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Creating & Managing a Committee Budget

Creating & Managing a Committee Budget. UVA Student Council October 2011. How the process works. Summer budget approved between induction of new officers and end of the academic year Due before finals in the spring Funds accessible at year-end, through the first week of school

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Creating & Managing a Committee Budget

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  1. Creating & Managing a Committee Budget UVA Student Council October 2011

  2. How the process works • Summer budget approved between induction of new officers and end of the academic year • Due before finals in the spring • Funds accessible at year-end, through the first week of school • Fall budget approved at the beginning of the academic year • Funds accessible once the budget is passed in the fall • Once fall budget is approved, summer funds will not be accessible

  3. How to make your budget • Create a line-item budget based on expected events and activities • Look at prior years’ budgets http://www.uvastudentcouncil.com/financial/ • Get quotes from vendors/suppliers for approximate costs • New this year: greater budget flexibility • Line-items will be used to generate a bottom line total • This total will be the amount allocated to each committee—more flexibility for new programs

  4. SAF vs. Non-SAF • SAF funds can only be used for certain activities, everything else is funded by non-SAF • Biggest difference: food (including utensils, cups, etc.), prizes/awards, and fundraisingactivities are non-SAF • Religious activities, political activities, and social entertainment are non-SAF • Many distinctions between SAF and non-SAF vary on a case-by-case basis • For a list of the guidelines, go to www.uvastudentcouncil.com/download/112/ (pg.7) • If in doubt, email Katie Gaver at kbg5p@virginia.edu

  5. AtUVA: New financial package • Allows us to track all purchases and purchase request by committee • Gives a running balance of how much money each committee has left to spend • Creates transparency! • http://www.atuva.net

  6. AtUVA: New financial package

  7. AtUVA: Finance and Roster The roster tab lets you invite members and manage positions (give financial abilities) The finance tab lets you make purchase requests and check your account balances

  8. AtUVA: Adding members/managing positions

  9. AtUVA: Adding members/managing positions

  10. AtUVA: Adding members/managing positions

  11. AtUVA: Creating a purchase request • Log in using your computing ID and password • Go to the committee for which you’ll be spending money • On the bottom left-hand side, click on the “Finance” tab • On the upper right-hand corner, click on “Create Purchase Request” • Fill out all information, making sure to specify what initiative the expenditure is for, whether it’s SAF or non-SAF, and how it you need to pay for it (see next slide)

  12. AtUVA: Payment options • SAF funds have some flexibility. You can pay by: • Meeting with Business Services to create a purchase order for any vendors who are registered with the University • Having the company send an invoice to StudCo • A direct transfer of funds within the University (PTAO) • Paying out of pocket and being reimbursed—make sure to enter your 9-digit student ID # • Using a p-card (training required)

  13. AtUVA: Payment options • Non-SAF funds are a little simpler. You can pay by: • Paying out of pocket and being reimbursed—make sure to enter your 9-digit student ID # • Having the CFO write a check to the vendor (invoice needed for this) • Having the company send an invoice to StudCo

  14. AtUVA: After your spending is approved • When your purchase is approved, you will receive an email notification from atUVA • Once approved, make the purchase • Print out the atUVA form and attach any receipt or invoice • Deliver the form+ receipt to Newcomb 164K (in the StudCo office) • To the right of the computer monitor, there’s a file system with sections for SAF receipts, non-SAF receipts, and completed forms

  15. A couple of things to note… • Never sign a contract—this must be done by Mike Citro • Plan ahead if you’ll be making major purchases, and be sure to allow extra time for processing, shipping, etc. • If your committee has a p-card, only the cardholder can use it to make purchases, and these must be tax-free • Most importantly—all spending must be approved before any purchase is actually made

  16. Questions? Comments? • All important documents accessible at http://www.uvastudentcouncil.com/financial/ • Questions? Comments? Contact Katie Gaver at kbg5p@virginia.edu

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