PAWS Leadership Series:

1. PAWS Leadership Series: Student Organization Finance Vice President of Finance Student Government Coordinator

2. Agenda • AS Grant Process • AS Student Organization Services • Fundraising • Travel • Points of Contact • Questions

3. Types of Funds • Club Money Club Money is the money raised by the club. It is deposited by club members into their club account. Clubs deposit money they make from Fundraisers, Club Dues Etc. • Grant Money A Club Grant is money provided to student clubs and organization by your Associated Students Government. All chartered clubs and organizations in good standing are eligible to receive funding; all you have to do is apply!

4. Getting an AS Grant • AS provides grants to clubs during the academic year. • Grant applications are available on Orgsync https://orgsync.com/20944/forms • Grant-seeking organizations must be chartered and in good standing.

5. Grant Money Can be used for: • Publicity and Copies • Supplies & Equipment rental for events • Fees for speakers/performers • Travel & lodging costs for speaker/performer • Travel for conferences and events • Office Supplies • Banners

6. Grant Money cannot be used for: • Food or Alcohol • Firearms • Clothing, Costumes, Uniforms • Awards, wages, or specialty items for club members

7. Grant Request Process • Complete an Grant Request Form on Org Sync • The Grant Request will be reviewed and • Approved – Grant funds will be awarded • Denied – Grants funds will not be awarded • Deferred – A decision will be made pending further information/time • An announcement will be provided from the Office of the Vice President of Finance with one of the 3 above decissions

8. Grant Requests: Programming • Clubs and Organizations must make hosted events open to all students of the University. • All Events must be actively marketed to students outside of the Organization. • A Club can receive up to $2,000 per year. • All Programming requests are reviewed by the Club Congress Finance Committee.

9. Programming Grant Request Form Available on Orgsync

10. Grant Requests: Travel • Off campus travel must enrich leadership, academic, professional or athletic development. • Clubs can use grant money for transportation to and from registration for conferences, competitions and seminars including flights, vehicle rentals, conference fees, and fuel reimbursement • A club can receive up to $1,000 per year

11. TravelGrant Request Form Available on Orgsync

12. Grant Requests: Supplies & Equipment • Clubs can use Supply/Equipment money to build Club infrastructure or to recruit members, can also be used to pay for dues and entry fees for Sports clubs. Clubs can use for equipment purchases that will belong to the club and will not become personal property. • A club can receive up to $500 per year

13. Supplies & EquipmentGrant Request Form Available on Orgsync

14. Grant Decision Guidelines • Process is viewpoint neutral. • Money for grant requests come from student fees. • AS emphasizes programs, services, and activities that affect the widest possible population of students at SSU. • A Grant Request may not be funded at the full requested amount

15. Grant Request Consultation • Involve your advisor in the development of your grant request. • Work with your fellow officers, especially those who have done event planning or grant requests in the past. • Meet with Student Government Coordinator, for assistance and advice on a successful grant application.

16. Spending Grant Money • Complete the Club Grant Expenditure Voucher, attach original, itemized receipts/invoices, a 204 form, and remember to include signatures! • If voucher with all documents required is turned in on Monday before 5 pm, the check will be ready the following Friday after 1 pm. • Checks are available for pick up at the Student Union Front Desk. If check payee has an Orgsync Account, the ASI Business Office will notify through a message. • Expenditures with submitted after 90 days will NOT be reimbursed.

17. GRANT Voucher The “Blue Form” Forms available in CSLIS or outside the 2nd Floor ASI offices.

18. California 204 Form “When in doubt, fill it out!”

19. AS Club Trust Form • Each club fills out a Club Trust Form when chartering or re-chartering. This is where clubs specify who is able to authorize Club Expenditure Vouchers. Signatures: Must have at least Advisor & Treasurer • 1 or 2 signatures required. • Filled out during the chartering or re-chartering process. • Club chartering is done at the CSLIS office. • Center for Student Leadership, Involvement, and Service (CSLIS) www.sonoma.edu/campuslife Location: 1st Floor, Sonoma Student Union CSLIS Student Assistants 664-4323 cslis@sonoma.edu

20. Club Communication Form This Form is placed in Club Mailboxes when supported document is not attached to the voucher. The appropriate box will be checked to indicate what is needed to provide payment.

21. California 204 Form “When in doubt, fill it out!”

22. Club Money • Complete the Club Account Expenditure Voucher, attach original, itemized receipts/invoices, a 204 form, and remember to include signatures! • If voucher with all documents required is turned in on Monday before 5 pm, the check will be ready the following Friday after 1 pm. • Checks are available for pick up at the Student Union Front Desk. If check payee has an Orgsync Account, the ASI Business Office will notify through a message.

23. Fundraising • Pub Club • Letter Writing/Solicitation • Sporting Events • Restaurant Nights • Mt. Mike’s, Coldstone, Mary’s Pizza Shack, Cattlemen’s

24. Travel Policies • All individuals must read and sign travel waivers and receive a letter describing travel risks. • All drivers must take a defensive driving course. • To rent vans or book airfare through ASI, all travel forms must be completed in advance. • If you are planning to travel, you must contact CSLIS.

25. Travel Options • Rental cars/vans: Clubs may take advantage of ASI rates/insurance by booking with Enterprise Rent-A-Car through the ASI Business Office. • Airlines: Consult with the ASI Business Office on booking flights and making payments. • Busses: All bus travel must be done through SSU preferred bus lines; otherwise, proof of liability coverage must be provided.

26. Points of Contact • Student Union Information Desk • Deposits, forms • Club Mailboxes • Pink form • Orgsync/Email • Appointments, questions, requests • Orgsync Grant forms, budget request information

27. Don’t Forget… • All expenditures must be backed up by an original, itemized receipt or invoice. • ASI does not reimburse for alcohol • Unpaid campus bills (including sports club violations) or overdrawn accounts will result in your club’s privileges being suspended • ASI does not mail checks to students.

28. Club Money Voucher The “White Form” Forms available in CSLIS or outside the 2nd Floor ASI offices.

29. Club Communication Form The “Pink Form”

30. Questions? • Account balances, statements, status of checks • Orgsync  Balance Inquiry Request online. • Grant process and request status • Developing your grant request • jason.fitzer@sonoma.edu