Transcript Welcome to A&SF Financial Training

FINANCIAL TRAINING
MODULE #1
OVERVIEW
Activity & Service Fee Business Office at the University of Central Florida
4000 Central Florida Blvd. SU Bldg. 52, Room 215
Orlando, FL 32816
407-823-5548
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FINANCIAL TRAINING WORKSHOP
FISCAL YEAR 2012-2013
 All registered student organizations that are interested in
receiving funding from the Student Government Association
(SGA) for any of their activities must have all authorized officers
successfully complete the Financial Training Workshop offered by
the A&SF Business Office prior to requesting funding and bring
your certificate of completion to the SGA when requesting
funding.
 Funding provided by the Student Government Association does
not imply or express liability. Students and registered student
organizations utilizing Activity & Service Fee funds for travel are
not covered by University of Central Florida insurance unless
travel is for official SGA business (CRT Allocations, Senate Bills,
etc. are not official SGA business).
 IMPORTANT: There will be no reimbursement for
items purchased prior to receiving approval from
the A&SF Business Office.
T YPES OF ALLOCATIONS
 There are three (3) methods of funding - Allocations
(CRT & FAO), Senate Bills, and the A&SF Budget Bill
 Conference Registration and Travel (CRT) Allocation
 Individual – Maximum of $250.00/fiscal year
 RSO – Maximum of $1,500.00/fiscal year
 Financial Allocations for Organizations (FAO) Allocation
 Events & Promotional Items – Maximum of $1,000.00/semester
 Office Supplies – Maximum of $100.00/fiscal year
 Senate Bill
 Activity & Service Fee (A&SF) Budget Bill
T YPES OF ALLOCATIONS
CRT & FAO ALLOCATION
 CRT – This allocation is approved by the Conference
Registration and Travel Committee and is for registration,
lodging, and transportation expenses only. Maximum
allocation for group travel is up to $ 1 ,500.00 once per fiscal
year and up to $250.00 once per fiscal year for individual
travel allocation.
 FAO – This allocation is approved by the Financial Allocations
for Organizations Committee. It is for purchases related to a
specific event, promotional items, and of fice supplies.
Maximum allocation RSOs can receive per semester for
events/promotional items is $ 1 ,000.00. Maximum allocation
RSOs can receive for of fice supplies is $ 100.00 per fiscal
year.
STEP-BY-STEP
CRT & FAO ALLOCATION
 STEP 1: Register and complete A&SF Financial Training
 STEP 2: Obtain, complete, and submit FAO or CRT Allocation
Request Form to the SGA Office (SU 214)
 These forms can be found on the SGA website ( http://ucfsga.com/forms)
or in the SGA Office.
 STEP 3: Attend FAO or CRT Committee Meeting in SGA Office
 Bring a verification copy of your Financial Training Completion
 Traditionally, FAO meets every Wednesday at 4:30 PM and CRT meets
every Monday at 4:30 PM. Check posting board outside of SGA Office for
updated times.
 Come prepared to explain your funding request, and provide details.
 STEP 4: Complete Paperwork to access funding
 Meet with A&SF Business Office Accountant.
 Complete Purchase Request Forms (PRF), Travel Request Forms (TRF)
and Group Travel Roster as needed.
T YPES OF ALLOCATIONS
SENATE BILLS
 RSOs typically apply for funding through the Senate Bill
process when trying to be approved for more then $ 1 ,500.00
of funding for a specific event and/or travel expenses.
 Plan ahead if you would like to receive funding for a specific
event or travel expenses through the Senate Bill process.
 The Senate Bill process generally takes eight ( 8) – ten (10)
weeks from 1 st reading until final approval by the Vice
President of Student Development & Enrollment Services
(SDES). This does not include processing time from the A&SF
Business Of fice.
 Approval includes 50+% of Senate, Student Body President,
and Vice President of SDES with no unresolved issues.
T YPES OF ALLOCATIONS
SENATE BILLS
 STEP 1: Register and complete A&SF Financial Training.
 STEP 2: Contact SGA Senator to write up Senate Bill.
 Your senator contact information can be found on the SGA website ( http://ucfsga.com/find -yoursenator) or you can go to the SGA Of fice and ask to speak with a senator.
 STEP 3: Attend Committee and Senate Meetings
 You will need to attend either the FAO or CRT meeting and the several senate meetings. Consult
with your senator for times and locations. This process usually takes approximately three ( 3)
school weeks. Summer Senate meets every other week
 Come prepared to explain your funding request, and provide details.
 Once the bill is passed, it must be signed. This usually takes approximately five ( 5) weeks.
 STEP 4: Complete Paper work to access funding.
 Meet with A&SF Business Of fice Accountant.
 Complete Purchase Request Forms (PRF), Travel Request Forms (TRF) and Group Travel Roster as
needed.
T YPES OF ALLOCATIONS
A&SF BUDGET BILL
 Approved by the A&SF Budget Committee once each fiscal
year, registered student organizations (RSOs), agencies and
departments may request/be approved for A&SF funding
through the application process that is available to RSOs,
agencies and departments.
 RSOs, agencies, and departments should visit our main
website at www.asf.ucf.edu for up to date deadlines and
information regarding the application process and to check
their organization’s budget status throughout the fiscal year.
 The A&SF Budget Bill contains Proviso Language which are
certain guidelines everyone must follow for all A&SF funding
PROVISO LANGUAGE
 Re g i s ter ed S t u d e n t O r g a n i z a t i o n s m ay o n l y u s e a l l o c a te d f u n d s f o r g o o d s a n d
s e r v i c e s a p p rov e d i n t h e A c t i v i t y & S e r v i c e Fe e B u d g et , u n l e s s o t h e r w i s e a p p r ov ed
b y t h e S t u de n t B o d y P r e s i d e n t a n d t h e S G A C o m p t ro l l er. T h e S G A C o m pt ro ll e r m u s t
r e p o r t a l l b u d g et r e a l l o c a t io n s o v e r te n ( 1 0 ) p e r c e n t f o r S t ud e n t O r g a n i z a t io n s to
t h e S t ud e n t S e n a te w i t hi n t h e n ex t t w o ( 2 ) r e g ul a r l y s c h e d ul e d s e n a te m e et i n g s
f o l l ow in g t h e a p p r oval .
 Re g i s ter ed S t u d e n t O r g a n i z a t i o n s s h a l l n o t r e c e i v e n o r b e e l i g ib l e to r e c e i v e A & S F
f u n d i n g to p r o v i d e f o r c a s h o r c a s h e q u i v al e n t aw a r d s , p r i z e s , a n d / o r g i f t s .
 N o Re g i s te r e d S t u de n t O r g a n i z a t i o n c a n u s e A & S F Fu n d s to p u r c h a se i n k c a r t r i dg e s,
c o p i e r to n e r a n d / o r c o py p a p e r.
 Re g i s ter ed S t u d e n t O r g a n i z a t i o n s m u s t h av e a l l a u t h o r iz e d o f fi c e r s , a s d e s i g n a te d
w i t h t h e O f f i ce o f S t ud e n t I nv o l v em e n t , s u c c es s f ull y c o m p l ete A c t i v i t y & S e r v i c e Fe e
B u s i n e s s O f f i c e F i n a n c i al Tr a i ni n g b e f o r e t h e ex p e n d i t ur e o f a ny a l l o c a te d A & S F
funds.
 N o Re g i s te r e d S t u de n t O r g a n i z a t i o n s h a l l r e c e i ve a d d i t i o n a l f u n d i n g f o r a l i n e i te m
t h a t h a s b e e n f u n d e d i n t h e 2 01 2 - 2 01 3 A c t i v i t y a n d S e r v i c e Fe e B u d g et .
 U C F Fa c u l t y, U C F S t a f f , a n d c u r r e n t U C F S t u d e n t s s h a l l n o t b e e l i g i b le to r e c e i ve
s p e a ke r a n d p r o f e s s i o n al s e r v i c e h o n o r a r i ums w i t h o ut t h e w r i t te n a p p r oval o f b o t h
t h e S t ud e n t B o d y P r e s i d e n t a n d S p e a ke r o f t h e S e n a te .
 Fo r c o m p l ete P r o v i s o L a n g u a g e , s e e A & S F B u s i n e s s O f f i ce w e b s i te
THINGS TO REMEMBER
 Re fe r to t h e prov i s o l a n guage dete rm i ned by t h e St ude n t G ove rnme nt
As s oc iat ion ( SG A) fo r a ddi t i onal i n fo rmat ion o n s pe c i fic pro h i bi ted ex pe n s es .
 N OTE : E x pe n di t ure o f fun ds c a n o n l y be re q ue ste d a n d pro c e s sed w h e n a n
A& SF B us i ness Of fi c e Ac c o un t a nt re c e i ves a pprove d a l loc at ions a n d bi l l s fro m
e i t h er t h e FAO Ch a ir, CRT Ch a ir, o r SG A Se n a te Se c ret a r y, de pe n din g o n t h e
t y pe o f Al l oc at ion.
 DO NOT purchase anything. See an accountant first. There will
be no reimbursement for an “after the fact” purchase .
 St ude n t Org a n iza tions s h o uld be i n a n a c t i ve re g i ste red s t a t us w i t h t h e Of fi c e
o f St ude n t Involvement i n o rde r to re q ue s t t h e ex pe n dit ure o f fun di n g .
 E a c h s t ude n t o rg a n iza tio n s h o uld upda te i t s re g i st rat ion i n fo rmat ion a n d
n a m es o f n ew l y e l e c te d/appointe d o f fi c e r s w i t h i n t h e fi r s t t w o w e e ks o f e a c h
S p r in g a n d Fa ll s e m es ter w i t h O f fic e o f S t u de nt I nvo lvement ( S U 2 08 ).
 I n di vidua ls o r s t ude n t o rg a niz at ions s h o uld fa m iliariz e t h e m s elves w i t h a l l
St ude n t G ove rnment St a t ute s a n d us e fo r t h e i r re fe re n c e T i t le V I II: T h e F i n anc e
C o d e , w h i c h i s o n t h e SG A & A& SF B us i ness Of fi c e we bs i tes.
HELPFUL LINKS

A&SF Business Office Website
 http://www.asf.ucf.edu /

SGA Website
 http://ucfsga.com /

Forms (PRFs, TRFs, Group Travel Roster, W -9 Form, etc) – A&SF Business Office
 http://www.asf.ucf.edu/forms/formindex.htm

Forms (FAO Allocation, CRT Allocation, ORC Promotional Approval, etc) – SGA Website
 http://ucfsga.com/forms

Find Your Senator – SGA Website
 http://ucfsga.com/find -your -senator

Staples
 http://www.staples.com /

UCF Office Plus
 https://officeplus.ucf.edu/index.html

Student Union
 http://ucfsu.com/
CONTACT US…
 Physical Address: 4000 Central Florida Blvd. Student Union
Building 52 Room 215
 Front Desk – 407.823.5548
 Fax – 407.823.6356
 Accountants:
 Latchmin Jaggernauth - [email protected] –
407.823.5648
 Rose Mai – [email protected] – 407.823.2530
 Maria Joey Modi - [email protected] – 407.823.0452
 Kristine Nola – [email protected] – 407.823.5783
 Fran Uddo - [email protected] – 407.823.6354