Budget Workshop Fall 2013

1. BudgetWorkshopFall 2013

2. The Appropriations Committee Ryan Moretti • Student Senate Chief Financial Officer • Appropriations Committee Chair • Email: rmm14@albion.edu Mitch Moore • Appropriations Committee Vice-Chair • Email: mwm11@albion.edu

3. 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

4. Need Additional Help? • Stop by the CPO Office (3rd floor KC) • Mondays, Wednesdays, and Fridays from 12:00 – 2:00 PM

5. 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

6. Budget and Funding Request Packet

7. 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

8. 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

9. 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

10. General Supply Form • T-Shirts • Only costs associated with the printing of shirts will be funded (i.e. printing/design fees) • T-shirt invoices/bills must designate these costs separately in order for us to write a check • Most companies will provide you with a breakdown if you ask • $150 limit per semester

11. 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 $800 limit per program for General Clubs and Organizations • No limit exists for special exception or percentage groups

12. Programs • Travel Reimbursement Requirements • Flying • Flight Itinerary showing amount paid • Rail • Rail Itinerary showing amount paid • Vehicles • Personal vehicles can be reimbursed at $0.55 per mile • College vans require Albion College Invoice

13. 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

14. Limitations • General Clubs and Organizations: • $800 limit per supply or equipment item • $800 limit per program/trip • $800 limit per organization for co-sponsored events • $200 limit on PR materials • ALL Clubs and Organizations: • $150 limit on T-Shirt Printing Costs

15. Exclusions • Salaries/Wages/Honoraria • Anything giving academic credit • Awards/Trophies – except paper certificates • 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

16. 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

17. 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

18. Submitting Budgets • All general clubs and organizations must submit their Budget and Funding Requests by: Sunday, September 15th 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!

19. Submitting Budgets • All percentage groups must submit their Budget and Funding Requests by: Thursday, September 19th at 5:00 PM • Greek Life • Submit budgets to Jon Collier • Umbrella • Submit budgets to Erika Buckley • Sports Clubs • Submit budgets to Tracey Howard

20. 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 14th at 11:59 PM • If an extension is granted, budgets must be submitted by: Tuesday, September 17th at 11:59 PM

21. 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 23rd at 9:10 PM • Organization presidents and treasurers will receive their approved budgets via email by: Thursday, September 26th at 11:59 PM

22. 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

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

24. 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 4-7 days to process • All requests due by Sunday, December 1st

25. 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

26. 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

27. 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

28. 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, December 1st

29. 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, December 1st

30. 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 • Percentage groups are not eligible for Emergency Funding • All requests due by Sunday, November 24th

31. Recap • Submit all budgets to senatecfo@albion.edu Sunday, September 15th at 11:59 PM • You will receive your approved budget by Thursday, September 26th at 11:59 PM • Emergency Funding Requests due by Sunday, November 24th • All other requests due by Sunday, December 1st Questions? Email me! rmm14@albion.edu