Transcript Document

Funding 101 at SGA-BBC
Finance Committee
Finance Committee-BBC
Funding Workshop
Florida International University
Created by GPSCModifed by BBC
Updated 04-06-2014
About
The SGA-BBC Finance Committee
• The purpose of the SGC-BBC
Finance Committee is to assure
that the funds of the SGA are
properly handled for the benefit of
all students.
• To this end, the Finance Committee
will hear presentations on,
investigate, and deliberate over all
requests for funding in a timely and
judicious manner.
Division of
Student Affairs
Student Government Council
BBC
(Senate)
Activity
&Service Fee
Finance Committee
senators
Clubs &
departments
Grad Student
Funding
Programming
Note: changes to Finance Committee policies must be
approved as legislation and passed through the SGA-BBC
Senate
About SGA-BBC Finance Committee Funding
Types of Funding
1. Conference Funding – $500 Domestic/International – Travel, Registration/Airfare
2. Research Funding – $500 Domestic/International – Travel, Registration/Airfare
3. Professional Development – $150 Domestic/International –Registration ONLY
*amounts subject to change due to budget restrictions and changes to FIU policies.
It is the applicant’s responsibility to comply with the Finance Committee
regulations. Funding is not a guarantee, but a privilege, as any other
grant or scholarship.
About SGA-BBC Finance Committee Funding
Funding from the Finance Committee CANNOT be used for
 Hiring people
 Buying equipment (e.g. computers) or supplies
 Back to back conferences
 One-way travel
 Meals
 Lodging
 Additional registration fees (e.g. member, mixer, luncheon, gala)
 Additional transportation (e.g. taxi/shuttle to/from airport)
 Baggage fees
 Insurance fees
2. View the
funding workshop
presentation and
familiarize
yourself with the
application
process.
3. Fill out, sign, and
submit application
form along with
supporting
documentation.
After Applying
1. Check your
eligibility.
Apply
Before Applying
Process Overview
4. Submit proof
of travel,
expenses, and
participation
If you have questions before, during, or after you submit an application,
contact the Finance Committee Chair. Allow at least 2-3 business days for
a reply.
Before Applying
Check Your Eligibility
1. You must be a graduate student, enrolled at BBC campus.
2. You have NOT received funding within the current Finance Committee
funding year (June 1st – May 31st).
3. You are planning to travel to a country that has diplomatic relations
with the government of Unites States.
• Per the "Florida Travel Act" Section 1011.90(6), Finance committee cannot
sponsor students who wish to travel for an event held in a country that the
Department of State has designated as a State Sponsor of Terrorism. Please visit
their website for the current list: http://www.state.gov/j/ct/list/c14151.htm
Before Applying
Check Your Eligibility
4. Your date of travel is at least 6 weeks (42 days) away.
5. You are NOT receiving funding other A&S funded student
organization for the same event.
• Ex: Applying to both SGA-BBC Finance Committee & GPSC or
any other organization using A&S Fees at the same time is
considered double-dipping. Students caught doing this will
not be reimbursed and be sent to student conduct for
violating policy.
Apply
1. Fill out the Funding Request form completely, sign it.
2. Provide supporting documentation/additional information
based on the type of funding you are requesting.
Apply
Finance Committee funding requests will be reviewed by
Finance Committee during:
• Fall / Spring semesters: 1st day to last day of the
semester (excluding finals week/ breaks)
• Summer semesters: June 1st to last day of the semester
(excluding finals week/ breaks)
Apply
Absolutely NO applications will be reviewed during the blackout
periods. The blackout periods are:
 Finals week of any semester
 Semester breaks
 The month of May (5/01 – 5/31) – Finance Committee
Transition
If your 6-week deadline falls within these blackout periods, you
should turn in your application earlier than 6 weeks (42 days) in
order to receive the Finance Committee’s comments and/or decision
in a timely manner.
All late and/or incomplete applications are automatically rejected.
Apply
Funding Forms
1. Funding Request Form
2. Summary of Benefits to the State of Florida and FIU Form
3. Budget Form
• The amounts requested have to coincide with the quotes you provide,
including the total line. Note that you will be given the least amount of funding
if there is a discrepancy between the quotes and the amounts in the budget.
4. Release of Indemnity and Agreement Form – use dates of travel on
the form.
• You must travel within the dates noted on your Release form. For greater
flexibility use 48 hours before and after event start/end dates, keeping in mind
that your six-week deadline is from your proposed first date of travel.
• For car rental, put dates of car pick-up and return (remember the 48-hour rule).
Apply
Additional Funding Forms
1. Summary Outlining Skills Form (for Professional Development)
• The summary should be no longer than one (1) page and should detail
the skills that will be learnt at the professional development event, and
how they will be taught at FIU.
2. Summary Outlining the Research and Funding Request
Relationship Form (for Research)
• Summary outlining the relationship between the research and the
funding request (one page and detailed).
Apply
Supporting Documentation
1. Letter of support from your advisor, on FIU letterhead
• A scanned letter or electronic signature can be sent to [email protected] directly
from your advisor’s FIU e-mail address. Forwarded e-mails will NOT be
accepted. A copy of the letter is NOT accepted.
2. Documentation in support of your budget (quotes, brochures, etc.)
• Finance Committee sponsors registration and one (1) mode of transportation
only.
• The quotes should be for the lowest possible price given your event and class
schedule.
• When budgeting remember, per FIU Travel Policy, travel must occur within 48
hours of event start and end dates AND travel destination must be within 50
miles of conference location.
• Click here to view requirement for documentation printed from the Internet.
•EX: Headers/footers, PrintScreen requirements
Apply
Supporting Documentation
 Airfare/registration fees quotes can come from the Internet.
 Transportation can include either airplane, train, car rental, gas
mileage (0.445/mile), etc.
• For a gas mileage request, print out a map (e.g., MapQuest ) with the complete itinerary,
showing the total mileage for the trip. Point of origin and destination must be included in
the map.
• Car rental requests must be for a compact car.
• SGA-BBC Finance Committee sponsors only one person in group travel .

i.e., traveling by car with 3 people, only one person will be reimbursed for mileage.
 The quotes should be for the lowest possible price given your
event and class schedule.
• Failure to provide the correct information (e.g. requesting $500 for a flight when the
lowest price is $200) without a reasonable cause, will result in the rejection of your
application.
Apply
Additional Supporting Documentation
When applying for Conference Funding, also provide:
1. An invitation or acceptance letter/e-mail confirming
your participation in the event
•
•
If letter/e-mail is not addressed to you please submit a copy of
the abstract submission showing the abstract and that you are
an author.
If you are still waiting for such letter, submit proof that you
applied to participate in the event (i.e., abstract & copy of
submission, etc.).
Apply
Additional Supporting Documentation
When applying for Professional Development, also provide:
1. Proof of your registration/ participation in the
conference
•
If you are waiting to register until you are confirmed to receive
Finance Committee funding, submit proof of event (brochure,
conference details).
** Remember to sign the appropriate box in the Funding
Request form that you agree to do a post-travel presentation
You agree that if you receive funding, you will do a presentation that you will schedule
upon your return. You will present the skills learnt at this event.
After Applying
Review and Approve
Applications are reviewed and approved by SGA-BBC Finance Committee
 Finance Committee meets on a weekly basis to review the applications.
The SGA Office Assistant does not vote on or review applications.
 If the application is submitted ahead of the 6-week deadline and
Finance Committee finds the documentation is insufficient, the
applicant will receive a request to provide additional documentation
before the 6-week deadline.
 If the application is submitted close to the 6-week deadline, no such email will be sent and the committee decision will be final. If you would
like to receive feedback on your application, you should submit it 9
weeks in advance.
After Applying
Review and Approve
 After the SGA-BBC Finance Committee reviews the application,
the applicant receives a notification of acceptance/rejection
within 2-3 business days (from our funding requests tasks doc.)
 All proposals are reviewed on a first-come, first-served basis, and
are subject to the availability of funds.
 Amount awarded will be determined based upon need.
Funds are disbursed contingent upon availability of funds, after all
procedures have been followed and all receipts/documents have been
turned in to both WUC 301 & the applicant’s department.
After Applying
Review and Approve
Not satisfied with the results?
You have the right to appeal
within 14 days upon the Finance
Committee decision. Contact the
Finance Committee Chairperson
for more information or refer to
the SGA-BBC Finance Code for a
detailed description of the appeal
procedure
Finance Committee reserves the right to
make any changes as may be necessary to
ensure equity in the distribution of funds.
Before you travel…..
Travel
Before you travel………………..
1. Contact your department secretary to create and submit a Travel
Authorization Number (TAR) before your travel. Failure to do so will
result in loss of funding.
2. Obtain a TAR.
3. After you have a Travel Authorization # you can purchase the
airfare/registration as needed. If you purchase a package, please be
sure that you can obtain a receipt with price breakdown.
Per recent regulations, FIU’s Travel Department is able to reimburse
only the person that made the payment. Make sure the payments is
made by you, not your advisor/friend/parents.
After you travel…..
Travel
After you travel………………..

Submit post-travel documents within one (1) week after travel to
the SGA-BBC Finance Committee Office (WUC 301) and your
department secretary. Failure to do so will result in loss of
funding.

Check with the department secretary for your reimbursement
details and dates and for other paperwork he/she may need, after
you submit your paperwork to the SGA-BBC Finance Committee.
It is your responsibility to ensure you receive reimbursement within the current
fiscal year (July 1st – June 30th). If you are not reimbursed before the end of
the funding year, it may result in loss of funding or it will affect your eligibility
for Finance Committee funding during the next funding year.
Travel
After you travel……………
1. Submit original receipts of payment for your transportation
to the secretary who created your TAR.
2. Submit photocopies of receipts of payment for your
transportation to the SGA-BBC Office Assistant.
3. Submit the original boarding passes to the secretary who
created your TAR.
•
If you requested gas mileage make sure to provide your
departmental secretary the mileage calculation of the trip. You can
print this information on MapQuest or GoogleMaps.
4. Submit photocopies of boarding passes to the SGA-BBC
Finance Committee.
Travel
After you travel……………
Conference awardees must also:
1. Submit original receipts of payment for your registration to the
secretary who created your TAR.
2. Submit photocopies of receipts of payment for your registration
to the SGA-BBC Office Assistant.
3. Submit a photocopy of the abstract of the paper presented at
the conference to the secretary who created your TAR and the
SGA-BBC Office Assistant.
4. Submit photocopy of the program to the secretary who created
your TAR and the SGA-BBC Office Assistant.
•
If the program is too long, submit a photocopy of the front page and
the page containing your name, day, and title.
Travel
After you travel……………
Professional Development awardees must also:
1. Submit original receipts of payment for your registration to the
secretary who created your TAR.
2. Submit photocopies of receipts of payment for your registration
to the SGA-BBC Office Assistant.
3. Submit photocopy of the program to the secretary who created
your TAR and the SGA-BBC Office Assistant.
•
If the program is too long, submit a photocopy of the front page and
the schedule overview.
Travel
After you travel……………
Professional Development awardees must also:
4. Submit an outline of your post-travel presentation to the
SGA-BBC Finance Committee.
•
•
The outline must include the date and location of the
presentation you are to give after you return from the conference.
If several students from your department attend the same
conference, no more than two people can present at the same
time/on the same topic.
5. Submit a memorandum about your conference experience
to the Finance Committee, located in the SGA-BBC Office
•
This memo should be no longer than one (1) page and detail how
and where you’ll implement your newly acquired knowledge.
Travel
After you travel……………
Research awardees must also:
1. Submit a memorandum about your research experience to
the Finance Committee, located in the SGA-BBC Office
(WUC 301).
•
This memo should be no longer than one (1) page and include
details of your research activities and how this experience will aid
your research.
Travel
After you travel……………
After the Finance Committee approves your post-travel
documents, it does not have any control over your
reimbursement !
If you have any questions about your reimbursement after your post-travel
documents are approved by the Finance Committee , you should contact
the department secretary who created the TAR/expense report with any
questions regarding your reimbursement.
*We must receive post-travel documents within one (1) week in order to
close out expense reports. If you are not reimbursed within 30 days of
travel you will lose funding.
Additional Information
FAQs :http://sgabbc.fiu.edu/committees/finance/index.html
Process Overview
Applications not meeting the requirements found in the
links below will not be approved:
Internet Printout Requirements
Internet Browser Settings for Headers/Footers
PrintScreen Information
It is the applicant’s responsibility to comply with the Finance
Commitee regulations. Funding is not a guarantee, but a privilege,
as any other grant or scholarship.
Contact Us
Web site
Finance Committee
Student Government Association
Email: [email protected]
Office: WUC 301
Office Assistant available Monday to Friday.
9:00 AM -5:00 PM
Funding 101
Finance Committee
Funding Workshop
Process Overview
1. Check your eligibility
2. View the funding workshop presentation and
familiarize yourself with the application process
3. Get your supporting documentation together
4. Submit an application
5. Submit proof of travel and other expenses
6. Submit proof of participation (for research, conference or
professional development)
Requirement for documentation printed from the Internet.
All Internet printouts must have Internet headers and footers showing they were
printed directly from the Internet. Browser Information
 Copy/paste documents or forwarded e-mails are NOT accepted.
 “Print Screens” and PDFs are accepted. “Print Screens” must include
the entire screen shot, including task bar.
 E-mails printed from an e-mail application such as Outlook or Apple
mail will not be accepted. You will need to print from your e-mail
provider’s webmail.
Requirement for documentation printed from the Internet.
All Internet printouts must have Internet headers and footers showing they were
printed directly from the Internet.
In Firefox, from the Print menu, select Page Setup and click on the
Margins & Headers/Footers. Select what you would like to show up
in the Headers and Footers.
In Chrome, from the Print menu, select Print and next to Options
check off Headers and footers.
In Internet Explorer, from the Print menu, select Page Setup and
select what you would like to show up in the Headers and Footers.
In Safari, from the Print menu, select Print and check off Print
headers and footers. If not given the option, click on Show Details
and check on Print headers and footers
Print Screen
A “print screen” refers to a printout of what is on your
computer screen, also known as a screen capture. This is
done by pressing the key labeled “Prnt Scrn” on the
keyboard (PC) or Command+Shift+3 (MAC).
** If you choose to submit a PrintScreen, it must include the entire
computer screen shot, including task bar. If the entire quote, e-mail,
or page does not show up in one PrintScreen shot, you will need to
take multiple screen shots to submit