Transcript Allocations - Pittsburg State University

Allocations
Spring 2015
Austin Bailey
SGA Treasurer
Requirements
 Be a registered student organization per Campus
Activities Center
 Must have a on campus university account
 Must Attend Three SGA Meetings
 Attend an Information Workshop
 Attend a Finance Committee Presentation
Where Do Allocations Come From?
 University Fee Council
 Meets January through early March
 Votes on amount to fund Allocations
 SGA Senate then approves or amends recommended
total
 President Scott has ultimate approval
How Much Money is Available?
 FY 15: $60,000 funded for Allocations
 $30,000 allocated for each semester
 Money not claimed in Fall rolls over into the general fund
for the following Spring.
What can be Funded?
 Films, Videos, DVD’s, Other Electronics
 Must be kept in the media library for use by ALL PSU
Students. Electronics will be kept in SGA office upon
approval.
 Lecturers/Speakers
 Consultant Agreement Form needed
 Travel
 Mileage, hotel, meals, registration fees
 Appendix B: Travel Registration
 Appendix C: Advisor’s Checklist for Travel
 Liability purposes
Restrictions
 Advisor expenses CANNOT be paid for through
Allocations.
 You must fill out Appendix D: Event Summary Form
for each event that you use Allocations money.
 All on-campus events must be open to the students,
faculty, and staff at NO COST and must be
ADVERTISED.
Restrictions (cont.)
 Two or more organizations CANNOT receive funding
for the same activity.
 Organizations CANNOT purchase supplies for
fundraisers with Allocations funds.
 Organizations CANNOT use Allocations funds as a
donation.
How My Organization is
Reimbursed
 All Receipts must be turned in electronically. NO
EXCEPTIONS
 Send receipts to Austin Bailey, Treasurer at
[email protected]
 You may also bring receipts into the SGA office 207
Hartman Hall on a flash drive. These must be handed
DIRECTLY to Barb Circle, Administrative Assistant, or
Austin Bailey, Treasurer
 These documents received electronically shall be signed
electronically and a notice of receipt returned back to the
group within 5 school days.
 Treasurer sends funds transfer to Business Office
Free Scanners
 Axe Library
 First Floor, next to the DVDs
 KTC Library
 In the back room of the library
 Kelce Computer Lab
 Center Lab
How my Organization is
Reimbursed (cont.)
 On Campus Accounts
 Amount from invoice is paid into given account
 To reimburse individuals:
 Individual organizations must submit a separate DPR to the
Business Office
 No Off Campus Accounts will be utilized
General Info
 All forms are available on the SGA website and can
be filled out Electronically and turned in via
email. (Exception is the Appendix A)
 Organization Information in Appendix A must be
turned in BEFORE a Finance Committee
Interview will be scheduled.
 Maximum amount that can be requested is $1,000
per semester.
Finance Committee Presentations
 10 minutes to present and answer any questions the
finance committee might have.
 Things to include in presentations:
 Events you are requesting allocations for.
 The amount you are requesting.
 Who will be attending your events.
 What the goals of your events are.
 Only things requested in your presentation will be
reimbursed unless discussed with the treasurer
beforehand.
Finance Committee Presentations
 Presentations must be made by students. (Remember
you are registered STUDENT organizations.)
 Advisors should not attend
 Advisors may be consulted if there are any unanswerable
questions
 A computer will be available for students to use during
presentations.
 If using handouts please make 5-7 copies.
Important Dates to Remember
Contact Person
 I will be communicating directly with the
Informational Workshop representative unless
requested otherwise.
 SGA website: www.pittstate.edu/campus-
life/groups/sga/
• Allocations is a current PSU Registered Student
Organization privilege.
• Allocations is a reimbursement program only, DO
NOT depend on Allocations to fund your
organization. (SGA is NOT responsible for your
budget or over-spending.)
• Any event that takes places after March 13th, 2015
can be saved and turned in for Fall 2015 Allocations.
QUESTIONS?
How to set up an On-Campus Account
 To apply for a student organizational account the
organization's faculty advisor must make a written request to
the Asst. Controller for Business Services (Misty Button, 110
Russ Hall, [email protected]) giving the organization's
name, purpose, and faculty advisor's name and PSU ID No.
 Once the account has been created an electronic notification
will be issued informing the faculty advisor by email of the
account name and number. Keep this for future reference as
this account number is necessary for the expending and
depositing of funds.