BEC Treasurer Training

1. BEC Treasurer Training Author: Jenna Dahl Current Treasurer: UmairAsghar (954)918-5803treasurer.bec@gmail.com

2. Organizational Chart Where does the money come from, and how does it get to me?

3. How does it work? SG gets and gives the money, and should benefit all students. BEC presents a budget consisting of each org’s budget (which was approved by the finance committee) to BOCC in January, who then presents their combined budget to Senate and the Budget and Allocations committee in SG. Keep in mind – most rules given to engineering societies on how to spend their money are rules that are in place for all SG funded organizations.

4. Timeline: Finance Requests Start here Finance Requests Deadline At least 3-4 weeks prior to event/trip! Present at Finance Meeting At least 2 weeks prior to event/trip! If approved: Submit SAR BEC President/Treasurer Approval SG Finance – Sharon Eldred Approval SG Finance – Stan Beckerdite Approval SG Finance – SG Treasurer Approval (TJ Villamil) SG Finance – Staff Approval – PO/Waiting for Receipts Approval can take up to 2 weeks! Able to spend $After event: Turn in all related receipts at same time! [within 30 days]

5. Ways to Fund Your Events • Through Student Government • Programs • Travel • Special Requests (SR) • Through the College of Engineering • Foundation Accounts • Department Funding • On your own • Fundraising • Sponsorships

6. Programs • Programs (02) • Advertising (06) • Supplies (05) • Copies (57) • Awards (16) • Travel (10) • Off-Campus Facilities (43) • Food (66) • No clothes EVER (T-Shirts, Polos, Hats, etc.) • Must benefit Students directly • All UF Students must be able to attend/participate

7. SG Funds • Submit Finance Request by Monday at noon before Finance Committee meeting. • Exceptions may be made but at least give us a heads-up • Upon approval, submit SAR. • Do not use SAR until given permission from myself • Wait until ALL stages of approval are completed • Spend Funds • Bring receipts to SG Finance. OR • Pick up Blue Slip / P.O. and take to vendor.

8. Outside Revenue (O/R) • No Alcohol. EVER. • Otherwise, your society can spend it on anything you want. • Make sure you list “O/R” on the title of any outside revenue SAR so it is easy to determine for us and SG Finance. • All O/R requests are line item #99. • Go to SG Finance and get your balance from Sharon Eldred.

9. Travel: 50% Rule • SG will fund 50% of travel, up to the amount you were budgeted. • This means you can get LESS than the amount you were budgeted • Up to four students are allowed to go (unless it’s a grad organization) • Exception: Registration that does not include food or lodging is funded 100%. No Exceptions Now 

10. Travel • Food, parking, and rental cars are not reimbursed by SG. • What is the current price for mileage in a personal vehicle? gasoline receipts or $0.34/mile • SG prefers to reimburse gas since it has valid proof (receipts). • Be careful not to turn in receipts for the same travel items to SG and your department. • People Soft allows SG to see everything you are being reimbursed for by anyone at UF. You don’t want to be accused of fraud. • Travel forms are provided when you submit the SAR. Be sure to print them out! • If not, you can find them on the SG website.

11. Travel Example • Trip Cost = $2,000 • ½ Cost = $1,000 = “Pay Up to Amount” • You will submit receipts showing you spent $2000. • If 10 people were budgeted for this trip, each person gets $100. • If only 8 people go on the trip, each person still only gets $100. • You will submit receipts showing you spent $1600.

12. Special Requests • Small Amount  BEC • BEC Treasurer will announce funds available for special request. • Fill out Finance Request and present to Finance Committee. • Large Amount  BOCC • If your society has an event or travel that will cost a large amount of money, BOCC may choose to fund it. • The request must be for an unbudgeted event. Either the cost is much larger than could have been anticipated or is not budgeted at all.

13. BOCC Special Requests (cont’d) • Must attend the BOCC Exec Meeting and General Body Meeting to present your request • Unique rules • No food can be special requested. • Up to $250 per person can be spent on travel (half-funded) • Maximum of 4 people funded per trip ($1000 cap) • Requests as SRs should try to be added to your budget for the following year, and may not be special requested again for 2-3 years.

14. Ways to Fund Your Events • Through Student Government • Programs • Travel • Special Requests (SR) • Through the College of Engineering • Foundation Accounts • Department Funding • On your own • Fundraising • Sponsorships

15. Foundation and Department Funding • Foundation accounts are replenished via donations to corporations to the college that may be targeted to your society. • Managed by Yolanda Hankerson in Room 208 • If your society is specific to one or two engineering departments, see if they will help fund programs and travel. • The department may include you in this or next year’s budget.

16. Ways to Fund Your Events • Through Student Government • Programs • Travel • Special Requests (SR) • Through the College of Engineering • Foundation Accounts • Department Funding • On your own • Fundraising • Sponsorships

17. Fundraising • Sell Items • Nametags, Portfolios, T-Shirts, etc. • There are rules for fundraising on campus, so make sure to do some research first. • If it’s a “new” idea, check with CSAI.

18. Corporate Sponsorship • Approach Companies: Show them that you are a resource and you can provide reason of interest. • Info. Sessions • Specific Event Sponsorship • Foundation Office • Liaison between companies and CoE. Fundraising is their job! • BEC Funding Packet: Making the process easier for companies. • Michael will be contacting your societies soon with opportunities to develop year-long relationships with companies!

19. Miscellaneous Rules • No off campus bank accounts for SG Funded Organizations. • If you should lose your receipts, print out your credit card statement and any invoices that show the date of purchase. • Example: I ordered items from SportsAuthority.com and the receipt did not show method of payment. So I brought in the packing receipt and my credit card statement. The amount spent and dates matched, so I was reimbursed. • On that note, Shipping and Handling is covered by SG Funds.

20. Provided Documentation • With this training, you will receive: • Copy of this presentation • BEC Finance Request Form (also good for SRs) • Prezi Walkthrough • Docutraq How-Tos • Travel • Programs • Travel Form Copy • Budget for all BEC Orgs (split up by society)

21. Thank You! Jenna Dahl 4th Year Materials Science (941) 302-3883 treasurer.bec@gmail.com