Recognized Student Organization Treasurers Summit

1. Recognized Student Organization Treasurers Summit Owen Hayes ohayes@stevens.edu October 5th, 2013

2. Welcome SGA Cabinet Sub-committee Heads The Budgeting Process Budgeting Guidelines Student Life Policies How to make a budget on DUCKsync

3. SGA Cabinet Members President – Ashley Montufar Vice President – Mark Scalzo Treasurer – Owen Hayes (that’s me!) Chairman on Committee of Student Interests (CCSI) – Kel Bancroft Secretary – Jacob Shotmeyer

4. Sub-committee Heads Ethnic Student Council (ESC) – Ruby Romero Professional Societies – Shaquil Thomas Media – Shannon Pierce Special Interests – Stefanie Bistis Arts and Music – Ashley Tomasura Recreation- Angelo Shambilides

5. RSO Budgeting Process • Budget Submission • Financial Committee Review • Reconsideration Period • Senate Approval

6. Financial Committee • Comprised of three people: • SGA Treasurer • SGA Chairperson on the Committee of Student Interests (CCSI) • Respective Sub-Committee Head

7. Current Budgeting Rules 1. Any requested events must be open to all undergraduate students of Stevens Institute of Technology. 2. All budgets must be submitted via DUCKsync. 3. Late budget submissions are not guaranteed to be considered for allotments and/or may not be returned at the predetermined time. 4. RSO’s that overspend will have their deficit taken out of the following semester’s budget. It is the RSO’s responsibility to keep track of spending, and any debts accumulated will be paid for out of that RSO’s budget. Excessive over-spending will result in disciplinary action, which may include having funding revoked for a period of time. In extreme cases RSO status may be revoked. 5. Any approved funding for an organization must be spent on the events/items that they were approved for.

8. Budgeting Rules cont. 6. If an RSO wishes to reallocate funds (leftover money, etc.) for use towards another event/purchase during the same semester, they may do so by submitting a reallocation request form via DUCKsync. 7. If an RSO wishes to rollover funds from one semester for use at an event during the following semester, they may do so with the approval of the Senate. 8. No RSO is allowed to have any outside accounts. All the finances of an RSO must be held in an internal Stevens account. 9. Donations cannot be made using funds allocated by SGA. 10. No funding by SGA should be distributed to non-Stevens students.

9. Current Budgeting Guidelines 1. For co-sponsored events, only one (1) RSO should budget for the event for ease of distributing funds. 2. Priority is given to events held on-campus. 3. Priority is given to events with a precedent of a high percentage of student attendance. 4. No meals for recognition. This includes formals, awards dinners etc. 5. Tokens of appreciation, gifts, participation incentives, etc. shall be limited and considered a low priority. 6. Only one conference will be allotted per semester for up to 20 students with a max of 35% of the Student Activity Fee per person attending to be used for registration and a max of 35% of the Student Activity Fee per person to be used for travel and/or hotel expenses. This maximum is not guaranteed.

10. Budgeting Guidelines Cont. 7. Number of attendees must match the amount of funds requested in respect to G8. A list of attendees for conferences should be provided, if a list isn’t provided RSOs may be audited to confirm proper appropriation of funds. 8. All allocations are based on what is most beneficial to the whole campus. 9. Limit the total number of funded events per RSO to five per semester. 10. Limit total number of funded events that are in excess of 10 times the SAF (i.e. more the $2,400) to two per semester. 11. Organizations must rank their events based on priority.

11. Budgeting Guidelines Cont. 12. Limit capital improvements to 1/3 of total budget. 13. RSOs first semesterly budget may not exceed $1,000. 14. The SGA will not fund RSO formals. All formals have been consolidated to the SGA sponsored Founders Day Ball. 15. Prizes, funded by the SGA, shall be limited to $175 per event. 16. RSOs must clearly itemize their budgets. 17. For SGA funded off campus events attendees must pay a minimum of $5 for their ticket.

12. The SGA does NOT fund • T-shirts • Rental Cars • Donations to Charity • Imaginary items

13. Student Life Policies • All RSO’s have access to Purchasing Cards • Sign out the P-card in Student Life(Tax exempt code is on top left of every card) • Return the card in a timely fashion with all receipts • Treasurers should be aware of all purchases made by club members • If receipts are missing, the Office of Student Life has the right to suspend future P-Card purchases • All finance related forms are now available on DUCKsync

14. OSL Continued All contracts must be reviewed by the Office of Student Life before being entered. No verbal or contractual agreements should be entered without consent from OSL.

15. Reviewing Your Account • If you have any questions regarding your account please talk to the Office of Student Life. • Feel free to visit OSL frequently to stay up to date on your current account numbers and spending.

16. Wise Budgets • Needs vs. Wants • It is the SGA’s job to ensure equity amongst RSOs(maybe you don’t need that swimming pool for your office) • Realistic Goals • Don’t over-budget! Set attainable goals for events and improvements, and accomplish them in the semester. • Reasonable Products Costs • It is a budget, not a wish list!(I’d love a Red Ryder BB Gun too...)

17. How to make a budget In DUCKsync

18. Start by going to myStevens and clicking on Undergraduate DuckSync

19. You can select from the Organizations you are a part of at the top under Organization.

20. After clicking on a Club that you are an Administrator for you will see there is a Treasury tab on the left hand side. This is where we start the budgeting process by clicking Budgets.

21. It is important to select the correct budgeting period.

22. Here is the budget form

23. Here you can select between the different categories of budgets.

24. You can add new line items under each budget item as well as add new budget items. New budget items is how we differentiate between various events, capital improvements etc.

25. You can add a summary for each budget item, upload budget documents and leave comments regarding the budget as a whole. This will all allow for efficient and well documented budgeting.

26. Important Dates • Budget meeting- November 24th • Budgets due November 10th • FC Dispute period November18-22nd

27. Conclusion • Questions • Comments • Concerns • Stick around to ask me any questions you might have or.... • Email me at ohayes@stevens.edu or sga@stevens.edu

28. Thank You Per Aspera ad Astra