Transcript SAFAC 2015-2016 Budget Workshops What is SAFAC? • • • • • • Student Activity Fee Allocation Committee SAFAC allocates funding to undergraduate student organizations that are registered with COSO At least.

SAFAC
2015-2016
Budget Workshops
What is SAFAC?
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Student Activity Fee Allocation Committee
SAFAC allocates funding to undergraduate student
organizations that are registered with COSO
At least 75% of membership must be undergraduates
SAFAC only allocates funds for one fiscal year. A
referendum is required for multi-year expenditures.
Fiscal year ends at the end of May → all unspent
approved SAFAC funds will go back to SAFAC
We are here to subsidize an organization’s
expenditures
SAFAC Liaisons
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Check online for who your liaison is
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Go to miami.edu/safac → “SAFAC Members”
List of liaisons for 2015-2016
Contact your liaison via email to set up an
appointment or walk into the SAFAC office in
SSC 210H to meet with a liaison
Contacting Your Liaison
• Do’s
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Send an email
If there is no response after 48 hours send an email to
[email protected]
Come to our office in SAC 210-H to meet with any liaison
• Don’ts
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Forget we are students too
Contact your liaison in his/her personal space unless he/she
explicitly allowed it
• Examples
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Calling/texting
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Knocking at our doors (especially late at night)
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Social Media (please no FB messaging)
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While we’re at the gym
Requesting Funding
What does SAFAC consider
when reviewing a budget?
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Guiding Principles
Necessity of expenditure
On campus and open to entire university
community
Ensuring Fairness to all
Organizations
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Guidelines
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General policies deciding how much we fund for certain
items and which items we do not consider
• Ex: T-Shirts will be funded at $5 per member, Flights will
be funded at $200, etc.
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Precedents
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Determined throughout the year as SAFAC makes
decisions
• Early Budget Precedents apply to Early Budgets
• Regular Budget Precedents apply to Regular Budgets
• Vary from year to year – new committee
Types of Funding
• Early Budget Request (can ask for one)
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Must be submitted during the spring semester of the previous year
Only for expenses taking place up until the first day of Finals, Fall semester
Money is removed from your account after the Fall Semester
Deadline is Tuesday March 3rd, 2015 by 5 p.m.
Cannot submit this budget within the Fall semester
• Regular Budget Request (can ask for up to 2 per year)
• Funding in excess of Early Budget Allocation
• Must make an appointment to present before the committee
• ***Capital Items can be requested on either budget
• Requests for equipment or items that will last more than three years
The Budget Forms
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Can be found online (with examples) at
www.miami.edu/safac
Download the forms from the website for
every budget
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Do not use prior forms – they are not updated
with the correct formulas
This leads to problems with using the budget
Make sure the budget is on the correct form
(FCS has their own form!)
Do not add/delete rows – this also causes
problems with the budget
Making a SAFAC Request
Meet with your Executive Board to determine
what your organization needs
2. Fill out the 2015-2016 Budget Request Form
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Documentation is required for everything that is
not explicit in Guidelines
Meet with your liaison and get a signature
4. Obtain signatures from advisor, president, and
treasurer AFTER the liaison signs it
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It will be reprinted if you have signatures before
the liaison signs it
Submitting your Budget
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Submit the electronic excel copy on OrgSync via the
form found here (“2015-2016 Early Budget
Submission”):
https://orgsync.com/55364/forms/132830
• Submit the signed form with stapled documentation to
SSC 206
• Sign up for a presentation time
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No presentation is required for Early Budgets
• Presentations for Regular Budgets are Wednesdays from
2:45 to 4:30
Presenting to SAFAC
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SAC Iron Arrow Room
Wait outside to be called in by a liaison
Bring quotes (just in case) or handouts (if
needed)
Treasurers must present
Advisors are NOT allowed to present
Room Layout
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SAFAC members will be in a “U” shape
Your budget will be projected on the screen
You will stand next to your screen and
present your budget, line by line
Understanding Your Budget
after it is Reviewed
After Voting: Cover Sheet
After Voting: Detail Sheet
Dealing with the Money
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Business Expense Reimbursement Form (BERF)
Interdepartmental Requisition (IDR)
E-Checks
Purchase Orders
Stipulated Funds – These funds must be claimed via
OrgSync - https://orgsync.com/53219/forms/103858
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ALL Travel will be stipulated
• These funds are NOT automatically put into your account!
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Talk to your advisor for account balance inquiries, as
SAFAC does not have access to your accounts
• Consult the Student Organization Handbook for more
information on using funds
Reimbursements
• SAFAC does NOT fund reimbursements (not to be
confused with BERFs)
• Consult the Guidelines for policy
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Usually a budget must be SUBMITTED at least two
weeks before the first expense needs to be made.
• PLEASE PLAN AHEAD!
• If an emergency arises – contact
[email protected] immediately
Stipulated Funds
•Must be claimed via OrgSync
•In order for funds to be released, you need
documentation that shows that you have to
pay for it (receipt, invoice, etc.)
•For non-FCS organizations, must have trip
registered for stipulated travel funds to be
released
•If stipulated money is used for a coach,
speaker, entertainment, etc. you must attach
the signed contract for the funds to be
released
Stipulated Funds
•Releasing Stipulated Funds for Trips
•Get approval from SAFAC
•Register trip via OrgSync at least 2 weeks in
advance (Required!)
•If approved, go on the trip (keep all receipts)
•Fill out the OrgSync form to release funds that were
stipulated by SAFAC – attach copies of ALL receipts
•Fill out paper BERF to get reimbursed for expenses
paid out of pocket – Attach ALL receipts
•Turn paper BERF to SASO (SAC 206)
***Funds must be spent in the manner in which
SAFAC allocated
Paper BERF Form
•If a student incurs an expense on behalf of a
student organization, he/she can fill out and
submit a paper BERF.
•Paper BERFs must be filled out in full with
ALL receipts and documentation attached.
•For events or general meeting expenses, a
flyer, email, or sign in sheet must be attached
(in addition to receipt) to prove that the event
took place.
• For conferences and trips, an itinerary must
be attached in addition to all receipts.
Paper BERF Form
•ALL paper BERFs should be turned into SASO
(SC 206) or the Student Org Suite front desk
(SSC 210).
•Disbursements WILL NOT approve the BERF
without SASO’s approval.
•Please write legibly and be as descriptive as
possible on the paper BERF to avoid any hold-ups
in the process.
•If you are a UM student employee with direct
deposit, reimbursement will be automatically
deposited into your bank account
•If you are NOT a UM student employee, a check
will be mailed to the address on the BERF
Paper BERF Form (Example)
APPEALS
First contact [email protected] to set up an
appointment to discuss your concerns
2. If an agreement cannot be made, the
organization must fill out the appeals form at
miami.edu/safac under “Funding Request
Forms”
3. Policy and Finance Committee will decide if the
appeal will go through to Senate
4. Senate opinions go to the Vice President of
Student Affairs
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Appeals Timeline
Allocation posted
to OrgSync on
Wednesday
Student Org Travel Policy
Travel Policy Before Departure
• All off-campus trips for non-FCS orgs MUST be
registered with SASO via the OrgSync form
• All travel participants MUST fill out the Student
Travel Waiver on OrgSync
• Both the Trip Registration Form and Student
Travel Waiver MUST be filled out and approved
2 weeks prior to the departure date
• Stipulated Funds will NOT be released if
these two forms are not filled out and
approved prior to departure!!
Travel Policy Traveling & Return
• In the event of an accident or other emergency
during the trip, immediately contact the
University of Miami Police Department and the
organization's advisor.
• Upon return, complete the Stipulated Funds
Release Form via OrgSync (ALL receipts must
be attached!)
• Students who incurred expenses while traveling
should fill out a BERF to be reimbursed.
Common Questions
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What is a SAFAC account?
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What is an agency or ‘9’ account?
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Your SAFAC account will start with a 4 and will consist of funds
provided by SAFAC. Your SAFAC account will clear at the end of
the fiscal year (around the end of May) and will go back to SAFAC
to be used for the next upcoming academic year.
Not every student organization will have an agency account. The
account starts with a 9 and consists of funds from everything that
is not SAFAC - member dues, fundraising, etc. This account will
not clear at the end of fiscal year.
Interested in getting an agency account? Please pick up the forms
to apply for an account in SAC 210 or SAC 206.
What is a donation account?
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A donation account is used to track and deposit donations from
outside donors.
This account allows the donor to claim the donation as a taxdeduction.
Donations can be made via check and sent to Advancement or
can be made via credit card on the Student Org Giving Site.
• Help! I can’t see my budget on OrgSync!
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We will post your allocation by 5pm on Wednesday
If you aren’t listed as an administrator on OrgSync, you will not be
able to see your budget.
• I was funded an event (venue, conference, competition,
etc.), but I would like to go to a different one. Can I
spend my SAFAC funds on the new event instead?
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NO! You must spend your money as allocated line by line.
You must request permission from SAFAC to spend your
allocation on different items. Contact your liaison for help.
• The price of an item has changed. Can SAFAC fund
the difference?
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In certain cases, some items can be re-looked for a cost
difference.
You would need to fill out the Cost Adjustment Form. It is on
OrgSync, under SAFAC’s page under “Forms.”
Contact your liaison for help.
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How do I find out how much money is in my accounts?
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Your SAFAC liaison will NOT have access to your account. Only
your advisor has access to your account.
If your advisor is unsure how to check your account please email
[email protected]
What are stipulated funds?
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Funds that have already been approved by SAFAC to spend but
are not yet placed for use in your account.
By claiming your stipulated funds, you are providing
documentation that you spent funds in the way that was
presented on your approved SAFAC budget.
Once the claim request has been approved, those funds will be
transferred into your organization’s SAFAC account.
All approved SAFAC stipulated funds can be claimed via OrgSync
form: https://orgsync.com/53219/forms/103858.
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Be sure to include as much documentation as possible, including the
approved University contract (for a performer, coach/instructor, speaker,
entertainment, etc.) as well as receipts for all money spent.
• I accidentally put donation/fundraising money into my
SAFAC account and it cleared when the fiscal year
ended. How do I get that money back?
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Contact the SAFAC advisor Josh Brandfon at
[email protected]
• When can I ask for a UPrint card?
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UPrint cards can only be requested the Spring Semester of the
prior year. They are typically due the day Early Budget Requests
are due in the Spring. Fill out a form on OrgSync for UPrint.
• Can I request for both mileage & a rental car?
• No, you must request one or the other.
• The price for mileage is $0.575 per mile.
• Please consult the Guidelines for mileage caps.
• Can I spend SAFAC money on items I didn’t request?
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NO! You must spend your money as allocated line by line.
You must request permission from SAFAC to spend your
allocation on different items.
Organizations could be potentially audited if there are any
improprieties in the organization spending
Questions?