Transcript Student Organization Training

Effective January, 2015
LEARNING OBJECTIVES - 1 OF 1
At the conclusion of this module you will:
• Understand the importance of budget requests
• Understand the sections of the Budget Request Form
• Understand the SGA time frame and steps necessary
for budget approval
Effective January, 2015
WHAT IS A BUDGET? - 1 OF 1
A budget is a financial plan that helps student
organizations accomplish their objectives. Student
organizations may apply to the Student Government
Association (SGA) for funding assistance . This
module will discuss the budget process developed by
the SGA. It is important for student organizations to
adhere to this process to avoid delays with their
request.
Effective January, 2015
BUDGET REQUEST GUIDELINES – 1 OF 4
The SGA has limited funds to allocate to student organizations,
therefore you are encouraged to start the process early and
submit your request on time. The SGA will announce the budget
deadlines as they are developed. It is important that you adhere
to those deadlines.
All requests must be in accordance with the objectives of the
organization.
Effective January, 2015
BUDGET REQUEST GUIDELINES – 2 OF 4
All events funded by the Student Government
Association must be open to the entire campus
community.
Student organizations are encouraged to meet with the
SGA VP of Finance or the Center for Student
Involvement Office for assistance in completing the
Budget Request Form.
Effective January, 2015
BUDGET REQUEST GUIDELINES – 3 OF 4
Student fees will only be allocated for:
•
Co-curricular and educational programs
•
Cultural and social activities
•
Student Government Association
•
Publications and media
•
Assistance to registered student organizations
•
Community service programs
•
Enhancement of the college and university environment
•
Transportation, administration and insurance related to the implementation of these
activities
•
Other purposes as approved by the SGA
Effective January, 2015
BUDGET REQUEST GUIDELINES – 4 OF 4
Student fees may not be used for:
Partisan or nonpartisan political activity or to further the election or
defeat of any candidate for public or political party office
To pay a fee to a state of Connecticut employee in excess of $99
Expenditures that should be funded by academic or administrative
departments
Alcohol or any illegal substances.
Effective January, 2015
BUDGET REQUEST FORM – 1 OF 12
The Budget Request Form is a multi-sheet Excel workbook. The form must
be completed in Excel. Electronically submit the entire EXCEL workbook
to the SGA Vice President of Finance.
Biggest tip to a successful budget proposal: Be thorough in your budget
proposal. Complete all sections and explain each item being requested
in detail. The more detail provided the easier it is for the SGA to
understand why the item is being requested.
The next series of slides will discuss the sections of the Budget Request
Form.
Effective January, 2015
BUDGET REQUEST FORM – 2 OF 12
The first page of the Excel Workbook is the Summary Page :
Information
about the
Student
Organization
Summary
information
from the
entire excel
workbook
Effective January, 2015
BUDGET REQUEST FORM 3 OF 12
1
2
3
1 – Enter the name of the Club/Organization as it is on file with the CSI Office
2 – Enter the information of each officer and the advisor, the email address must be the
WCSU email address. If different titles are used, please note this on the lines. (i.e.
‘Editor and Chief’ instead of ‘President.’
3 – Select which semester the budget is being requested for.
Effective January, 2015
BUDGET REQUEST FORM – 4 OF 12
Do not enter anything in this section. Excel will
automatically complete this information based on what is
entered in the subsequent worksheets.
Effective January, 2015
BUDGET REQUEST FORM – 5 OF 12
The next worksheets are where details of the budget
request are entered. Budgets must be submitted in a
programmatic, line item format as described below.
Under each category, a detailed explanation must be
provided as to how the monies will be spent. Definitions
of each category are provided on the spreadsheet and
specific lines are discussed in detail below them. You
must use WHOLE dollar amounts when entering figures.
 If you have any questions contact the SGA VP of
Finance, or the CSI Office.
Effective January, 2015
BUDGET REQUEST FORM – 6 OF 12
Guidelines
All items for programs, costs for events, journals, Sodexo, facility costs through
the university, etc. must have hard copy price quotes on or before being heard at
your budget hearing. These quotes should be reflected in the budget.
The SGA Budget Spreadsheet can be found at
http://www.wcsu.edu/studentlife/forms.asp
Programs and Activities Guidelines
-$150.00 Maximum for decorations
$200.00 for events that are held in the WS
Campus Center full Ballroom
-$150.00 Maximum for giveaways per event
-Facilities and/or staging fees must be reflected in the
budget prior to the event, at the initial hearing. The
Finance Committee will not approve any fees for these
components, including but not limited to, facilities,
staffing and staging, if not provided at the initial budget
hearing.
Printing and Promotions
Guidelines
-$200.00 Maximum for
Promotions/Giveaways
-$150.00 Maximum for a
banner
-Your club will only
receive banner
funding once every 5
years.
Effective January, 2015
BUDGET REQUEST FORM – 6 OF 12
All costs associated with the programs should be itemized, including speaker &
performer fees, hotel and transportation costs, facility and equipment rental,
food, printing and promotion and decoration expenses, etc. List each program
separately. There is room on the budget worksheet for multiple programs.
The only column you need to fill out is the “This Year Request” column.
Effective January, 2015
BUDGET REQUEST FORM - 7 OF 12
Travel
• Travel funds may only be requested if the club has a total of 3
programs planned at the time of budget request.
–Complete all the information on the budget worksheet. Not all items
will be applicable to all trips. All funding will be in accordance with
Connecticut State travel policies. See the CSI Office for assistance.
–Itemize each trip on a separate worksheet.
 After a trip is budgeted, the Trip Request form must be completed.
See module 9 for more information.
Effective January, 2015
BUDGET REQUEST FORM – 8 OF 12
Overnight Travel
1
3
2
Any Travel that occurs with
an overnight stay is
considered
Overnight/Conference Travel
1 - Fill out the trips name,
purpose and destination at
the top.
2 – Fill out all trip
expenditures, keep in mind:
a. Estimate prices a little
high, as they change over time
b. On average baggage fees
are $50.00 round trip per
person.
c. There will be a $25.00 fee
for booking the tickets through
the university
d. MapQuest should be used
for any mileage calculations
3 – The TOTAL column
calculates automatically.
Effective January, 2015
BUDGET REQUEST FORM – 9 OF 12
Field Trip Travel
1
Any Travel that
occurs over the
course of one day
(returns the same
day it leaves) is
considered Field Trip
Travel
3
2
Fill out the trips name, purpose and destination at the top of the request
(not shown, refer to slide 8)
1– Fill out all trip expenditures
2 – Under ‘Event Tickets’ list any attractions you’re attending (ex. Museum, Aquarium) and
the admission to these venues.
3 – The TOTAL column calculates automatically
Effective January, 2015
BUDGET REQUEST FORM – 10 OF 12
1
3
2
The bottom of the Travel Request sheet tab of your Budget Request Form is shown above.
1. The ‘Total Requested’ Line will populate itself based on the expenses you entered on
the other lines of the worksheet.
2. The Finance Committee will enter a percent that they approve, which will provide you
with a total, as well, this will be approved through the Senate.
3. The “Ticket Information” Box on the right will automatically populate itself based on the
difference between the trip total and the amount of funding SGA provides. This helps you
decide the ticket price students should pay at the Box Office, which will then be deposited
in your 815-Fundraising account.
Effective January, 2015
BUDGET REQUEST FORM – 11 OF 12
Operating Supplies and Expenses – The SGA will supply standard office supplies.
Please provide a breakdown for office supplies on a separate sheet of paper.
Indicate other types of office supplies, media items (books, magazines, recorded media,
computer software, etc.) on the request worksheet.
The only column you need to fill out is the “This Year Request” column.
Effective January, 2015
BUDGET REQUEST FORM – 11 OF 12
Equipment, Repair, and Maintenance – List items requested, and their purpose.
Itemize and service contracts
List all maintenance or upgrades needed to current equipment.
The only column you need to fill out is the “This Year Request” column.
Effective January, 2015
BUDGET REQUEST FORM – 12 OF 12
Printing and Promotion – Please describe any advertising, promotional material or general
merchandise that the organization will create/order. Itemize all costs and indicate the
frequency of each expense.
Interest Meetings – The SGA will fund the cost of refreshments for one meeting per
semester for up to $50.00
Effective January, 2015
BUDGET REQUEST PROCESS – 1 OF 3
The steps to complete the budget request process are:
- Complete the Budget Request Form
- Submit the form electronically, via email, to the SGA Vice President of
Finance
- Keep in mind that you also need to submit the Club Annual Report to the
CSI Office in order to be eligible for budget meetings.
- You will be scheduled to attend a meeting of the SGA Finance Committee to
discuss the budget request. Finance Committee members will have the
opportunity to ask questions of organization representatives. An
organization representative must attend the hearing to justify the budget
request.
Effective January, 2015
BUDGET REQUEST PROCESS – 2 OF 3
After your Budget Hearing, the Finance Committee will :
Present the budget to the Senate for Approval The Senate will do one of the
following:
-Approve the budget
-Return the budget to the Finance Committee for further discussion
-Reject the budget request
-After the Student Senate meeting, the SGA Vice President of Finance will
notify organizations of the action.
-Once the budget is approved, legislation must be typed and approved by the
SGA President, SGA Advisor and the Vice President for Student Affairs.
Effective January, 2015
BUDGET REQUEST FORM – 3 OF 3
After all approvals are secured, the legislation goes to the Fiscal
Administrative Assistant in the Cashier’s Office for the allocation to be
posted to the student organization account in Fund 816
A student organization should anticipate and plan for the process to take
up to 6 weeks depending on when the Finance Committee and Student
Senate are scheduled to meet.
No funds can be expended until all steps are completed.
Effective January, 2015