CPO Staff

1. CPO Staff • Tracey Howard – Assistant Dean for Program Development • Supervises all CPO & Kellogg Center Staff • Works with new student groups during their formation • Assists student groups with websites • Advises the Student Senate Appropriations Committee • Co-Directs the SOAR Program • Jonathon Collier – Assistant Director for Greek Life & Student Organizations • Advises all social fraternities and sororities as well as the Interfraternity & Panhellenic Councils • Serves as a contact person for all student organizations • Coordinates Briton Bash

2. Campus Programs and Organizations 3rdFloor of the Kellogg Center Open 8am – 5pm Phone: 517-629-0433 Fax: 517-629-0930 Email: cpo@albion.edu http://www.albion.edu/about/campuslife

3. BudgetWorkshopFall 2014

4. The Appropriations Committee Mitch Moore • Student Senate Chief Financial Officer • Appropriations Committee Chair • Email: mwm11@albion.edu Clare Russell • Appropriations Committee Vice-Chair • Email: cer10@albion.edu

5. Accessing our Website • Student Senate website: http://campus.albion.edu/studentsenate • Click on the Appropriations Committee tab at the top • All forms related to budgets, check requests, etc. can be found here • New forms can easily be filled out on a computer, printed, and submitted on paper

6. Need Additional Help? • Stop by the CPO Office (3rd floor KC) • Monday – 3:00-4:15 PM • Wednesday – 1:00-3:00 PM • Friday – 2:00-4:00 PM

7. Probation • According to the SAF Guidelines, organizations must spend at least 70% of their budget • If an organization fails to spend at least 70% of their budget for two consecutive semesters, they will be placed on probation • The CFO and Appropriations Committee reserves the right to limit funding or place other funding sanctions on organizations on probation

8. Budget and Funding Request Packet

9. General Supply Form • Supplies Include: • PR • T-Shirts • Office Supplies • Other miscellaneous items that are not part of a program or event, but are vital to the mission of your organization

10. General Supply Form • Equipment • Must support the mission of the Organization • Must not be available for use elsewhere on Campus (College-owned equipment) • Must be permanently stored on College property • Single items costing more than $250 must be accompanied by a paragraph (minimum) explain why the equipment is necessary for the organization’s mission *can’t exceed $800

11. General Supply Form • PR • Individual items pertaining to PR do not have to be listed separately in a budget request • 1 line item, titled PR, will suffice as long as an explanation of how PR funds will be used is given • The SAF cannot fund off-campus PR, except for paper flyers • $200 limit per semester

12. General Supply Form • T-Shirts • Request funding not to exceed the lesser of cost or $5.00 • Documentation must be shown per item cost, the number of items purchased, and the design of the shirt/clothing • $200 limit per semester

13. Programs • Programs are usually events comprised of multiple expenses • Programs include campus-wide events, fundraisers, trips, conferences, formals, etc. • Common items requested include registration fees, travel, lodging, etc. • There is a $1,000 limit per program for General Clubs and Organizations

14. Programs • Travel Reimbursement Requirements • Flying • Flight Itinerary showing amount paid • Rail • Rail Itinerary showing amount paid • Vehicles • Personal vehicles can be reimbursed at $0.56 per mile • College vans require Albion College Invoice

15. Co-Sponsorships • Two or more organizations may partner together to fund a single program/event • Each organization requesting funding for the program/event must fill out the co-sponsorship form in their budget request • The $800 limit per event for an organization still applies, so two organizations together could fund up to $1600 • Cannot be used to purchase equipment

16. Limitations • $800 limit per supply or equipment item • $1,000 limit per program/trip • $800 limit per organization for co-sponsored events • $200 limit on PR materials • $200 limit on T-Shirt Printing Costs

17. Exclusions • Salaries/Wages/Honoraria • Anything giving academic credit • Non-Campus PR – except paper fliers • Any item(s) for Pledging/Ritual Events • Inter/National Dues • Luxury Items or Gifts • Alcohol or alcohol-related material(s) • Donations See Art 3, Sec VI of the SAF Guidelines for full list

18. Exclusions • Food • Food and beverages may be funded if and only if it can be proven that: • Items are critical part of a cultural/educational program • Items are part of a contracted obligation for performances or professional services required for the presentation of a program • Food to generate attendance will NOT be funded • Meals during a trip will NOT be funded

19. Please Note • All items in the Budget and Funding Request packet must have accompanying documentation proving their costs • An organization’s unspent funding from previous semesters does not rollover to the current semester, so spend the money you ask for each semester

20. Submitting Budgets • All general clubs and organizations must submit their Budget and Funding Requests by: Sunday, September 14 at 11:59 PM • All budget requests must be submitted electronically by email to: senatecfo@albion.edu • You will receive an email confirming that your budget has been received within 24 hours of submitting it • NO PAPER COPIES WILL BE ACCEPTED!

21. Submitting Budgets • In extreme extenuating circumstances, the President or Treasurer of an organization may request an extension from the CFO. This request will be considered only if made at least 24 hours before the posted budget deadline and will be granted at the discretion of the CFO. • Extension request deadline: Saturday, September 13th at 11:59 PM • If an extension is granted, budgets must be submitted by: Tuesday, September 16 at 11:59 PM

22. Budget Approval Process • Budgets will be reviewed by the Appropriations Committee to ensure requests are in accordance with the SAF Guidelines • Student Senate will receive and approve all budgets at its regular meeting on: Monday, September 22th at 9:10 PM • Organization presidents and treasurers will receive their approved budgets via email by: Thursday, September25 at 11:59 PM

23. Budget Approval Process • If you disagree with the decisions of the Appropriations Committee, you may appeal its decision within 72 hours of receiving your budget by notifying the CFO • More information regarding the appeal process can be found in Art 4, Sec IV of the SAF Guidelines

24. Requesting Checks, Line-Item Changes, and Emergency Funding

25. Check Requests • Check Requests must be submitted on paper to the folder outside the Student Senate Office • Requests must include the Check Request form and supporting documentation (copies of receipts/bills/ contracts) • Checks can take 5-7 days to process • All requests due by Sunday, November 30th

26. Check Requests • Supporting Documentation • Proof of purchase is required in order for checks to be written to individuals • Documentation must state the total amount paid/due • Requests involving invoices or contracts may have the check written directly to the vendor • Checks cannot be written directly to the organization requesting the check unless proof is provided that the organization already reimbursed an individual for a purchase or used its own checking account or debit/credit card

27. Check Requests • To receive a check for travel in a personal vehicle, submit a Mileage Check Request form to the folder outside the Senate Office • Must attach a map showing exact mileage • DO NOT attach gas receipts • Please note, travel needs to have already occurred before you submit this form

28. Check Requests • Denied Check Requests • An email will be sent regarding the nature of the denial, and how to fix it • Authorized officers will receive an email from CPO when a check is ready to be picked up • Only the authorized officer who submitted the request may retrieve the check(s) • Checks expire 60 days from the day the check is written

29. SAF Debit Card • General Clubs & Organizations, Percentage Groups, and other types of groups such as Senate and Student Volunteer Bureau(SVB) are eligible in using the SAF Debit Card in making online purchases

30. SAF Debit Card Qualified Items • Airfare(Associated taxes and check/uncheck baggage fees acceptable) • Hotel Reservations (only room(s) and associated taxes acceptable, NO pay per view, mini fridge purchases, or any in room purchases)(the SAF Debit card will NOT be on file and guest(s) will need to use their own credit/debit card to cover damages/be on file with the hotel) • Recreation/Concert/Event tickets • Large ticket equipment/supplies (large item(s) which have a high price tag and are not easily purchased through other means or channels are eligible) (NO everyday small purchases allowed)

31. Using the SAF Debit Card • The SAF Debit Card will remain in the sole possession of the Appropriations Committee’s Advisor • The Treasureror President of the group/organization can use the debit card by setting up an appointment with the Appropriations Committee’s Advisor • The Appropriations Committee’s Advisor will make the actual purchase for the group • A check request will still be filled out at the time of making the transaction

32. SAF Debit Card • At no time will the debit card number or debit card itself be given to individuals of a group/organization • Any unauthorized use of the debit card, its numbers, or the actual purchases in any way other than what was approved by the Appropriations Committee’s Advisor is subject to sanctions by the Appropriations Committee and/or college judicial system

33. SAF Debit Card • Tracey Howard – • Assistant Dean for Program Development • Appropriations Committee’s Advisor • Email- tlhoward@albion.edu • Office located in CPO (3rd Floor KC)

34. Line-Item Changes • Money may be moved between existing line-items on the budget by submitting a Line-Item Change form • Forms must be submitted on paper to the folder outside the Senate Office • You will not receive email confirmation of approval, and will only be notified if there is a problem with the request • All requests due by Sunday, November 30th

35. Requests for Variance • Money may be moved to a new line-item on the budget by submitting a Request for Variance form • Forms must be submitted on paper to the folder outside the Senate Office • Must provide detailed explanation of the new line-item and why it wasn’t in the original budget request • You will only be notified if there is a problem with the request • All requests due by Sunday, November 30th

36. Emergency Funding • Emergency funding is available if your organization experiences an event where immediate funding is needed and it can be shown that: • The item/event could not be budgeted for during the regular budget process, and • The item/event meets all SAF Guidelines • Submit an Emergency Funding Request via email to the CFO to begin the process • Organizations may only request emergency funding once per semester • All requests due by Sunday, November 30th

37. Recap • Submit all budgets to senatecfo@albion.edu Sunday, September 14th at 11:59 PM • You will receive your approved budget by Thursday, September 25th at 11:59 PM • Emergency Funding Requests due by Sunday, November 23rd • All other requests due by Sunday, November 30th Questions? Email senatecfo@albion.edu