Transcript SFC Budget Guide - Oberlin College

SFC Budget Guide
2008-2009
Budget Allocations
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08-09 Budget Process Timeline
• March 16 – Preliminary Budgets deadline
• April 3
– Last ad-hoc allocation session
• April 2 – Final Budgets deadline
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Budget Checklist
• Turn in the budget on time!
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Follow the SFC budget format
Use Portrait, instead of Landscape page setup
Use a “standard” font (Times, Arial)
Have page numbers
Do not resubmit the same exact budget from last year
(include changes, updates, corrections, etc.)
Preliminary Budget Submission
•
All organizations have to submit a preliminary budget
by March 16th.
Committee Members will be available to meet with
organizations for 10 minute appointments at the
following times in the SFC Office (Wilder 316):
Sunday March 16th 4pm-7pm
Monday March 17th 3:30pm-7pm
As well as during regular Office Hours that week:
T,Th: 12:30-1:30 W,F: 1:00-2:00
Please sign up in advance on the sheet outside the office.
Submitting your Budget
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This year, you will be required to:
1.
E-mail one electronic copy as an attachment in a .doc,
.pdf, or .xls format to: [email protected]
2. Submit two complete hard copies to a box that will be
placed outside the SFC office.
NOTE: Both the electronic and the hard copies must
include the SFC Cover Sheet. However, to avoid
having to scan the page, only the hard copies need to
have signatures on the Cover Sheet.
NOTE: We will only view the latest budget that you submit to
us before 12AM on April 2nd.
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Budget Content
1.
2.
3.
4.
5.
6.
Cover Sheet
Introductory Page
Budget Summary / Table of Contents
Itemized Budget
Inventory
Additional Information / Appendices
If you need a sample budget to look at, please come to the
office and we will help you find the budget of a similar
organization that you can use as a reference.
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1. Cover Sheet
• Available online
• Required in order to
receive an allocation
• Do not include an
additional title page
after it
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2. Introduction
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2. Introduction (cont’d)
• Organization information
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Name of Organization
Type of request (2008-2009 Budget Allocations)
FULL name and e-mails of Treasurer and Advisor
Full FOAP consisting of “90000-Org#-xxxx-99”
• Mission
▫ This can be taken directly from the organization’s
charter. If your charter has, or will change in the
future, please summarize the changes relevant to the
budgeting process here.
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2. Introduction (cont’d)
• Summary of past year’s activities
▫ List and briefly describe the major activities of your
organization over the past year. The description for
each activity should be no more then two or three
sentences, and preferably just one.
• Objectives for next year
▫ Evaluate the effectiveness of your organization over
the past year in meeting the goals as outlined in your
charter. Consider how your organization can improve
next year. No more than one paragraph.
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3. Budget Summary
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3. Budget Summary (cont’d)
• “The table of contents for your budget”
• List of the budget categories
▫ Specific to your type of organization
• Should fit on 1 page
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4. Itemized Budget
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4. Itemized Budget (cont’d)
• The “body/heart” of the budget
• A breakdown of your request for each of the
Budget Categories listed in the summary
• SFC will not approve funding for any
items, which are not explicitly listed and
explained in the budget
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4. Itemized Budget (cont’d)
• Required order for Budget Categories:
8. Programming
1. Supplies
 speakers, events,
2.Copying Costs
tournaments, etc.
 handouts, publicity, etc.
9. Conferences
3. Printing for Publications
 which you will attend
4. Phone Tolls
10. Fees
5. Equipment (buy/rent)
 registration,
6. Media Resources
membership, etc.
 books, magazines,
11. Paid Positions
subscriptions, etc.
12. Subtotal
7. General Meetings Food
13. Expected Income
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4. Itemized Budget (cont’d)
• Your budget does not have to include every
single Budget Category
• When requesting tangible items (i.e. long-term
equipment) you must indicate where it will be
stored.
• Different aspects of an item might belong to
separate categories
• ex.: enter the speaker’s honorarium under
Programming, and the event publicity under
Copying Costs
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4. Itemized Budget (cont’d)
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The format of your itemization is key!!
Outline format:
1. Budget Category
A. Item Title
Descriptive paragraph
i. Component(s)
“Table of information goes here”
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Descriptive paragraph:
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what, when, where, why
price sources, definitions, etc.
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4. Itemized Budget (cont’d)
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Your budget is flexible!
You can update the content of your budget by
submitting a memo to the office
Funds can be moved around, as long as they
are spent for the same Budget Category.
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4. Itemized Budget (cont’d)
• List of items that SFC does not fund:
▫ Summer break activities, explosives, firearms,
weapons, drugs, or other illegal items
• List of items that SFC does not fund, but will
allow to be purchased with funds from
organizational income:
▫ Mailings, banners, spray paint, gifts, outside
donations, silk screens, t-shirts and bulk-order
clothing (except uniforms), and rent
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4. Itemized Budget (cont’d)
• Table Format
Item
Subtotal
Quantity
Unit Price
Total
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5. Inventory
• A table of what your organization ‘owns’.
• All items bought with SFC funds belong to the
entire student body.
• SFC needs to track your previous purchases,
when new requests are considered.
• You must have an inventory page in order
to request equipment.
• You must also make sure that the location
where your inventory is stored is made
clear to us on this page.
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5. Inventory (cont’d)
• Table Format
Item
Description
Original Value
Life
Expectancy
Date
Purchased
(Age)
Condition
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Changes in this year’s process
• Mandatory communication with the committee.
GOAL: To increase awareness and transparency.
• Electronic submission of budget requests.
GOAL: To avoid unnecessary use of paper.
• New Appeals/Ad-hoc Process.
GOAL: To facilitate accessibility to funds.
• Tabled budgets re-issued before the end of May.
GOAL: To minimize the tabled budgets in the fall.
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QUESTIONS???
Office of the Student Treasurer
Wilder 316
(440) 775-8119
http://oberlin.edu/stuorg/sfc/
Office Hours:
Monday 3:30 - 4:30
Tue & Thu 12:30 - 1:30
Wed & Fri 1:00 - 2:00