Allocations 101

1. Allocations 101 The Allocations Committee & Process: An Introduction Ben King Allocations Chairman

2. The Allocations Committee

3. Who are we, and what do we do? We are a committee within the University of Pittsburgh’s Student Government Board implemented to distribute a portion of the Student Activities Fund to registered student organizations. We do so with the intention of mitigating clubs’ operating costs in order to facilitate the existence of a diverse array of student experiences on Pitt’s campus.

4. Contact Us (Actually Though) Ben King sgb.allocations@gmail.com (412) 648-7965 (office number) 848 William Pitt Union (Back left corner office)

5. Your Liaison Governance Groups Ben King sgb.allocations@gmail.com #-A Mikayla Ambarian mka33@pitt.edu B,DNathan McLaughlinnlm60@pitt.edu C Erin O’Rourke ero22@pitt.edu E-G Jahari Mercer jrm213@pitt.edu H-L Morgan Ottly mao113@pitt.edu M-O Isabel Weir isw6@pitt.edu P-Ph Mica House mih116@pitt.edu Pi-Pitt Q Ethan Trott eet21@pitt.edu Pitt R-Pz AboliKesbhat aak97@pitt.edu Q-R, W-Z Caroline Goodwin clg108@pitt.edu S Daniel Zunino djz17@pitt.edu T-V Hannah Chen roc76@pitt.edu

6. Who are we, and what do we do? • Hold office hours • Five by each liaison • Ten by the chair • Work as liaisons • Advising groups (walk-in or appointment) • Go over requests • Discuss requests and send decisions

7. What we've helped groups do in the past • Pay team/national dues • Offset cost of practice expenses • Host free cultural/educational programs for Pitt students • Purchase club equipment • Attend national conferences • Participate in athletic/academic competitions

8. Our Philosophy in the Face of Scarcity Given the budget constraint that the Committee faces, we adhere to a policy of shared responsibility. Groups which demonstrate a concerted effort to help offset their costs through implementation of dues, active fundraising, out-of-pocket expenses, etc. are more likely (but never guaranteed) to receive funding.

9. Shared Responsibility Any cost which does not need to be funded out of the Student Activities Fund can be considered a form of shared responsibility, whether this is groups paying some costs out of pocket, holding fundraisers, getting outside sponsors, receiving funding from a department, or simply getting a discount. Groups or events with limited membership and whose benefit is primarily internal will be held to higher standards of shared responsibility than groups which directly impact larger numbers of Pitt students.

10. The Allocations Process

11. Prerequisites for Funding • SORC registration • At least 75% non-CGS, undergraduate composition • Not a recognized social fraternity or sorority • No outside bank account

12. But how do I get the money?! • Two ways of obtaining funds • Budget submissions • Supplemental requests

13. Budgeting Process: Non-Gov. Groups • Optional • Designed for long-term planning into next semester and/or fiscal year • Good for groups which: • Have the same expenses each fiscal year • Know exact costs and can document them well in advance • Occur once per semester (Usually November and March)

14. Budgeting Process: Gov. Groups • ONLY source of SGB funding for Governance Groups • Typically allocate comparable funds from year to year • Occurs semesterly • Budgets submitted in the spring are either for the fall or the next fiscal year • GGs which submit only a semester budget in the spring may submit another in the fall for the next spring

15. Budgeting Process Fall 2019 • Budget submission deadline: November 1st • Budget hearing dates: November 7th-8th • Official deadlines and access to budget submission forms will be announced well in advance

16. Budgeting Process- Appeals • Governance Group budgets are automatically appealed to the Board for final approval • Appeal hearings typically take place the week following budget hearings • Appeals are optional for non-Governance Groups

17. Budget Modifications • Governance Groups only • If money earmarked during budgets goes unused, it may be repurposed via the budget modification process • Must fill out both: • An online supplemental request form • An online budget modification form • If you are considering a budget mod, please reach out

18. Funding Release • Funds which are not used sit earmarked in organizational accounts • Can return unspent funds with Funding Release form • Clears up any committed cap space • Allows for funds' redistribution • Can be filled out online

19. Supplemental Process • Requests for as-needed funding with weekly submission deadlines • Supplemental hearings occur weekly on Thursday nights

20. Supplemental Process • Submission ​ • Submit online form by 5pm Wednesday ​ • Receive confirmation email ​ • Allocations Hearing ​ • Receive email on Wednesday with time to appear ​(after 8:30pm) • Meet with committee during Thursday night meeting ​ • Receive decision email by Friday at 2pm ​ • Requests to SORC on Friday​ • Public Meeting ​ • If request is over $1,200 ​ • Appear in front of Board at 8:45pm on Tuesday in Nordy’s Place ​ • Requests to SORC on Wednesday​

21. SORC • Student Organization Resource Center • Each club has its own account • All allocated funds are channeled through here • Various payment methods • Check (Disbursement) • Payment card (P-card) • Out of pocket and reimbursement

22. How to Submit: Request Type • Program Expense Itemization (PEI) – on-campus programing • Purchase, Rental, and Service (PRS) – capital purchases and operational expenses • Travel Request – Conference Request (CR) • Travel Request – Competition Expense Itemization (CEI) • Travel Request – General Travel (GT)

23. Summer Operations • Not officially operational over the summer • Reach out to Chair with questions • sgb.allocations@gmail.com

24. The Allocations Policies

25. Viewpoint Neutrality SGB does not consider the viewpoint of a group's program when making funding decisions; any and all viewpoints are welcome to apply for funding. Also, a denial of funds should not be viewed as a denial of permission – if we aren't able to provide funding, the show can still go on!

26. General Submission Requirements • Completeness • All expenses related to one event, program, competition, etc. must appear on one request • Cannot ask for more later • Cannot split parts of a request among different groups • Collaborate on one request • Timeliness • Submit ASAP • "Proximity to an event will not be considered a compelling reason to act on a request"

27. Documentation • ALL requested expenses must be documented • Documentation must: 1. Be from the source 2. Exactly match the requested amount 3. Be contemporary • We are unable to fund requests with incomplete or invalid documentation

28. In order for a request to be processed... • It must be submitted no later than 5:00pm on Wednesday • The submitting org. must be SORC-registered • Dates must be within FY, contract, and process guidelines • Documentation must be attached • It must not contain elements from previous requests submitted that FY

29. In order for a request to be put on the agenda... • All math and documentation must be exactly correct • All documentation must be contemporary • All proposed purchases must include an itemized breakdown of unit cost and quantity

30. SGB is unable to fund for: Programs that duplicate or compete with specific PPC programs Donations, personal gifts, or giveaways Alcohol, tobacco, or scheduled substances Any expense related to the appearance of a candidate for public office Salaries, stipends, honoraria, or any remunerations to advisors, coaches, officers, or members 6. Travel expenses for non-undergraduate student members 7. First class airfare (excepted for invited guests) Any request requiring travel outside of continental North America Spring Break travel unless required Expenses covered by SORC Off-campus retreats (GG exception) Alternative spring break programming Individual membership dues Expenses related to academic requirements Social or recruiting events Capital improvements to any facilities

31. Deficit Spending We are unable to fund for any expenses which have already been paid for OR for which the group has already contractually agreed to pay

32. SGB is also unable to fund for... • Previously denied requests • On-campus conferences and competitions (less than 75% Pitt students) • Expenses judged to be individual or the responsibility of a sponsoring department or unit • Programs which are primarily a fundraiser for the group or a third party

33. Admission Fees and Charging • The Student Activity Fund will only cover programs that are free for undergraduate Pitt students • Groups may add a fundraising component to programs funded in part or in full by the Student Activity Fund during or after the event (not at the door!)

34. Generally Applicable Policies • We can fund for no more than 1 hotel room for every 4 eligible students • Ground transportation using personal vehicles is fundable according to the following:

35. Conference Policies • $2000 per fiscal year cap [$5000 for Gov. Groups] • Max of four delegates' expenses will be approved per conference [no max for Gov. Groups] • One room allocated for lodging • No meals • Looking for impact on club and whole Pitt community, not just those who attend

36. Policies, cont. Competitions • $5000 cap per fiscal year (non-sports) • $2000 for recreational sports Food and Purchases • Food • Educational/cultural purposes only • Must substantially relate to event • MAX $3.00/Pitt student attending • Purchases • Scrutinized for reusability and storage

37. Governance Group Policies E-Board Retreats • $2000 cap per fiscal year • Must provide documented proof of advisor's attendance and agenda • All advisor and meal costs are responsibility of group or sponsor Governance Group Conferences • May fund for expenses related to a Gov. Group hosting a conference for its governed organizations • May approve food up to $3.00/Pitt student • Must provide agenda with request

38. Requests Involving Contracts • Required for visiting performers/entertainers/speakers • Contracts must be submitted to SORC at least 21business days prior to event • Contracts cannot be approved until funding has been approved • Plan ahead!!!

39. Club Sports Policies

40. Club Sport Caps • Disproportionate funding increases resulted in deficit • Ultimately, cap eligibility determined by contributions to SORC account in previous fiscal year • Greater club autonomy • Clubs may opt in or out

41. Club Sports Policy Flowchart Has the organization been a club sport for more than 1 year? Has the organization “opted-in” to the cap system? Yes No $2,000 No Yes Cap based on SORC contributions $3,000 Subject to maximum caps based on roster size

42. Allocations Committee • The purpose of the Allocations process is to distribute funds fairly and effectively • We want to help make your programs possible! • Always feel free to stop by our office hours for help with requests, budgets, or any questions and concerns