Transcript Allocations - Pittsburg State University

Allocations
Spring 2013
Ethan Scott, SGA
Treasurer
Requirements
 Be
a registered student organization per
Campus Activities Center
 Must
have a on campus university account
 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


12: $60,000 funded for Allocations
$30,000 allocated for each semester
Money not claimed last Fall rolls over into the
general fund for this 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
 Bring
receipts into SGA Office and hand
DIRECTLY to Barb Circle, Administrative
Assistant, or Ethan Scott, Treasurer


Preferably in an envelope marked with the
organization’s name, contact information and
event being funded
Barb will scan all original receipts and return
them immediately back to you
 Treasurer
Office
sends funds transfer to Business
How my Organization is
Reimbursed (cont.)
 On


Campus Accounts
Amount from invoice is paid into given account
To reimburse individuals:
• Organization must submit a separate DPR to the
Business Office for each individual
 Off

Campus Accounts
Effective Spring 2013, no registered student
organization will be funded via an off-campus
account. For allocation purposes, only oncampus 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

Finance Committee Presentation Times
th
 Mon., Mar. 4 , 5-8:00 p.m. – Sunflower Room
th
 Tue., Mar. 5 , 5-8:00 p.m. – Varsity Room
th
 Wed., Mar. 6 , 5-7:00 p.m. – Varsity Room
th
 Thu., Mar. 7 , 5-8:00 p.m. – Collegiate Room
th
 Mon., Mar. 11 , 5-8:00 p.m. – Sunflower Room
th
 Tue., Mar. 12 , 5-8:00 p.m. – Varsity Room
th
 Wed., Mar. 13 , 5-7:00 p.m. – Varsity Room
th
 Thu., Mar. 14 , 5-8:00 p.m. – Collegiate Room
th
 Wednesday March 27 , SGA will vote on the resolution

All receipts due by 12:00 p.m. on Friday April 5th.
There will be NO Exceptions!
Contact Information
I
will be communicating directly with the
Informational Workshop representative
unless requested otherwise.
 SGA
website: www.pittstate.edu/campuslife/groups/sga/
Reminders:



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 April 5th,
2013 can be saved and turned in for Fall 2013
Allocations.
QUESTIONS?