Transcript Slide 1

Student Group Training
2011-2012
University Funding Board
Introductions
My Name: Matt Meriweather
My Position: External Vice President
Student Government Office:
655 Steger Student Life Center (SSLC)
Today’s Agenda
• Before Requesting Funds
• The Process of Requesting Funds
• After Requesting Funds
Important Information
• Each Group is allotted up to $7,000/year.
– Must submit budget and follow UFB criteria to
attain these funds
• Each Group has $300/year in operating
funds
– This money does not require you to create a
budget but it does require exact
documentation of funds used
• Your Responsibility
Eligibility for Funding (pg. 21)
ELIGIBLE
NOT ELIGIBLE
• Group is open to all UC
students
• Group has registered with
Student Activities Board
(SAB)
• New Organizations
• Group has restrictive
membership
• Group receives any kind
of academic credit
• Any group eligible for
GSGA funds
*i.e. club sports, Greek
organizations, honoraries
– Must wait 10 weeks after
becoming a group to
request funding
What is an Event?
• Two Different Types of Events
Conference: “An event off campus in
which any member of the group will stay
overnight as a part of the event.”
– Program: “An event that is held on or off
campus that does NOT require the group to
stay overnight to attend.”
UFB Criteria 2010-2011
Items Generally Not Funded
(pg. 24)
• Seed Money (Loan)
• Student Gifts/Giveaways
• Honoraria for University students, faculty, staff, or
administrators
• Service Contracts (Coaches, Photographers)
• Media Equipment (magazines, videos, films)
• Electronics
• Alcohol
• Dues/Insurance (National/State Dues, Insurance)
Before Requesting Funds
• Know if you are eligible for funding
• Know what event (program/conference)
you are planning
• Create a budget and fill out the budget
request form
• Meet with a UFB Representative!
Process for
Requesting Funds (pg. 27)
• Filling out the Request Form
– The Front
• Name of Group and name of Event
• Specific Dates
• Person who Attended Treasurers Workshop
Signature
• Advisor Signature
• Description of the Event
• Purpose of the Event
– Needs to align with the purpose of the group
Process for Requesting Funds
• Filling out the Budget Request Form
– The Back
• The $$$$ part of the budget
• Line Items
– Make sure you add correctly!
• After you are done filling out the Budget Request
Form you need to attach documentation
Line Items (pg. 28)
100% Deductions
25% Deductions
• There is a deadline: Two
Thursdays before your
program date before 3pm
• Signatures do not match
• M-numbers. You need
them or you cannot go!
• Each line item that does
not have proper
documentation
• Balanced Figures
All items that do not fully
explain the cost
breakdown of each item
• All figures that do not
match documentation
– 25% deduction from actual
cost of item
• Mathematical
miscalculations
Line Items (pg. 28)
Advertising
• If an event on campus has
food and beverages and has
limited availability OR event is
located off campus
advertising with RSVP is
required
Transportation
• Airlines tickets for guest
speakers ONLY
• We will pay $0.25 a mile for
gas
–
UC Vehicles ONLY
Food
• You can get up to $2000 to
pay for food at up to two
events each year.
• Food only for UC students
Lodging
• UFB can fund up to $1000 of
lodging per year for
conferences
• We do pay for speaker’s
lodging when they come to
town for an event
If you’re planning a
conference…
• M-Number for all attending
• 10 student registrations paid for annually (Not
per Conference)
• Have proper documentation for travel expenses
• Itinerary needed
Documentation
• Documentation is the most important part
– Each line item on your budget needs to have
documentation
• Example:
– Sally wants to spend $146.87 on food.
• Receipts, pictures of prices on food, or invoice for
company is needed
– UFB needs proof of what you are spending
the money on. The more documentation the
better
Agenda
• Agendas are required for all programmed
events
• Example of acceptable agendas are
located in the student government office.
M-Numbers
• Groups traveling to a conference or anywhere in
a university provided vehicle must provide a list
of M-numbers for all students.
• This includes everyone, not just the people who
are including in the conference fees that UFB
pays for
• This is for your safety and very important.
Failure to have M-Numbers results in a denial of
the budget and this is non-appealable
Co-Sponsorships (pg. 24)
Filling Out the Paperwork
• ONE front cover with president/treasurer and
advisor’s signature from BOTH organizations
• ONE back cover explaining what each item
both groups are paying for and how much
from each group
• Food cannot exceed $2000 per events
• Cannot spend more than $3500 each year on
co-sponsored events
After You Are Done Making
Your Budget
• Get it checked by UFB
• www.uc.edu/sga
– Go under the UFB tab and our office hours
are posted
• Turn in your budget TWO FULL THURSDAYS
before your event before 3pm
Passed/Denied
Passed
Denied
• Congratulations!
• Visit Gila Johnson in 655
Steger Student Life
Center
• Create a new budget
– She will tell you what forms to
fill out
AND
– How to obtain the money you
were approved for
– New date, event, name
– You cannot apply for the
same event twice, dual
submission
• Appeal
– You only have one week to
turn in your appeal along with
the proper documentation
• You cannot appeal automatic
deductions
• Due by 3pm the next
Thursday
Assessments (pg. 29)
• Assessment Forms (Online)
– You must fill out an assessment form online
and turn in all your receipts within TEN days
of your event
– If the form is filled out late, UFB will freeze the
group’s funds for a number of days equal to ½
the number of days late the form was
– If your groups fails to fill out an assessment
form, the budget request will not be heard for
at least THREE business days
Changes for this year
• No Third Party Vendors (Hotwire, Expedia)
• No Kroger/shopping benefit cards
Important Dates
• April 15th, last day to spend operating
funds
• Requests for Summer funding due the 5th
week of spring quarter
• Requests for Fall 2011 due the 8th week of
spring quarter
Helpful Hints
•
•
•
•
•
Documentation is KEY
Check the math
Typed or legibly written
Make sure event is educational
Have a UFB representative check you
budget before it’s turned in!
Membership
• Each fall we have a membership drive for UFB.
We have two spots open this year
• October 17, 20: Open House for students
interested in joining UFB following meeting
– 10/17 6:30 PM, 655 SSLC
– 10/20 5 PM on 600 level of SSLC (open space)
• October 28: Membership Applications Due
Contact Information
• Matt Meriweather
• [email protected]
• (office) 513-556-1195
• (cell) 740-505-6390
Thank you!
Next: Gila Johnson