Transcript Slide 1

Allocations Training
Katelyn Dahlke
V.P. of Finance
Engineering Student Council
September 5th, 2012
7:00pm, Gallery Room, MU
Constitution
 Description
• The Financial Body shall be lead by the Vice President of Finance
(Article IV, section A.3.) who shall preside over all funding methods.
 Membership
• Treasurer of represented organizations
• Must meet eligibility guidelines established (Article III, section A.2.a.)
 Attendance
• All organizations requesting funding must have attended ALL 4
general ESC meetings held last semester to receive 100% funding
 Special Funding Requests
• Engineering Student Council reserves the right to fund any nonrepresented organization for a one-time only request
• Must meet established guidelines set for all represented organizations
Funding from COE
 Funds
• COE has provided us with $25,000 this
semester (possibly up to $30,000)
 Budget
• Descriptive budgets
• All requested funding must be justified with a
specific source
Fall 2012 Allocations
Regulations
• Money can only be spent on items in the
approved request
• Specific requests with specific sources
(internet links requested)
o For example, walmart.com is not a specific source
• Money that is unused that is not reallocated
will be deducted from the allocated amount
o Example: If you have $270 leftover from Fall 2011, and ESC
allocates you $1600, the amount that will be put into your
account is $1,330
Priorities
 Priority 1
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Career & Leadership Development
Collaboration Programs
Outreach Programs
Safety Equipment
 Priority 2
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Faculty & Student interaction
Diversity Programs
Community Service Programs
Organizational Improvement
Tools and Parts
 Priority 3 (Not Funded)
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Hotel/food costs while traveling
Cost of travel at events
Food for general meetings/club events
Give-aways
Contingency Funds
Fundraising Material/ Sponsorship
Recognition
 Overseas Travel
A full, detailed list is in the budget
template for your convenience
Requirements
Presentation
• Use PowerPoint template available on ESC website.
• E-mail presentation to Katelyn Dahlke at
[email protected] or bring on thumb drive
Guidelines
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Presentation will be no more than 10 minutes long
No more than three presenters for each organization
If presenter is late, time will be forfeited
Provide explanation of what priority of allocation your
organization is requesting
• Please bring a hard copy of your budget
and your power point to your presentation
Presentation Template
 Please use the following PowerPoint to create your
club’s presentation.
 Please follow the template given in the following slides.
 You are free to change the background, add pictures,
more slides, or other relevant information.
 Budget MUST be emailed to me before you are allowed
to present.
 You may email me the PowerPoint or simply bring it to
your presentation on a flash drive.
 Email Katelyn Dahlke at [email protected]
Engineering Student Council
President: Austin Laugen,
[email protected]
Treasurer: Katelyn Dahlke,
[email protected]
(308)-293-3438
Include President’s name and e-mail address, Treasurer’s
name, e-mail address, and phone number
Club Overview
Represent students and student
organizations of the College of Engineering
to the administration, faculty, and the
public.
Keep this slide very brief. We are more concerned with
your budget information than your club overview.
Reallocation Request
What funds you did not use from last semester
What you plan to do with funds
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What is the activity
Who does it involve
When does it occur/last until
Where does it happen
How will you fund the additional amount
Priority # & Request
This is your
allocated amount
from Spring 2012
minus the receipt
total from Spring
2012
Reallocation Request
Had $150.00 leftover
Plan on purchasing College of Engineering
banners for club use
• $170
• Fund the extra $20 from cookie sales
• Priority 2
Title of Project/Activity
What is the activity
Who does it involve
When does it occur/last until
Where does it happen
How will you fund the additional amount
Priority # & Request
ChemE Car Project
All semester – competition in April
1145 Sweeney
To help fund the ChemE Car project, and
obtain safety personal protective
equipment for students
Dow Chemical funds, AIChE money
All items are priority 1
Total amount requested:
• $59
Fundraising
$500 per year from Lockheed Martin
$100 for outreach projects from Dow
Corning
Allocation Request
Insert Overview Table
of Amounts
This is the money you
are requesting, not your
entire budget. For
example, if you have
$1000 in your account
and have $1500 in
Priority1 budget, you
only need to request
$500 from ESC.
Allocation Request
Priority 1: $315
Priority 2: $125
Total: $440
End of PowerPoint Template
Requirements
Budget
• Form online under Allocations
www.engineering.iastate.edu/esc/clubs/allocations/
• Please use the budget template from the
website
• Email it to Katelyn Dahlke at
[email protected] before you present
• Be very specific on what money you are
requesting and exactly what you need it for
• Include fundraising events your club has
done recently and any corporate
donations
Spring 2012 Receipts
 Due before you present
• Can turn them into the ESC Mailbox in 110
Marston by 12:00 PM on Monday Sept. 17th
• Bring them with you to your presentation
• Must fill out the coversheet, found online
www.eng.iastate.edu/esc, under Allocations
o This will help you know whether or not you have
money to reallocate
Reduction of Funding List
The following items can make your club
subject to a $50 reduction of funding.
• No completed receipt cover sheet
• No hard copy of budget and/or presentation
• No electronic copy of budget and/or
presentation
• Missing your scheduled presentation time
Important Information
Travel Policies
Reimbursements
Questions/Comments
 Watch the deadlines
If anyone is interested in helping with the
Allocation process, please e-mail me
Presentations will occur on Sept. 17th and
18th from 5:00 – 10:00 PM. A sign up
sheet will be posted by 110 Marston by
September 10th to sign up for a time slot.
E-mails regarding Allocations include in the subject box:
“Fall 2012 Allocations”
Katelyn Dahlke
[email protected]