Tutorial on Funding for University Clubs

1. Tutorial on Funding for University Clubs Teodora Toneva/ SG treasurer Mariya Handzhiyska/ Financial Assistant William Kirschke/Vice-President for InstitutionalDevelopment

2. GUIDELINES FOR THE ALLOCATION OF FUNDS BY THE BUDGETARY COMMITTEE 1. Budgetary Committee provides 2 types of funding: Basic Funding Available for recognized clubs only. Reserved for basic promotion (posters, flyers, etc) and operational activities of the club. Premium Funding Available exclusively for events, which would benefit a large number of a student body. Events should meet the following criteria: • Include international and/or local guests. • Enhance diversity, knowledge and develop skills. • Promote AUBG. Premium funding could be allocated for promotional materials (such as t-shirts, mugs), food and beverage (not more than 30% of total budget allocated to the event), travel expenses, and accommodation. Premium funding is reserved for events with outside sponsors. For Premium Funding requests an officer of the club or a member of the Organizational Committee of the specific event should be present at the BC and/or SG meeting, provide information for the event organized and answer questions.

3. 2. The budget proposals should be presented on an item by item basis and the relevance of each item should be explained. 3. The BC reserves the right to partially fund selected items. 4. The BC does not sponsor per diem (living and travel) costs 5. Priority will be given to the clubs who demonstrate ability and willingness to find funding from other sources. 6. Priority will be given to the clubs who enhance student life. 7. Priority will be given to the clubs whose activities involve a big number of students and they benefit a large portion of AUBG university community. 8. The BC reserves the right to set deadlines for a club to spend the allocated money. 9. The BC does not fund sport activities. 10. SG allocated funds may benefit AUBG students only. 11. Clubs have the right to apply for up to 5 posters per event per club.

4. New guideline as of Oct. 20th • All printed materials (posters, leaflets, booklets, magazines, etc.) from events and activities funded by AUBG SG should include one of the following: • A picture of the SG logo or • A written text : “Funded/Co-funded by your Student Government.”

5. Applications • Funding applications are accepted on per-event-basis • Applications are on an item-basis • Faculty advisor signature is needed

6. All expenses are conducted through the Treasurer of the Student Government. The funds may only be used for the items approved by the Student Senate. You must provide timelines for spending. If you need a longer period to complete the purchases you must notify the Student Government in due course and receive express permission to extend the purchasing period. Funds cannot be transferred to the next academic year. Any items acquired by the club must be kept within AUBG for future use. The club’s president will be held accountable for all missing items. Each club must maintain an archive of copies of all Funding Application forms submitted to the Student Government. The entire club inventory should be stored in the SG office at the end of each academic year.

7. Administrative processes after funding is approved by the SG Each club that has received money from the Student Government must follow the established Payment procedures of AUBG:

8. The steps to complete the payment documents are: • Fill in the relevant form. • Obtain  SG Treasurer’s signature. • See the financial assistant (Mariya Handzhiyska) for approval (Skapto II, basement, room 2047). • Go to the Dean of Students (Lydia Krise) for a signature (Skapto II, basement, room 2043). • Go to Accounting office to turn in forms.

9. Signing Days • The signing days for the SG Treasurer are: - Monday, from 6:00 PM to 8:00 PM; - Wednesday from 2:00 PM until 4:00 PM; -Friday from 4:00 PM until 6:00 PM • The signing days for Lydia Krise are: - Tuesday, from 10:00 AM until 12:00 AM, 2:00 PM until 4:00 PM; - Thursday from 11:00 AM until 12:00 AM, 2:00 PM until 5:00 PM;

10. 1. Procedures for Taking Advances: • 1.1. Only the President or the Treasurerof the relevant club is allowed to take money in advance. Only students who have student account with a positive balance can take money in advance. • 1.2. Advances are requested through an Advance Request Form. • 1.3 The Treasurer/President of the club should fill in the form and give it to the SG Treasurer to check and sign it. • 1.4 Give the completed form to the financial assistant of the Student Services - Mariya Handzhiyska to check it (Skaptopara II, in the basement, room 2047) • 1.5 Then you should give the form to the Dean of Students – Lydia Krise to sign it. (Skaptopara II, in the basement, room 2047) • 1.6 Submit the signed form to the Accounting Office, Main Building, room 107 • 1.7 The Accounting Office checks and confirms in writing the lack of any outstanding advances and you’ll take the money in cash from the Business office, Main Building, room 108. • 1.8 The taken money will stay as a negative balance in your student’s account until you report this advance.

11. Filled in Advance Request Form

12. 2. Procedures for Reporting Advances taken from AUBG: • 2.1. Only the student who has taken the money can report this advance. • 2.2. All AUBG students who have received advances must report them through a Purchase Expense Report Formin a 3-day period after the end of the event in case of Leva advance, and in a 5-day period after the end of the event in case of foreign currency advance. • 2.3 The supporting documents for expenses must be attached to the Purchase Expenses Report Form, as follows: -Requirements for expense documents -AUBG shall reimburse expenditures only after receiving the following documents: • - Original invoices (Pro-forma invoices shall not be accepted) in case the supplier is a company. All invoices must contain the following information: - Name of the document; - Number of the document (ten digits) - Issue date;

13. 2. Procedures for Reporting Advances taken from AUBG: - Name and address of the Supplier; - Identification number (BULSTAT, or VAT number starting with “BG”); - Name and signature of the person, representing the supplier; - Correct name and address of AUBG in Bulgarian; - AUBG identification number – BG000019449 - Goods or services name and quantity - Date of delivery or payment - Unit price, as well as any discounts if they are not included in the price; - For VAT registered companies – the amount of VAT charged; - Total amount due for payment, if different from the tax base plus the tax charged.

14. 2. Procedures for Reporting Advances taken from AUBG: Американски Университет в България Пл. „Г. Измирлиев” 1, Благоевград ИДЕНТ. No по ДДС BG 000019449 Булстат (ИДЕНТ. No) 000019449 M.O.Л. Дейвид Хюуайлър Получател: лицето, което получава фактурата • - Fiscal Cash Receipt, attached to the invoice, if the expense is paid in cash. A Fiscal Cash Receipt without an invoice will not be accepted. • 2.4 The student should fill in the form and give it to the SG Treasurer to check and sign it within the announced signing days. • 2.5 Give the completed form to the financial assistant of Student Services - Mariya Handzhiyska to check it (Skaptopara II, in the basement, room 2047) • 2.6 Then you should give the form to the Dean of Students – Lydia Krise to sign it within the announced signing days (Skaptopara II, in the basement, room 2043)

15. 2. Procedures for Reporting Advances taken from AUBG: • 2.7 Submit the signed form to the Accounting Office, Main Building, room 107 2.8 The Accounting Office checks and confirms in writing if you have to receive or to return money according to the taken advance. In such cases you should go to the Business office, Main Building, room 108. • The Accounting will use the exchange rate of the USD according to the date of the issue of the invoice Mistakes or corrections in the documents are not accepted. If the supplier makes a mistake, AUBG officer must require new document (invoice) and should not accept documents containing errors.

16. Filled in Purchase expense report No advance taken

17. Filled in Purchase expense report Exact advance taken

18. Filled in Purchase expense report Amount due to the student

19. Filled in Purchase expense report Amount returned to AUBG

20. 3. Payments through Bank Transfers: • 3.1. If the expense is more than 500 BG leva the payment should be made through a bank transfer. • 3.2. In this case the Treasurer/President of the club needs to complete a Payment Request Form, attach the original invoiceand give the form to the SG Treasurer to check and sign it within the announced signing days. • 3.3 Give the completed form to the financial assistant of Student Services - Mariya Handzhiyska to check it (Skaptopara II, in the basement, room 2047) • 3.4 Then you should give the form to the Dean of Students – Lydia Krise to sign it within the announced signing days . (Skaptopara II, in the basement, room 2047) • 3.5 Submit the signed form to the Accounting Office, Main Building, room 107. The Accountants may require additional clarifications or explanations, especially if the documents are not in Bulgarian and English. Expense documents dated more than 30 days before the submission shall NOT be accepted

21. Filled in Payment Request Form

22. Thank you. Your questions are welcome