Allocations Fall 2011 Peter Kipp, SGA Treasurer

Requirements

 Be a registered student organization per Campus Activities Center  Attend an Information Workshop  Attend a Finance Committee Presentation

Where do Allocations come From?

 University Fee Council  Meets mid February 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 11: $50,000 funded for Allocations  $25,000 allocated for each semester  Money not claimed in the Fall rolls over into the general fund for the Spring.

What can be Funded?

 Films, Videos, DVD’s, Other Electronics  Must be kept in the media library for use by anyone. 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

 Bring receipts into SGA Office and give DIRECTLY to Barb Circle, Administrative Assistant, or Peter Kipp, Treasurer   Preferably in an envelope marked with the organization’s name, contact information and event being funded Organizations should keep copy of receipts for their records  Treasurer sends DPR to Business Office

How my Organization is Reimbursed (cont.)

 On Campus Accounts  Amount from DPR is paid into given account  To reimburse individuals: • Organization must submit a separate DPR to the Business Office for each individual  Off Campus Accounts   Check for amount from DPR is returned to the Business Office Organization is responsible to pick up check (generally advisor is contacted)

General Info

 All forms are available on the SGA website and can be filled out Electronically and turned in via email. (Not Appendix A)  Organization Information in Appendix A must be turned in BEFORE the Finance Committee Interview.

 Maximum amount that can be requested is now $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 before.

Finance Committee Presentations

 Presentations must be made by students.

 Advisors should not attend  Advisors may be contacted if there are any unanswerable questions  A computer will be available for students to use during presentations.  If using handouts please only make 2-3 copies.

Important Dates to Remember

 Finance Committee Presentation Times       Mon., Oct. 24 th , 5-8:00 p.m.

Wed., Oct. 26 th , 4:30-6:30 p.m.

Thurs., Oct. 27 th , 5-8:00 p.m.

Mon., Oct. 31 st , 5-8:00 p.m.

Wed., Nov. 2 nd , 4:30-6:30 Wednesday Nov. 9 th SGA will vote on the resolution  All receipts due by 12:00 p.m. on Friday BEFORE Dead Week. DECEMBER 2nd

Contact Information

 I will be communicating directly with the Informational Workshop representative unless requested otherwise.

 SGA website- www.pittstate.edu/campus life/groups/sga/

QUESTIONS?