Student Group Training 2011-2012

1. Student Group Training2011-2012 University Funding Board

2. Introductions My Name: Matt Meriweather My Position: External Vice President Student Government Office: 655 Steger Student Life Center (SSLC)

3. Today’s Agenda • BeforeRequesting Funds • The Processof Requesting Funds • AfterRequesting Funds

4. 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

5. ELIGIBLE Group is open to all UC students Group has registered with Student Activities Board (SAB) New Organizations Must wait 10 weeks after becoming a group to request funding NOT ELIGIBLE Group has restrictive membership Group receives any kind of academic credit Any group eligible for GSGA funds *i.e. club sports, Greek organizations, honoraries Eligibility for Funding (pg. 21)

6. 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

7. 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)

8. 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!

9. 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

10. 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

11. 100% 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 25% Deductions Balanced FiguresAll 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)

12. Line Items (pg. 28) Advertising • If an event on campus has food and beverages and has limited availability ORevent 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

13. 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

14. Documentation • Documentation is the mostimportant 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

15. Agenda • Agendas are required for all programmed events • Example of acceptable agendas are located in the student government office.

16. 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

17. 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

18. 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

19. Passed/Denied Passed • Congratulations! • Visit Gila Johnson in 655 Steger Student Life Center • She will tell you what forms to fill out AND • How to obtain the money you were approved for Denied • Create a new budget • 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

20. 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

21. Changes for this year • No Third Party Vendors (Hotwire, Expedia) • No Kroger/shopping benefit cards

22. 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

23. 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!

24. 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

25. Contact Information • Matt Meriweather • meriwemt@mail.uc.edu • (office) 513-556-1195 • (cell) 740-505-6390

26. Thank you! Next: Gila Johnson