Transcript SABAC Certification - Kennesaw State University

SABAC
Solving the Mystery of Obtaining Funding!
Student Activity Fee
 Common to all University System of Georgia
institutions.
 Includes expenditures that contribute to
students’ emotional and physical well-being
and intellectual, cultural, and social
development outside of the context of the
formal instruction program.
By the end of this
session…
 You will know:
 How to make a funding request to SABAC.
 The processes required to access and use
the money according to appropriate
business practices.
 The limits for travel funds.
 The vendors that must be used when
spending activity funds.
 What to do with contracts.
 How to get on a SABAC meeting agenda.
 How to make the most effective
presentation.
 Types of requests that SABAC will hear.
 How to collaborate on high-cost events.
 Dates, times, locations of SABAC meetings
and deadlines for getting on the agenda.
 Requirements for using student activity
money.
 More travel information than you ever
dreamed you needed to know!
 The importance of being PROMPT with all
forms and requests.
ARE YOU READY?
SABAC’S PURPOSE
 Student Activity Budget Advisory Committee
 Approves new RSOs.
 Approves changes in RSO constitutions and
by-laws.
 Allocates funding for RSOs.
SABAC Meeting Schedule
Fall 2012

September 12, 2012, Leadership Room, 3:30pm
(agenda deadline: noon, September 5)

September 26, 2012, Leadership Room, 3:30pm
(agenda deadline: noon, September 19)

October 17, 2012, University Room A, 3:30pm
(agenda deadline is noon, October 10)

October 31, 2012, University Room A, 3:30pm
(agenda deadline is noon, October 24)

November 14, 2012, Leadership Room, 3:30pm
(agenda deadline is noon, November 7)

November 28, 2012, University Room A, 3:30pm
(agenda deadline is noon, November 21)
SABAC Meeting Schedule
Spring 2013

January 23, 2013, University Room A, 3:30pm (agenda
deadline: noon, January 16)

February 6, 2013, Leadership Room, 3:30pm (agenda
deadline is noon, January 30)

February 20, 2013, University Room A, 3:30pm
(agenda deadline is noon, February 13)

March 13, 2013, University Room A, 3:30pm (agenda
deadline is noon, March 6)

March 27, 2013, University Room A, 3:30pm (agenda
deadline is noon, March 20)

April 17, 2013, University Room A, 3:30pm (agenda
deadline is noon, April 10)
Submitting Your Request
 Completely (COMPLETELY) fill out the form.
 Provide the necessary supporting
documentation.
 Submit it to Ann Marie Thomas, 4th Floor
Kennesaw Hall. Make sure she has all the
supporting documentation, along with the
form.
 Submit it by the appropriate deadline.
The Basics of Making
Your Presentation
 Do not bring any power points, TVs, or other
visual or audio aids.
 Speak loudly and clearly.
 Introduce yourself and any other students
who are with you.
 In your presentation, please do not read
from your materials. Explain the who, what,
when, where, why, and how it will benefit
KSU.
 You only have five minutes, so be brief,
concise, and clear.
 Remember that SABAC members have seen
your request ahead of time.
 Students must make the presentation: no
advisors, please.
 After you’ve had your five minutes, the floor
will be open to questions from SABAC
members. Answer them concisely and
honestly. Don’t make up any answers!
After the Presentation

SABAC members will discuss and vote. You will know
that day whether your request has been approved.

Once the approval is given, you are to check in with
Buck, who will be stationed at the back of the room.
You will need to provide your contact information,
and he will provide you with information on your next
steps.

It is up to YOU to follow up on your request. Your
failure to do so will result in forfeiture of the funds
back to SABAC.

It is very important that YOU take the initiative to
make an appointment with Buck.
Types of Funds You
May Request
 Banquet, Ceremony, Program, Event
 Equipment
 Travel
BANQUET, CEREMONY,
PROGRAM, EVENT
 Must be open to ALL KSU Students.
 Must be advertised widely to all KSU
students.
 Must benefit mostly students, not guests,
parents, friends, spouses, partners, faculty,
staff, and others.
 If you have giveaways, everyone must have
the opportunity to receive one. SABAC
cannot buy pins, sashes, clothing, etc. for
individuals.
Descriptions
 Banquet: providing a meal or reception for a
group of people. These events are usually
catered.
 Ceremony: inductions into honor societies,
military events, etc.
 Program: lecturer, speaker, film, etc.
 Event: Peace Event, Homecoming, concert,
festival, etc.
 Programs and Events are where collaboration is
an excellent idea to increase the chance for
success.
COLLABORATION
 A program’s or event’s success is greatly
increased when groups have collaborated.
 Actively seek out other RSOs to work with
your RSO on events.
 Share the work; share the success!
 Collaboration is positive for everyone, and
SABAC wants to see more collaboration on
large-scale events.
If You’re Having FOOD…
 You cannot spend more than the “per
diem” amounts set by the state (and the
U.S. Government!):
 $7.00 – breakfast
 $9.00 – lunch
 $20.00 – dinner
 These are the limits…don’t go over them!
 CATERED EVENTS
 Only certain vendors may provide catering
on campus when you’re using SABAC funds.
 OTHER FOOD
 Pizza, chicken, sandwiches, cookies, etc.
may be delivered to your event as long as
the vendor is not setting up and cleaning up.
 You may also pick up food and bring it to
campus.
APPROVED CATERERS
 A Legendary Event
 Bold American Events and Catering
 Carlyle’s Catering
 Endive
 KSU Catering
 Time to Dine
 Triple J’s Catering
 Be sure to pick up the list of approved
caterers before you leave this session. You
will also find them in the 2012-2013 RSO
Manual.
APPROVED PROMOTIONAL
ITEM VENDORS
 The Target Group
 Promo Entertainment Group
 Halo Branded Solutions (Lee Wayne
Corporation)
 1st Coast Printing
 You may NOT use any other vendors if
you’re using SABAC money.
Contracts
 Some events require contracts.
 DO NOT SIGN CONTRACTS. Students cannot
represent the University by signing any
contracts. If a student signs a contract,
he/she may be liable for the amount of the
contract from personal funds.
Four-step Contract Process
 Step One: Meet with Student Life to discuss
the contract. It is up to you to schedule a
meeting for contract review in Student Life.
Student Life will provide you with a KSU
contract, and we prefer that your vendor
use the KSU contract. In the event that the
KSU contract is inadequate for your vendor,
the vendor may submit his/her own
contract.
 Step Two: Your advisor must send the
contract to KSU Legal Affairs for review. This
process takes eight days. Plan accordingly.
 If your advisor is unable to send the
contract, please contact us so we can help
you.
 Step Three: Legal Affairs will return the
contract to your advisor once the contract
has been approved. It is the responsibility of
your advisor to work with the individual or
agency providing the program or service.
Once the individual or agency has signed a
contract, you may move to the next step.
 If your advisor is unable to work with the
agency, please contact us.
 Fourth Step: The advisor must return the
contract to Student Life, who will sign it and
request the check. YOUR ADVISOR MAY
NOT SIGN THE CONTRACT. ONLY THE
DIRECTOR OF STUDENT LIFE MAY SIGN
CONTRACTS.
Isn’t this thrilling?
EQUIPMENT

Equipment purchases are rare.

Equipment belongs to the University, not to any
individual person or RSO.

Equipment must be used on campus and stored on
campus.

Equipment must last for five years before being
replaced.

Requests will be viewed on a case-by-case basis.

SABAC is most likely to approve equipment that will
benefit a large number of students.
TRAVEL
 Purpose of travel must be consistent with the
purpose of the organization.
 Proposal must include how students are
selected to travel.
 Adequate time is available to process the
request.
 Each organization may request up to $1800
per year for travel.
 This amount can be used all at once, or split
up among two or three requests.
 RSO Advisor and President must approve
and sign the travel request prior to SABAC
hearing.
Travel Funding Formula
 If your trip is:
 1- 200 miles away from KSU, the maximum
amount that can be granted is $1200, or
$200 per person, whichever is less.
 201 – 500 miles away from KSU, maximum
amount is $1500, or $300 per person,
whichever is less.
 501 or more miles away from KSU, maximum
amount is $1800, or $400 per person,
whichever is less.
 Mileage is round-trip, of course.
PRIOR TO TRAVEL
 MEET WITH STUDENT LIFE.
 MEET WITH STUDENT LIFE.
 MEET WITH STUDENT LIFE.
 MEET WITH STUDENT LIFE.
 MEET WITH STUDENT LIFE.
 Work with Buck well ahead of the trip so that
arrangements can be made.
 Do not wait until the last minute. It is your
responsibility to take care of your trip.
Student Life doesn’t take care of it for you!
 Once SABAC approves the request, your first
step is to begin planning the trip
immediately. DO NOT WAIT. WE CANNOT
HELP YOU IF YOU WAIT.
Riveting!
REGISTRATION
 Buck can process your registration for
conferences or meetings ahead of time,
provided he has all the appropriate information.
 It is your responsibility to bring him all pertinent
information related to registration. He won’t
look it up for you!
 Please allow enough time.
 On-line registration with a credit card is the most
efficient way to register.
 If you need a check, please allow AT LEAST TWO
WEEKS.
LODGING
 Lodging costs can be pre-paid.
 You must provide two lodging quotes.
 SABAC will pay lodging for four students per
room or as many as the “gender breakdown”
will allow.
 If you want fewer people in your room, you must
pay those costs.
 SABAC will not pay for room services, movies,
phone calls, dry-cleaning, internet. We will pay
for the cost of the room. All other costs are
yours.
FLYING
 Flights can be paid ahead of time. Here’s
what Buck needs:
 An accurate list of the students who will be
traveling with their legal names, dates of
birth, gender, and student ID number.
 At least two quotes for airfare. Buck doesn’t
do this for you: you must take care of it.
 Sorry…no first class travel! Airfare must be
cost effective.
YOUR OWN CAR
 You will be reimbursed for mileage at the
rate of $.565/mile. NO REIMBURSEMENT FOR
GAS FOR YOUR PERSONAL CAR.
 You must provide a MapQuest or Google
Maps report showing the mileage.
 You must take as many people in one car as
is safe and practical.
RENTAL VAN
 Rental vans cannot be prepaid.
 You must pay for the van on your own and
be reimbursed after the trip.
 You will need the appropriate original
receipts to be reimbursed.
KSU VEHICLE
 Driver must be a KSU faculty or staff member.
 KSU vehicle rental request form can be found at
www.ksustudent.com.
 There is a cost to use a KSU vehicle:

7-passenger van - $15/day and $.30/mile.

11-passenger van - $15/day and $.50/mile.

Sedan is $15/day and $.30/mile.
Don’t forget about luggage space!!
CHARTER BUS
 You can use BOB! Cost is dependent on
distance.
 You can use a University-approved charter
bus company. See Student Life for details.
 Please plan ahead.
MEALS ON THE ROAD
 Based on state rules, you are only allowed a
certain amount per meal. “Per diem” is
based on the location of your trip.
 Since no cash advances are provided you
are expected to pay for your own meals.
 If you are attending a conference or
meeting where meals are provided as part
of the registration fee, you cannot be
reimbursed for those meals.
 There’s no such thing as a free lunch!
 SABAC will pay for the largest expenses first.
If money is remaining, you can be
reimbursed for meals.
IF YOU PAY FROM YOUR PERSONAL FUNDS
AHEAD OF TIME
 Buck will take care of making sure you are
reimbursed as long as:
 You have all original, itemized receipts.
 You have completed the vendor registration
and W-9 forms.
 You process these forms within one week of
travel.
FORMS
 Before travel:
 Each student must complete a waiver of
liability, acknowledgement of the alcohol
policy, and trip registration form.
 These forms must be submitted to Buck prior
to travel.
 Please keep a copy of the trip registration
forms, as they contain emergency contact
information for each student.
 After travel:
 If you will be reimbursed for any reason, you
must complete a travel expense statement
within one week of travel. Failure to do so
within one week means you will not be
reimbursed.
 Any hotel receipts, airline receipts, etc., must
be submitted to Buck within one week of
travel.
ONLY KSU STUDENTS!
 Only KSU students who are enrolled and
taking classes during the semester in which
they are traveling are eligible to travel with
KSU funds.
 The only exception is during summer, when
students who travel must be registered for
the fall semester.
 No guests should travel on KSU trips unless
absolutely necessary, and they must pay
their own way.
A WORD TO THE WISE…
 When you travel, you represent Kennesaw
State University. Please conduct yourselves
accordingly.
 You are accountable for using all funds
appropriately.
 Failure to use the travel funds for anything
except the purpose of the travel can
subject you to Student Conduct charges.
Any final questions?
YIPPEE…WE ARE DONE!
THANK YOU!