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Fall 2010 Budget Workshops

PLEASE PICK UP FORMS AND SIGN IN – THANK YOU!. Fall 2010 Budget Workshops. Introduction. Mariah Fiorillo Chief Financial Officer, Student Organizations Chair, Appropriations Committee Appropriations Committee Members. Eligibility Requirements. Fully Registered and Recognized Organization

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Fall 2010 Budget Workshops

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  1. PLEASE PICK UP FORMS AND SIGN IN – THANK YOU!

    Fall 2010 Budget Workshops

  2. Introduction Mariah Fiorillo Chief Financial Officer, Student Organizations Chair, Appropriations Committee Appropriations Committee Members
  3. Eligibility Requirements Fully Registered and Recognized Organization Attend a Student Senate Budget Workshop CPO Registered 1. A registration card must be turned into CPO each year. 2. A current membership roster much be submitted to CPO each semester 3. A current constitution and by-laws must be submitted to CPO every two years
  4. Budgeting Proposal Process What is a budget? Example Budget Review
  5. Budget Proposal Process ALL ITEMS ON PROPOSED BUDGETS MUST HAVE ACOMPANYING DOCUMENTATION PROVING AN ITEMS(S)/PROGRAM/EVENT’S COST.
  6. Budgeting Proposal Process Submitting a Budget Use Budget Forms found on the Web http://campus.albion.edu/studentsenate/documents-and-forms/ E-Mail completed budget to senateCFO@albion.eduby: 11:59 PM – Wednesday, September 8th, 2010 LATE BUDGETS WILL NOT BE ACCEPTED
  7. Budgeting Proposal Process General Budget Limits $800 Limit for Each Piece of Equipment Equipment and supply purchases above $250.00 must include a detailed explanation in the supplies & equipment page of the proposed budget. $800 Limit for Each Program $800 Limit for Each Piece of Supplies $800 Limit for Each Travelled Trip $200 Limit for All PR Material *Percentage groups are not restricted to the guidelines above*
  8. Budgeting Proposal Process Programs Food Equipment Supplies T-shirts PR Co-Sponsorships Exceed Funding Limits Travel
  9. Budgeting Proposal Process Food Food and Beverages may be funded if and only if it can proven that: 1.) Items are a Critical Part of a Cultural or Educational Program 2.) Items are Part of a Contracted Obligation for Performances or Professional Services Required for the Presentation of a Program. 3.) Items, in General, Enhance the Overall Event or Supports the Participants/Guests Food will NOT be Funded to Generate Attendance Meals will NOT be Funded during Events/Trips
  10. Budgeting Proposal Process Equipment Must Support the Mission of the Organization Must not be Available on Campus Must be Permanently Stored on College Property T-Shirts Only Costs Associated with the Printing of Shirts Will be Funded (i.e. Printing Costs, Design Fees) College Housing or Vehicles Is Not Allowed
  11. Budgeting Proposal Process PR $200.00 limit for ALL organizations Will not fund off-campus PR All PR items must have a *brief* explanation as to how the PR will be spent
  12. Budgeting Proposal Process Co-Sponsorship Two or more organizations may partner together to fund a single program/event: Cannot be used to purchase equipment Each organization requesting funding for the program/event must include the co-sponsorship form in their proposed budget All co-sponsorship forms must be signed by the President and Treasurer of each organization Each organization still has the individual $800.00 funding limit Example: 3 organizations co-sponsoring= maximum funding of $2400.00
  13. General Exclusions General Exclusions Salaries/Wages/Honoraria Anything Giving Academic Credit Awards/Trophies – Except Paper Certificates Non-Campus PR – Except Paper Fliers Any Item(s) for Pledging/Ritual Events Inter/National Dues Luxury Items or Gifts Phone Expenses Alcohol or Alcohol Related Material(s) Donations
  14. Budgeting Proposal Process Travel Flying Flight Itinerary showing Amount Rail Rail Itinerary showing Amount Vehicles Personal Vehicle: $0.50 per mile College Vans: $0.55 per mile Use College Credit Card when Purchasing Fuel
  15. Post-Budgeting Procedures President and Treasurer will Receive an E-Mail with Attached Approved Budget Appeals are Heard within 72 Hours of the Budgets being Released More information is provided in the SAF guidelines posted on the Appropriations website Funds are NOT Transferred Semester to Semester
  16. Post-Budgeting Procedures Requesting a Check Accepting check requests: September 21st Must Use Proper Forms found on Website or Located Outside the Senate Office STAPLE Receipts/Invoices to the Check Request Only the President or Treasurer may Sign Check Requests TURN IN ALL REQUESTS TO THE FOLDER LOCATED OUTSIDE THE SENATE OFFICE (4th Floor KC) PLAN AHEAD: Checks Can Take 4-7 Days All Requests Due: 11:59 PM – November 29th, 2010
  17. Post-Budgeting Procedures Receipts/Invoices/Contracts Proof of Purchase is Required in Order for Checks to be Written to Individuals Proof of purchase constitutes a receipt, bill or invoice or equivalent document stating a total amount paid/due Requests with Invoices or Contracts may have the Check Written Directly to the Vendor Preferred Method Fuel Compensation (Personal or College) Must Use Mileage Check Request Form A Map Showing Exact Mileage Must Be STAPLED to the Request Form If Using College Van(s) Use the Provided Credit Card to Purchase Fuel Attaching Gas Receipts are NOT Allowed
  18. Post-Budgeting Procedures Denied Check Requests E-Mail(s) will be Sent Regarding the Nature of the Denial Picking Up Checks CPO Distributes E-Mails Stating Checks may be Picked-Up at the CPO Office Only Those On the Signature Card May Redeem Checks Checks Expire 60 Days from the Date the Check is Written
  19. Post-Budgeting Procedures Line-Item Changes Money Left From Funded Lines may be Moved to EXISTING Lines if Approved Line-Item Change Request Forms are Located on the Website or Outside the Senate Office Organizations will be E-Mailed the Decision of the Committee All Requests Due: 11:59 PM – Tuesday, April 27th PLAN AHEAD: REQUESTS CAN TAKE 4-7 DAYS, if not longer
  20. Emergency Funding If your organization experiences an event where Immediate funding is needed and it can be shown that: 1.) The Item/Event could not be budgeted for during the Regular Budgeting Process 2.) The Item/Event Meets all SAF Guidelines E-Mail the CFO to begin this process Organizations may only apply for emergency funding ONCE per semester All Requests Due: 11:59 PM – Tuesday, April 27th
  21. Accessing Our Website http://www.albion.edu/senate/committees/appropriations/index.asp Items located on the Student Senate website: All budget forms Cover page Program request Supply & equipment forms Co-sponsorship forms SAF guidelines Budget PowerPoint Check request document Mileage check request document Line item change document Request for Variance to SAF guidelines
  22. IMPORTANT RECAP Budget help: September 8th: 8pm to 12am Budget Proposals Due: 11:59 PM – Wednesday, September 8th Final Check Requests Due: 11:59 PM – November 29th Emergency Funding Requests-11:59 PM November 22nd E-Mail senateCFO@albion.edu
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