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Budget

Budget. Budget . A budget is simply a written plan for raising and spending money for 1 year. When members of the vote to approve a budget at the beginning of the fiscal year, the treasurer is a able to make payment for all budgeted items without seeking further approval.

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Budget

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  1. Budget

  2. Budget • A budget is simply a written plan for raising and spending money for 1 year. • When members of the vote to approve a budget at the beginning of the fiscal year, the treasurer is a able to make payment for all budgeted items without seeking further approval. • If a club does not have a budget, or items arise that are not a part of the budget, each item must be presented to members for approval before payment a check request can be made.

  3. The budget can either be discussed and voted on at a club meeting by the entire membership or appointed to a committee and brought before the entire club for approval. The following information may be helpful during the budgeting process: • Club account balance • Financial summary from previous year (if available) • Calendar of activities/events for the year

  4. Club Expenses • Club members should carefully consider all club activities for the year when budgeting. Write an estimate of what you expect to pay for each item for each activity or event.

  5. Club Incomes • Decide on how to best meet the financial needs of the club based on the expenses that will be incurred over the course of the year.

  6. Sample Budget

  7. Check Requests

  8. Classifications • Advances • Reimbursements • Payment

  9. Advances • An advance is to provide funding before an event takes place. • Advances for conferences/seminars should be made payable to the sponsoring agency for seminar fees; to the hotel for lodging fees; to the airline/travel agency for airfare. Expenses for meals, parking and other relevant fees will be made payable to the individual requesting the funds. • Advances are to be cleared within 15 WORKING DAYS from the date of the advance was made or 15 WORKING DAYS from the date the event took place, whichever occurs later. • Only the ORIGINAL copies of invoices, receipts, airlines ticket stub, restaurant receipts, etc. are acceptable supporting documents to clear advances.

  10. Advances Continued • Future advances WILL NOT BE PROCESSED UNLESS OUTSTANDING ADVANCES HAVE BEEN TAKEN CARE OF WITHIN THE 15 WORKING DAY PERIOD. Any excess monies not spent from the advance must be deposited back into the proper account and identified with the correct check number. • When someone performs a service (i.e., consultant, lecturer, presenter, musicians, sports official, etc.) a complete and signed W-9 must be on file in the SBO in order to process the advance/reimbursement. Check request for person employed by RSCCD who have performed a service and fall into this category cannot be honored by the SBO. They will have to be paid through the District Payroll Office.

  11. Reimbursements • Reimbursements are to pay back an individual who utilized personal money for ASG or Club events and had prior authorization to purchase items. • Reimbursements will be made only on ORIGINAL invoices, receipts, etc.

  12. Reimbursements Continued • Invoices, receipts, etc., that are turned in for reimbursement for a specific event or activity should have a date that corresponds with that event/activity. Other invoices/receipts turned in for reimbursements should have a current date (within 30 days). • Credit reimbursement for charges made through the payee’s credit card should include: an original or copy of the statement identifying the charges made and the customer’s copy of the charge slip attached to the statement.

  13. Payments • Payments are made out for the purpose of paying an invoice or bill • Original invoices or bills will be the only materials accepted for processing a check request. No copies or faxes are accepted.

  14. PROCEDURES FOR DEPOSITS AND CHECK REQUESTS

  15. Deposits • 1) All deposits need to be turned in 24 hours after the date of the event or 24 hours after the money was counted. • 2) All money for deposits from an activity/event must be turned in to the Office of Student Life and Leadership to be recorded. • 3) After the deposit is completed, you will receive a receipt from Student Business Office and should be file will all club account records.

  16. Check Requests • 1) Know and understand the difference among the Check Request Classification and the types of Receipts accepted by the Office of Student Life and Leadership.  • 2) Fill out a Check Request form. All information must be filled out correctly and legibly. • 3) Turn in the request form to your club treasurer (if you are a club member) or to the ASG Treasurer (if you are a member of the ASG). Allow 2-3 weeks for a check to be processed.

  17. Check Requests • 4) The treasurer needs to keep a record of all checks and deposits made to Club/ASG accounts • 5) The Club/ASG treasurer should turn all information into the Office of Student Life and Leadership only. -Please do not expect a check to be completed within a one-week period. -Make sure all requests are made with adequate amount of time in mind. • 6) When the check has been processed, received, and mailed out a copy of the check request will be given to the treasurer of your organization for his/her records.

  18. Off Campus Activities/Events

  19. Any event sponsored by a Santiago Canyon College club or organization will need to submit these forms before the activity is approved. If the correct forms are not submitted, then the event or activity is NOT approved by Santiago Canyon College. It is the responsibility of the club or organization to submit the proper forms within a reasonable amount of time. • Conferences, retreats, service/community activities.

  20. Activity Forms If you are planning an Off-Campus Activity you will need: • Activity / Event and Fundraiser Application You must still use this form for any off-campus activities. • ADULT Excursion/Field Trip Notice and Medical Authorization Every participating ADULT student (18 or over) must submit one of these forms. • Non-District Transportation NoticeEvery student must submit this form if the District will not be providing transportation to and/or from an off-campus activity. • Voluntary Activity Waiver Release and Indemnity Agreement Every student must submit one of these forms if the activity will include a level of physical activity, such as rock climbing, skiing, kayaking, hiking, etc. • General Release and Waiver of All Claims for Out-of-State Field Trips Every student must submit this form if the activity is outside of California.

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