Transcript ASM Open Fund Grants 2014-15 Academic Year Agenda • Review the purpose of Open Fund Grants • Review the regulations and restrictions that apply.

ASM Open Fund
Grants
2014-15 Academic Year
Agenda
• Review the purpose of Open Fund Grants
• Review the regulations and restrictions that apply to
ASM’s funding
• Review purchasing and payment options
• Review Grant Forms
• Fill out Grant paperwork
• Questions?
Introduction
• The purpose of the Open Fund Grant: Support routine operational
expenses of student organizations, as well as aid in recruitment
• Grants are awarded using a simplified process – the grant application
is simplified relative to ASM’s other grants and no grant hearing is
required. The established award for each grant is $200.00 and award
funds are available throughout the academic year
• ASM’s Open Fund Grants are open to any student organization that is
registered with the Center for Leadership and Involvement (CfLI)
• Your group will need to register every fall with CFLI (by Oct. 1st)
• “Approved” status must be established and maintained or group will
be responsible for any funds expensed on your behalf
$
200
$150 for
printing
$50
for
office
supplies
Overview
• ASM’s funding, including the Open Fund Grants, are supplied
by Student Segregated Fees, collected by each student when
they pay tuition
• Each year, ASM sets aside money in its budget specifically to
fund RSOs
• The State of WI, UW System, and UW place restrictions on
the use of Seg Fees, including Open Fund Grants
• ASM must be aware of and comply with all policies relating
to this
ASM Finance Committee
• Student Committee that makes the funding decisions for the
Open Fund, Operations, Event, and Travel Grants
• Made up of 9 members, all students - four from student
council and five at-large
• Any UW student can apply to be an at-large member
• ASM Financial Specialists act as policy advisors to the
Finance Committee and process payments for the grants
Golden Rule of ASM Funding
• You may not use any part of your grant to charge or solicit
money from students!
• Since Segregated Fees have funded your grant, students have
already paid your group once; the Finance Committee has
awarded their money to you.
• Your group may not subsequently ask students to pay again by
fundraising, charging an entrance fee, asking for donations, or
selling items while utilizing grant funds.
• This directive applies to all Open Fund Grant categories.
What the Open Fund Grant
Does Not Support:










Fundraisers
Revenue-producing endeavors
Food and beverages
Gifts, donations, contributions, prizes, Alumni relations
Financial Aid
Legal Services
Expenses incurred prior to ASM approval
Wages, Salaries, Stipends
Non-University printing services
Elections of any kind (except for elections of the leadership
members of the RSO)
 Event orientated funding (except for Kickoffs and Student
Org Fairs)
 Capital / Equipment purchases
What Can the Open Fund Grant
Be Used For?
Printing
 Informational, descriptive pieces about your
group
 Banners
 Buttons
 Group stationary
 Group business cards
 Internal meeting materials
 Student Org Fairs / Kickoffs
 Group election materials
 Bookmarks
 Other…?? (Just ask!)
Office Supplies
• All printing must be done at
StudentPrint
• Located on the 3rd floor of
the Student Activity Center
• Phone: 608.262.6216
• E-mail:
studentprint.rso.wisc.edu
• Hours:
• Monday-Friday 9:30AM6:30PM during the
academic year
• Monday-Friday 10AM4:30PM during finals week
and the summer
11/7/2015
StudentPrint
StudentPrint
• 1. Visit the StudentPrint web site at studentprint.rso.wisc.edu
• 2. Use the quick links to check out our services, paper choices, and
FAQ’s
• 3. Completely fill out an order form and submit it at
[email protected]
Processing Orders:
• Once we have complete information, including proof approvals
when applicable, StudentPrint can guarantee completion of orders
by the end of 2 full working days
• For large orders; orders requiring special handling; or special
finishing; StudentPrint appreciates a week for processing time
Call us if you have any questions, we are happy to help!
11/7/2015
How to submit an order:
• Tips for placing an order:
• Only the 2 authorized signers may submit orders, and
approve a proof. Anyone can pick up/sign for an order
• If an RSO member who is not an authorized signer submits an order, it
will not be accepted. Authorized signers may not authorize students
who have not been through the ASM training to submit orders
• If your group goes by an acronym, please make sure to include the
acronym and the full name of the group on the order form. Clearly
mark the type of funding your group has on the order form
• Orders charged to an account must be at least $2.00
11/7/2015
StudentPrint





ASM logo and disclaimer must be on anything that is printed using ASM grant
funds
StudentPrint will not process group printing with ASM grant money unless the
ASM logo and disclaimer are included somewhere in the printing
If a print job is completed and does not contain the ASM logo and disclaimer,
your ASM Open Fund Grant cannot be used to make payment and you will be
responsible for payment.
ASM logo and disclaimer must be large enough to be legible
ASM logo and disclaimer link can be found here:
https://docs.google.com/file/d/0B5jz_ikfcqadRjZPc0FYakVTLTg/edit
11/7/2015
StudentPrint
StudentPrint
Multiple Grants
• Please be very specific about what kind of funding you are
using. If you have orders to be charged against multiple
grants, use a different form for each order. Please do not put
orders for more than one grant on the same order form.
• You must use grants for the purpose they were awarded. If
you run out of money on an Event Grant you may not use
your Open Fund or Operations Grant for your Event needs.
11/7/2015
11/7/2015
Good Flyer
Bad Flyer
• This event is a fundraiser
• No logo and disclaimer
“Cupcakes for Cancer”
September 30, 2013 – 7:00PM to 8:30PM, SAC Room 4210
All cupcakes $2.00, three for $5.00!
Additional Donations Welcome!!
All proceeds will go to the American Cancer Society
XYZ @ the University of WisconsinMadison is a student run non-profit.
Your support is integral to our success!
Join the movement. Be the change.
• Donation reference
11/7/2015
Come Support our Fundraiser!
Office Supplies
• All supplies must be purchased at the University Bookstore
using an ASM Wiscard
• $50 maximum per group
• Present Wiscard to cashier before purchases are rung up
• Your purchases will be tax-free and priced at a 10% discount
• Paper, pens, ink cartridges, chalk, binders, small flash drives,
art supplies, etc. are acceptable office supply purchases
• Coffee cups, greeting or thank you cards, candy, stamps,
prizes or awards are NOT acceptable office supply purchases
• If you are unsure about what you may buy, ask the Finance
Chair or Financial Specialist
Deadlines
• Deadlines to spend Open Fund Grant money will be posted
on the ASM website, and usually coincide with the weekend
after final exams in May
• WISCARD spending should be completed by the last week of
spring semester finals – any remaining balances on
WISCARDs do not carry over into the following academic
year
Important Grant Issues
Delegation
As grant contacts for your group, you have received the complete grant training
through an ASM workshop. If you chose to delegate grant responsibilities to
other group members, please familiarize them with ASM’s grant policies
Advisor Involvement
Receiving and spending your ASM grant award is another learning experience
for you as students. If your group works with an advisor, please be aware that
ASM’s grant process is student driven and the advisor’s role should remain
supportive in nature
Succession Planning
• Start thinking about leadership changes now for an easier group transition
• If at any point one of your grant contacts changes, you MUST notify ASM so
that records can be updated
• Failure to do so can result in missing deadlines or loss of access to your funds
Managing Your Grant Finances
Keeping track of your spending will help your group maximize the grant’s
effectiveness for your group. Your ASM Financial Specialist can also help you
with spending ideas!
Other Funding Options
• ASM Funding
•
•
•
•
Event Grant
Travel Grant
Operations Grant
General Student Services Fund (GSSF)
• Other Funding on campus
•
•
•
•
Multicultural Council of the Multicultural Student Center (MCC)
WUD Grants
Morgridge Center
Center For Leadership & Involvement (CFLI) - Wisconsin
Experience Grant
For More Available Funding Possibilities Please Visit:
http://www.guide.cfli.wisc.edu/org_finances_funding.htm
Where to Get More Info
• This user guide is posted at
www.asm.wisc.edu
• ASM Finance Chair – Mary Prunty
[email protected]
• ASM Financial Specialist
[email protected]
• Finance Committee Webpage
www.asm.wisc.edu/finance-committee.html
Communicating with your ASM
Financial Specialist
ASM recognizes your group by your grant number as well as
your group name
• When sending an email or calling the ASM office, always
identify yourself using your grant number
Your primary and secondary contacts also serve as the
authorized signers for your group
These two should be the only group members
corresponding with ASM about your grant
Communication Forms:
• Grant Memo Form
• Contact Change Form
Grant Memo
To: Mallory Lopez/Ray Scanlon, ASM Financial Specialist
*Please complete this form when dropping off ANY materials at ASM
Today’s Date______________________
Grant Number (four digits) : ___________
Your Name: _______________________________________________________
Your Email Address: ________________________________________________
Your Position Within Your Org:________________________________________
I am dropping off:
Mail
Poster/flyer
Trip Agenda/Conference Brochure
Reimbursement Documents
Invoice
Additional info needed for Financial Specialist:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
Next Steps….
• Complete and sign your ASM Open Fund Activation Form-Front and
back
• Complete the Wiscard Agreement Form
• Setup a meeting with an ASM Financial Specialist to discuss your
grant and plan the expensing of your funds
The ASM Financial Specialists are Mallory Lopez and Ray Scanlon and
can be reached at [email protected] or 608-265-4276
QUESTIONS?
ASM welcomes your feedback - Please let us know:
• If the Open Fund Grant has helped your organization
• If there are other types of expenses more relevant to your
organization than printing, etc.
• If you have suggestions on how we can make the funding
process simpler for your organization