Welcome Student Org Leaders! “Show me the Money”

Welcome Student Org Leaders!“Show me the Money” Jason Scapa MS IV Treasurer MSC Budget Committee Chair August 19th, 2014

What is the Budget Committee? VP + Treasurer from each class

What do we do? Conferences Class Funds $25,000 MSC Projects SIG Events

Funding Eligibility 1.) DGSOM Student Interest Groups 2.) Enrolled as UCLA MS + Attend this meeting You are the only person who can submit a proposal to me!

Deadlines Proposals are due to mscbudgetchair@gmail.com the LAST TUESDAYof the month by 11:59 PM BC Meetings occur the 1stTUESDAY of the month The earliest you can have an event requiring SAO assistance is the 2ndTUESDAY of the month You will receive an email from me within 72 hours of the BC meeting (Friday after the BC meets)

When do we meet?

Reimbursements You pay out of pocket, except lunch talks You hold on to your receipts. You submit your receipts, follow-up form, and evaluation form to mscbudgetchair@gmail.com, Rafael Gonzalez @rafaelgonzalez@mednet.ucla.edu Shamar Jones @ snjones@mednet.ucla.edu within 21 days NO RETROACTIVE PROPOSALS MUST SUBMIT RSVP LIST

Food

2014-15 SIG Requirements • 3 events minimum; one each semester • (One will usually be a lunch talk) • Non-Lunch talk such as a workshop, community service project, health fair, or skill session • Collaborative event with another SIG • An event can meet multiple requirements but will only count as one event • Can appeal at renewal if did not meet requirements

FOOD Direct MS benefit & limitations finite budget NOT ELIGIBLE • Gifts to students, faculty, or non-students • Meals while traveling • Transportation to the airport • Postage • Speaker honorariums • Office supplies • Parking • Individual research (SAO funded only)

FOOD Funding Sources 1 SAO Funded food event, must be used by 12/31/2014 $6.50 per person for max $325 1 MSC Funded Food event, apply through BC $6.50 per person for max $325 *All-star event* - discretion Group + GroupWeeklong event (3 events) $6.50 per person for max $325 Department. College. National. *MUST SUBMIT RSVP LIST 1 WEEK PRIOR*

Conferences and Travel

Travel Guidelines • Each SIG gets 1 conference max/year • Must be in line with mission statement of the SIG • Only the 2 leaders registered with Shamar may go to conferences for 2014-15 • MUST DESIGNATE 2 TRAVEL ELIGIBLE LEADERS FOR ENTIRE YEAR BY OCT 1, 2014. NO EXCEPTIONS! • For National Orgs (APAMSA, AMA, AMSA, etc.) voting members may apply in addition to 2 designated leaders • After designation of next year’s incoming leadership, if leaders registered with Shamar can’t go/don’t want to go, may have incoming rising MS2 take place

TRAVEL Apply to BC for • Registration fees • Transportation • Lodging @ conference, professional meeting

Travel Funds • Max per group per year: $2500 • Registration fees- $200/personup to $1000/conference • Travel and Lodging in state: $500/person • Travel and Lodging out of state: $700/person • Deductible in state: $50 • Deductible out of state: $100

TRAVEL Fly = Coach @ lowest price day of proposal submission Drive = Car >50 miles ($56.5cents/mile) No tolls, parking fees Lodging = if greater than 50 mi away

Sample Expenses • You want to send you and co-coordinator to 3 day (2 night) conference in Washington DC. Fees are $270, Airfare is $510, Hotel is $200/night. Total requesting is $980/person. • Registration: $200 • Airfare + Lodging: $700 ($510 + $200) • Deductible: -$20 • You will be paying $70 over the max for the registration fees, $10 over for airfare/lodging so that subtracts from your $100 required deductible • Total allocated: $880/person • Basically, any overage will be counted towards your deductible up to $100

Travel Reimbursements • Pay out of pocket after approved and then reimbursed after travel • Must submit Original Receipts to Raphael or his mailbox in SAO within 21 days of returning from conference • Credit Card statement if charged • Must submit copy of conference registration • In proposals must show proof of lowest airfare and hotel lodging

National Event BC will not fund a national student group to hold a regional or national meeting

Class $$$ Your class MSC is a student group Each class receives $1000 Each class receives $250 for meals/snacks @ MSC meetings.

Appeal If feel funding not appropriately allocated, contact me (mscbudgetchair@gmail.com). I will email you an appeal form. Fill out by LAST TUESDAYof the month by MIDNIGHT. We will then discuss at the next meeting.

Non-Allocated End-of-Year $ Starting in April, BC will start looking at prospects of having non allocated money and will relax funding maximums accordingly At our last meeting in May 2014, if we have money left over, the BC may decide how to allocate these funds to the overall benefit of the DGSOM MS population.

Forms

Forms www.mscdgsom.weebly Click Budget Committee (tab @ top) Or http://www.medstudent.ucla.edu/current/ Click Student Organizations & Events Click Medical Student Council Click Budget Committee (tab @ top)

Quiz

Questions! If you are applying for $ for a lunch talk on Tuesday, October 2nd, when do you need to submit your proposal? If you want to schedule an event for October, and are submitting your proposal in October, when is the earliest you can hold your event? When is the deadline to submit your proposal for an event October 23rd?

Questions! So you had your stellar lunch talk with Dr. Amazing, and it was a great success. What do you need to do next? You are the leader of PIG and want to hold a evening dinner with the pediatricians. What should be your first try at obtaining funding?

Questions! You want to give your speaker a post-marked binder at lunch (your treat!) and then pay for his parking with BC funds. Yay or nay? You want to attend a conference at USC w/ BC funds. Yay or nay? You want to fly first class on Virgin Airlines and have your own deluxe suite with chocolate strawberries, champagne, and unlimited room service. Yay or nay?

Questions! You are the leader of FMIG. You want to go to the national conference in NY. How much of your registration fee will we cover? How much of your lodging and flight will we cover?

Emails Jason Scapamscbudgetchair@gmail.com Rafael Gonzalez rafaelgonzalez@mednet.ucla.edu Shamar Jones snjones@mednet.ucla.edu Sam JacksonSBJackson@mednet.ucla.edu Ezra BersteinEBerstein@mednet.ucla.edu

Go forth and study!

Welcome Student Org Leaders! “Show me the Money”