from Student Organization NO Organization schedules a Non-Operational Funding Hearing Organization presents to Funding Board Minimum 2 weeks prior to event Senate Steering Committee receives legislation and decides to pass or not pass to the full Senate F&P Chair writes an Appropriations bill for the proposal and submits it to the Student Senate Clerk Treasurer sends proposal to Finance and Procedures (F&P) Chair Funding Board moves into a period of proposals and votes by majority vote a single proposal Member of F&P Committee presents legislation to full Senate for first read Member of F&P Committee presents legislation to full Senate for second read F&P Committee Reviews legislation Senate votes in favor or against legislation Organization is able to receive funds via reimbursement process or by direct invoice sent to Budget Office from vendor Student Body President, Senate President, and VP of Student Affairs MUST sign legislation prior to enactment Student Body Treasurer sends Non-Operational funding memorandum to Student Life Budget Office **Orange boxes require your action**

5. How to Apply • Schedule a Hearing • Budget Packet: • Impact on Clemson • List of Members • Budget Worksheet • *Budget Breakdown* • OrgSync Process • Present in front of the Funding Board

6. Presentation • Introduction/Your Organization • 3 to 4 minutes • State the name of your organization and the name of your presenters • Tell us about what your organization does and why it is important to Clemson • Your Event • 4-5 minutes • Explain your event and what specifically you are requesting funds for • Question and Answer • 2-5 minutes • The Funding Board will ask questions regarding your request or your organization.

7. Presentation Tips • Helpful Tip #1: The Funding Board will be analyzing budgets for any technical errors as well as questions about any costs that may seem incorrect. The best way to be fully prepared for a hearing is to do your research on all the costs incurred for your event. • Helpful Tip #2: Please be sure to SELL YOUR EVENT to the Board. You want the Board to get excited about your organization and your plans for using the funds!

8. Allocation Guidelines • Travel • Transportation to and from conferences or events. Allocations will be used on Transportation Services’ Vehicle rental and lease rates. • Registration • Registration for conferences or tournaments. • Repairs and Maintenance • Expenditures for the repair and maintenance of major equipment. • Honoraria • Fees for lecturers, consultants, or other. State employees may not receive honoraria. • Advertising for events • Costs incurred which are directly related to the event for which funding is requested. • Direct event expenses • Costs incurred which are directly related to the successful and complete execution of the event for which funding is requested. • Equipment • Expenses incurred by groups whose primary function requires some form of equipment.

9. Allocation Guidelines (cont.) • Hotels • Reimbursement is limited to a reasonable room rate between $50-$100. • Mileage • Enterprise vehicle for Club Sports: $0.26 per mile • Personal vehicle or general student organization vehicle rental: $0.35 per mile • Funds will NOT be allocated for: • Alcohol, cigarettes, or any other drugs • T-shirts • Food • Banquets • Decorations not vital to the success of the event

10. Allocation Guidelines (cont.) Time Constraint Reimbursement Principle Operational allocated funds are distributed on a reimbursement basis. Please turn in all receipts and invoices to Julie Garcia(Jgarcia@clemson.edu) in the Student Life Budget Center, which is located in 804 University Union. For Club Sports, turn them into Lauren Toperzer (toperze@clemson.edu) in 202 Fike. • For operational allocations, organizations must use their funding by June 30, 2010. Organization Requirement • In order to apply for SAF Funding, each organization is required to fund at least 35% of its proposed budgeted expenses.

11. Important Points • Fundraising • Absolutely necessary • Get creative and be persistent • SAF is designed to be “last resort” • Keeping Records • For your benefit as well as the Funding Board • Officer Transition • Don ‘t forget to tell your new officers about the funding process!

12. Questions? Rhett Ricard Student Body Treasurer rricard@clemson.edu