Student Organization Budget Training

1. Student Organization Budget Training Brought to you by the Office of Student Life & the Segregated University Fee Allocation Committee

2. Budget Training Agenda • SUFAC & its timeline • The Student Organization Budget & SUFAC’s Process • Small, Mid, and Large Budget hierarchy • Parts of a Student Organization Budget & Guidelines • Reminders, dates, and miscellanea

3. What is SUFAC? SUFAC is the Segregated University Fee (SUF) Allocation Committee. It is a subcommittee of Student Government Association that decides on the distribution of Student Fees. This money is split up into: Non-Allocable (University Depts. & Offices) Allocable (Student Orgs)

4. The Process

5. SUFAC Timeline Fall Semester Spring Semester Oct. 1 & 2 – Org Budget Training Oct. 2 – Budget Forms Available Oct. 20 – Budget Forms DUE by 11:59pm Oct. 25 – Presentation Schedule released Oct. 31–Dec. 12 Org Budget Presentations to SUFAC • Feb. 15 – SUFAC Decision Day Meeting • Feb. 24 – SUFAC Presents to Student Senate • March – Decision Letters sent to Student Orgs

6. Submitting Budgets All Budgets are due to SUFAC Via E-mail no later than 11:59pm on Sunday, October 20TH To be fair to all student orgs who desire funding from student fees, exceptions cannot be made for late submissions. Let us know if you need help with your budget – that’s what we’re here for!

7. Student Org Size Categories • Large Budgets: • $3500+ Budget – Requires representative presentation to SUFAC at a regular SUFAC meeting. • Medium Budgets: • $500 - $3500 – May be required to present at Chair & Vice Chair’s discretion. May request to present if so desired. • Small Budgets: • $500 or less. Budgets decided on by Chair and Vice Chair – no presentation necessary. • EZ Budget: • $100 or less for Supplies & Expense – may use EZ Budget Form.

8. Budget Presentations(What do you need?) • Send a knowledgeable member of your organization who is familiar with what is being requested and why. • One copy of the budget for yourself – the board will have a copy. • 10 minutes to present to board, 10 minutes for questions. • Don’t just read your budget. We can do that. Explain what your org does and why spending this money is a good use of student fees. • All physical and digital material that will be presented to the board during SUFAC meetings must be submitted to SUFAC at least one week before the presentation will take place.

9. Decision Day • On the 3rd Saturday in February, SUFAC meets to decide on all of the Student Org and Auxiliary budgets. • Each budget is reviewed individually, and voted on individually. • SUFAC follows guidelines for determining whether budget items are funded. • Board members are required to go through Viewpoint Neutrality training to ensure fairness to each org.

10. Components of Student Org Budgets • Title Page, “Org Demographics” – lists mission statement of org. • Committed Funds: material items that are used by the org. Books, supplies, promotional materials, any physical object. • “S&E” means “Supplies and Expense”, which are everyday use items with set prices, such as a computer system, postage or photocopying. • “Capital” items are physical materials that are purchased by the org. • Contractual – events that need funding such as lecturers, performers and films. • Food - Costs of food for organization events. SUFAC has strict guidelines on how much can be spent and when, in order to avoid overspending on this item. • Travel – some orgs request funding to take trips for various reasons. SUFAC may pay up to 2/3 travel and lodging costs for such trips, depending on guidelines.

11. Committed Funds • SUFAC will only fund up to $2000 to any Organization for committed requests per fiscal year (July 1- June 30) Supplies & Expenses Memberships* Computers / Network Cost Promotional Materials** • General Supplies • Photocopying / Duplicating • Subscriptions • Requests over $100 need fill out an itemized list - last tab on the workbook • *SUFAC does not fund individual memberships – only org memberships. Memberships will be considered as Registration for an Org. These costs will not be included in total S&E costs. • **OrgSmorgand other giveaways are limited to $125.00 per semester.

12. Committed Funds Capital Items • Products or material items that last more than a year • Equipment • Books • Clothing, shirts, hats, etc. will not be funded unless for fundraising. • Capital for fundraising (shirts, balls, candy bars, etc.) can be “fronted” by SUFAC, but this money must be paid back within two weeks. • SUFAC funds cannot be used to purchase banners, flags, and other printed material or signage including posters larger than 11x17in, graduation materials, or media equipment—unless deemed essential to functioning of org.

13. Contractual Worksheet • SUFAC funds a maximum of $3,500 per organization per fiscal year for Contractual expenses • People or Programs that you would like to bring to campus • Items that you need a contract for: • Speakers • Performers • Workshops • Org Contractual Events may not be used for academic credit-producing or class-related material. • All contracts need to go through Grant Winslow in Office of Student Life • Co-sponsorship between different student orgs is encouraged. • SUFAC funds cannot be used to provide honorariums or gifts to speakers, performers, demonstrators, and others. • SUFAC funds may not be used to pay for photography fees or costs.

14. Food Worksheet • SUFAC funds a maximum of $1,500 per organization per fiscal year for Food expenses. • All food & beverages funded by SUFAC must be purchased through the Chartwells and served on campus • Unless the event is held in the Mauthe Center or a food waiver has been obtained • SUFAC does not fund food for regular org meetings. Funding for meetings is limited to either one recruitment/welcome or one farewell meeting per semester, but not both. • Segregated fees cannot be used to provide food for faculty or staff events.

15. Food continued: • Requests over $150.00 provide an itemized list of food items (last tab). No itemized list, no funding. • Exceptions will be considered on a case-by-case basis. • Chartwells is offering a food donation where your food request can be matched up to a certain dollar amount • All registered student organizations are eligible for this type of donation. However, organizations may only apply for and receive a donation once per academic year. • Your org can bring in up to $100 of non-perishable food items for closed meetings (meetings intended for only members) • Chips, cans of soda, pretzels, cookies, etc.

16. Travel Worksheet • At least 1/3 of the total travel request is contributed by the Organization (may use Agency balance). • Travel funds will cover transportation, lodging, and registration only for UWGB students. • Food expenses are not covered unless it is directly covered in a registration fee. • All money granted MUST be evenly distributed to every student attending. • SUFAC members will consider expense as well as convenience when deciding what level of funding will be allocated for lodging. • Exceptions will be considered on a case-by-case basis.

17. Travel Guidelines • Maximum $4000; Maximum 4 trips (exceptions for club sports). • If total travel is more than $4000 when budgets are submitted to SUFAC, org contributions will automatically rise to 2/3. • No location restrictions. • Travel within Brown County will not be funded. • Maximum cost of $50 per person, per day. • All failed cancellations are expected to be paid in full by the student organization. • If a trip cost exceeds the SUFAC allocation the organization is expected to pay in full the extra cost.

18. Travel Guidelines • Registration will be funded up to $3000 per FY. • This is separate from the regular travel allocation. • Registration is defined as: conference registration, membership registration, Tournament Registration

19. Travel Pricing • Students must apply for permission to operate vehicles under university business (i.e. your org). See the Organization Finance Officer. • See Lea Truttmann, OFO, for state hotel rates as they vary throughout the state. Groups are expected to group multiple students of like gender. • Check all costs with Lea

20. Ranking Requests • Please make sure that all your Committed, Contractual, Food, and Travel Request are ranked in order of importance. • If SUFAC determines to cut funding for an item, it will start at the bottom of the list. • For example, if you would like to take four trips: • Trip 1 should be the most important trip for your org. • Trip 4 should be the least important trip.

21. Short and Sweet • Please limit descriptions to 4 or 5 lines • Make sure your whole description is visible in the description box • It will not show up when printed for the board • If you feel your explanation needs to be longer than 4 or 5 lines, please attach a separate document. • Once again, when presenting, do not simply read your budget document, explain the rationale for funding your org from student fees.

22. Revenue and Agency Account • Revenue is money that an organization raises through an event that is funded with SUFAC money. • All revenue is expected to be used to pay back SUFAC, up to the amount that was used to fund the event. • Revenue is used to offset the total Budget Request • For Example: If you claim that you expect to make $2000, off a $3000 event, and make $4000, you are still expected to pay SUFAC back $3000, and the extra $1000 goes to the Agency Account • Student Orgs may spend agency funds in the manner they see fit (provided proper policies are followed). • See Lea Truttmann, the Org Finance Officer for questions on Agency Funds. • SUFAC reserves the right to review an org’s agency account balance and promote its use in funding org activities and requests.

23. Forms and Guidelines • All SUFAC forms and guidelines are published on the SUFAC Website: http://www.uwgb.edu/student-government/committees/segregated-fees/ • Do NOT create your budget from the same workbook saved from a previous year. • The form was edited and has changes. • When uncertain if a program should be funded, read the guidelines and then contact the SUFAC Chair or Vice Chair.

24. Filename and Emailing • Please make sure when you save your budget you include the name of your org. • Example: • BasketWeavingBudget2021.xls • Please email all completed budgets to the SUFAC account (sosufac@uwgb.edu) with Name of Org’s Budgetin the subject line: • Underwater Basket Weaving Club Budget 20-21

25. Reminders Budgets are Due by 11:59 pm on Sunday, October 20th All physical & digital material being presented must be submitted to SUFAC at least one week before meeting

26. Questions • We (SUFAC Chair and Vice Chair) are here to help you with budgets and any questions you might have. • Our office is located in the Student Government Suite: University Union Room #151E. • E-Mail: sosufac@uwgb.edu

27. Contact Information • Chair: Haley Marks • Office Hours: • Monday 3:40-5 • Tuesday 7:30-8:50 • Wednesday 7:30-9:20 • Thursday 7:30-9 & 12:30-3:30 • Friday 11-12:30 • Vice Chair: Reese Eckenrod-Snyder • Office Hours: • Mon 9-10 • Tue & Thu 9:30-12:30 • Friday 11:30-2:30 • Office hours are posted on the website and on our office door.