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WELCOME TO THE S.A. WELCOME TO THE S.A. BUDGET TRAINING BUDGET TRAINING
WORKSHOPWORKSHOP(Please Sign In)(Please Sign In)
WELCOME TO THE S.A. WELCOME TO THE S.A. BUDGET TRAINING BUDGET TRAINING
WORKSHOPWORKSHOP(Please Sign In)(Please Sign In)
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Getting StartedGetting StartedAt this budget workshop you willAt this budget workshop you will
receive information regarding how to:receive information regarding how to: Submit a properly prepared budget request Submit a properly prepared budget request
for next year for next year Properly spend SA allocated funding.Properly spend SA allocated funding. Rules and regulations of SA Funded Rules and regulations of SA Funded
Organizations.Organizations.
At this budget workshop you willAt this budget workshop you will
receive information regarding how to:receive information regarding how to: Submit a properly prepared budget request Submit a properly prepared budget request
for next year for next year Properly spend SA allocated funding.Properly spend SA allocated funding. Rules and regulations of SA Funded Rules and regulations of SA Funded
Organizations.Organizations.
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Finance PolicyFinance Policy
Revisions have been made and are pending approval by the Student Association Senate.
The updated SA Finance Policy will be available online.
Revisions have been made and are pending approval by the Student Association Senate.
The updated SA Finance Policy will be available online.
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Budget Process Budget Process
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Due Date & Late SubmissionDue Date & Late SubmissionDue Date & Late SubmissionDue Date & Late Submission
• Budgets are due on the Budgets are due on the Monday October 8th Monday October 8th between 8:00am and 3:30pmbetween 8:00am and 3:30pm in the Student in the Student Association Office, Campus Life Building Room Association Office, Campus Life Building Room 180. 180. • A 5% penalty will be taken off the actual A 5% penalty will be taken off the actual
allocation for each day late.allocation for each day late.• Organizations will forfeit right to funding if Organizations will forfeit right to funding if
submission is over 20 school days late.submission is over 20 school days late. • Organizations have the opportunity to state cause for
failure to submit budget or late submission to the Finance Committee.
• Budgets are due on the Budgets are due on the Monday October 8th Monday October 8th between 8:00am and 3:30pmbetween 8:00am and 3:30pm in the Student in the Student Association Office, Campus Life Building Room Association Office, Campus Life Building Room 180. 180. • A 5% penalty will be taken off the actual A 5% penalty will be taken off the actual
allocation for each day late.allocation for each day late.• Organizations will forfeit right to funding if Organizations will forfeit right to funding if
submission is over 20 school days late.submission is over 20 school days late. • Organizations have the opportunity to state cause for
failure to submit budget or late submission to the Finance Committee.
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Submission of BudgetSubmission of Budget
Turn in Finalized Budget to any of the following people.
1. Treasurer Ricky Garcia
2. Deputy Treasurer Dan Leonard
3. SA Office Manager Melissa Folowell-Vargas
Do not forget to obtain evidence of submission!
This is your proof of submission
Turn in Finalized Budget to any of the following people.
1. Treasurer Ricky Garcia
2. Deputy Treasurer Dan Leonard
3. SA Office Manager Melissa Folowell-Vargas
Do not forget to obtain evidence of submission!
This is your proof of submission
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After Submission of Budget After Submission of Budget
1. Contact Melissa Folowell-Vargas, SA Office Manager To schedule a meeting with Finance Committee. You can reach her at (815) 753-0483.
2. Finance Committee Your organization will present its budget request to the
Finance Committee. Organizational representative should be able to explain the
budget. If no organizational representative attends, the finance
committee will proceed accordingly. Every organization is required to present their budget on the
date assigned. You will have 10 minutes to explain your budget proposal and 5
minutes for questions and answers.
1. Contact Melissa Folowell-Vargas, SA Office Manager To schedule a meeting with Finance Committee. You can reach her at (815) 753-0483.
2. Finance Committee Your organization will present its budget request to the
Finance Committee. Organizational representative should be able to explain the
budget. If no organizational representative attends, the finance
committee will proceed accordingly. Every organization is required to present their budget on the
date assigned. You will have 10 minutes to explain your budget proposal and 5
minutes for questions and answers.
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After Finance Committee Presentation
After Finance Committee Presentation
Finance Committee will deliberate on the amount of funding an organization should receive.
Finance Committee will make their recommendation to Senate.
If Senate approves the recommendation you will be notified at a later date of the final allocation that will be awarded for the next fiscal year.
Finance Committee will deliberate on the amount of funding an organization should receive.
Finance Committee will make their recommendation to Senate.
If Senate approves the recommendation you will be notified at a later date of the final allocation that will be awarded for the next fiscal year.
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Appeals by Organizations Appeals by Organizations
Organizations are able to Express concern about their budget throughout the budgeting
process. During the Finance Committee presentation, organizations will
have the opportunity to express any concerns they might have.
Please contact the SA Treasurer if you would like to know
when your organization’s budget will come before the Senate.
Organizations are able to Express concern about their budget throughout the budgeting
process. During the Finance Committee presentation, organizations will
have the opportunity to express any concerns they might have.
Please contact the SA Treasurer if you would like to know
when your organization’s budget will come before the Senate.
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Budget Rules Budget Rules
1111
Not Eligible For Funding Not Eligible For Funding
No religious organizations will be SA funded. No organizations that are affiliated with political
parties or that engage solely in the backing of political causes or candidates will be SA funded.
No individual social fraternity or sorority will be considered for SA funding.
No organization whose members are receiving academic credit for participation in the organization’s activities will be SA funded.
No religious organizations will be SA funded. No organizations that are affiliated with political
parties or that engage solely in the backing of political causes or candidates will be SA funded.
No individual social fraternity or sorority will be considered for SA funding.
No organization whose members are receiving academic credit for participation in the organization’s activities will be SA funded.
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Budget RulesBudget Rules No pre-professional development organizations will be SA
funded. No organization with restrictive membership will be funded.
Including but not limited to G.P.A. or certain declared majors. Anything that is not open to all NIU students in good standing will be considered to have restrictive membership.
First year organizations are not eligible to receive funding. Organizations that duplicate the efforts of another
organization,will not receive funding. Organizations are not allowed to deposit funds into outside
accounts. Ex. Banks
No pre-professional development organizations will be SA funded.
No organization with restrictive membership will be funded. Including but not limited to G.P.A. or certain declared majors. Anything that is not open to all NIU students in good standing will be considered to have restrictive membership.
First year organizations are not eligible to receive funding. Organizations that duplicate the efforts of another
organization,will not receive funding. Organizations are not allowed to deposit funds into outside
accounts. Ex. Banks
1313
AdvisorAdvisor Each organization must have an advisor.
Advisor must be a full-time regular faculty or staff university employee.
The role of the advisor is to oversee the organization and make sure it is doing whatever is in the best interest of the organization.
Organizations may have more than one advisor, however they may have only one primary advisor who must be registered and approved by the SA.
Any advisor changes must be reported to the Student Association within 14 days of the change by submitting an updated Officer Form.
Each organization must have an advisor. Advisor must be a full-time regular faculty or staff university
employee. The role of the advisor is to oversee the organization and
make sure it is doing whatever is in the best interest of the organization.
Organizations may have more than one advisor, however they may have only one primary advisor who must be registered and approved by the SA.
Any advisor changes must be reported to the Student Association within 14 days of the change by submitting an updated Officer Form.
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Second Year OrganizationsSecond Year
Organizations During the second year of SA recognition,
organizations may receive an allocation from the Supplemental Fund.
In addition, a second year organization, may ask for funding as an annual budget for next fiscal year.
The budget for the first year (third year of recognition) of funding may not exceed four $400.
During the second year of SA recognition, organizations may receive an allocation from the Supplemental Fund.
In addition, a second year organization, may ask for funding as an annual budget for next fiscal year.
The budget for the first year (third year of recognition) of funding may not exceed four $400.
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Audit PolicyAudit Policy All Student Association funded organizations will be required
to keep an updated general ledger (keep track of how much was allocated, how much spent, and how much is available). Keeping a general ledger will provide information if any
discrepancies arise. The S.A. has the right to audit all general ledgers based upon
problems, complaints or general inquiries. Any discrepancies should be immediately reported to Suzanne
Sedlacek, S.A. Accountant. Your organization will be responsible for any and all over-
expenditures.
All Student Association funded organizations will be required to keep an updated general ledger (keep track of how much was allocated, how much spent, and how much is available). Keeping a general ledger will provide information if any
discrepancies arise. The S.A. has the right to audit all general ledgers based upon
problems, complaints or general inquiries. Any discrepancies should be immediately reported to Suzanne
Sedlacek, S.A. Accountant. Your organization will be responsible for any and all over-
expenditures.
1616
Fiscal Responsibility Fiscal Responsibility
Organizations must plan ahead, gain approval, and be accountable.
An organization must have approval, via an expenditure form on any payment request document. Your advisor is responsible to
review payment request documents before giving approval for the expenditure.
Organizations must plan ahead, gain approval, and be accountable.
An organization must have approval, via an expenditure form on any payment request document. Your advisor is responsible to
review payment request documents before giving approval for the expenditure.
If you make a purchase of items on behalf of your organization and the purchase was not included in the budget for that fiscal year then you may be responsible for payment for that item or service. Obligating monies for
services that have not been previously approved may leave you responsible for the bill, not the university.
If you make a purchase of items on behalf of your organization and the purchase was not included in the budget for that fiscal year then you may be responsible for payment for that item or service. Obligating monies for
services that have not been previously approved may leave you responsible for the bill, not the university.
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Funding Sources Funding Sources
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Funding Options Funding Options
Student Association Funding Generated from Student Activity Fees which all
fee paying students contribute to. Funds are allocated in a manner which best
serves the NIU student body. Supplemental Funding
Only can be used in extraordinary situations. Fundraising Executive Allocation
Must contact SA President
Student Association Funding Generated from Student Activity Fees which all
fee paying students contribute to. Funds are allocated in a manner which best
serves the NIU student body. Supplemental Funding
Only can be used in extraordinary situations. Fundraising Executive Allocation
Must contact SA President
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Supplemental Funding Supplemental Funding
Supplemental Funding is used for : emergency instances for a one-time
expenditure. unique, unexpected instances that may occur. May not be used for additional support for regular
programs. Supplemental Funding must be approved by SA
Senate.
Supplemental Funding is used for : emergency instances for a one-time
expenditure. unique, unexpected instances that may occur. May not be used for additional support for regular
programs. Supplemental Funding must be approved by SA
Senate.
2020
FundraisingFundraising
The organization shall be responsible for depositing the money into their cost center. Raffles, fundraisers, parties, social events,
dues, or any event where individuals are charged can be a source of income.
Any organizations wishing to sponsor an event that will require a charge needs to gain approval from the S.A. Treasurer.
The organization shall be responsible for depositing the money into their cost center. Raffles, fundraisers, parties, social events,
dues, or any event where individuals are charged can be a source of income.
Any organizations wishing to sponsor an event that will require a charge needs to gain approval from the S.A. Treasurer.
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RolloverRollover
Do you have funds left over at the end of the year? Yes If positive balance at the end of fiscal
year then an organization can request funds to roll over. Rollover request form
Do you have funds left over at the end of the year? Yes If positive balance at the end of fiscal
year then an organization can request funds to roll over. Rollover request form
2222
Charging Admission?Charging Admission?
Prior submission to Student Involvement and Leadership Development, and the S.A. Stating the price, location, etc.
Event must include tickets. Two tier pricing system.
One price for NIU students Another for non-NIU student.
Prices for events need to be displayed on ads, handbills, posters, fliers, and at the event location.
All revenue from an event must be deposited into an organization’s cost center.
Prior submission to Student Involvement and Leadership Development, and the S.A. Stating the price, location, etc.
Event must include tickets. Two tier pricing system.
One price for NIU students Another for non-NIU student.
Prices for events need to be displayed on ads, handbills, posters, fliers, and at the event location.
All revenue from an event must be deposited into an organization’s cost center.
2323
RafflesRaffles All raffles held during the fiscal year must be filed
and registered with the city of DeKalb before the event takes place. Call the City Clerk’s Office at 748-2095. Please allow 2
weeks lead time for processing the request.
The S.A. Treasurer needs to be informed of all raffles.
When you have received notification that you can hold the raffle, the following must be done before it can take place:
All raffles held during the fiscal year must be filed and registered with the city of DeKalb before the event takes place. Call the City Clerk’s Office at 748-2095. Please allow 2
weeks lead time for processing the request.
The S.A. Treasurer needs to be informed of all raffles.
When you have received notification that you can hold the raffle, the following must be done before it can take place:
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RafflesRaffles A list of individuals selling tickets must be provided. The organization must advertise where and when the tickets
are being sold and how much the tickets cost. The date or dates of the raffle/s also need to be included.
This advertising information must be provided to the Accounting Office if requesting payments or reimbursements through the Accounting office.
For contest winners the same rules apply- all advertising information regarding the contest must be provided to the Accounting Office when requesting payment to winners.
The S.A. will appoint the individual who will draw the ticket to declare the winner unless the organization has reached agreement otherwise with the S.A. Treasurer.
A list of individuals selling tickets must be provided. The organization must advertise where and when the tickets
are being sold and how much the tickets cost. The date or dates of the raffle/s also need to be included.
This advertising information must be provided to the Accounting Office if requesting payments or reimbursements through the Accounting office.
For contest winners the same rules apply- all advertising information regarding the contest must be provided to the Accounting Office when requesting payment to winners.
The S.A. will appoint the individual who will draw the ticket to declare the winner unless the organization has reached agreement otherwise with the S.A. Treasurer.
2525
Preparing the BudgetPreparing the Budget
2626
Preparing Your Actual Budget Request: The Questions
Preparing Your Actual Budget Request: The Questions
All questions must be answered (typed) and included with your budget request.
TO BE ACCEPTED, ALL BUDGETS MUST BE PRODUCED USING MICROSOFT EXCEL!
All questions must be answered (typed) and included with your budget request.
TO BE ACCEPTED, ALL BUDGETS MUST BE PRODUCED USING MICROSOFT EXCEL!
2727
What’s in A Name? What’s in A Name?
Many organizations have names that are acronyms, which can be confusing to people who know little about the organization. If your organization’s name is an acronym please list the meaning of each letter.
Please list the full name of your organization, as you would have it appear to uninformed people.
Many organizations have names that are acronyms, which can be confusing to people who know little about the organization. If your organization’s name is an acronym please list the meaning of each letter.
Please list the full name of your organization, as you would have it appear to uninformed people.
2828
Past Uses of Student Association Funds
Past Uses of Student Association Funds
The Finance Committee will be taking into account:
Comparisons of the current budget allocations with present year’s actual expenditures.
Whether allocated funds in the past were used for their stated purpose.
If the organization ever had a deficit and if so, what were the circumstances?
The Finance Committee will be taking into account:
Comparisons of the current budget allocations with present year’s actual expenditures.
Whether allocated funds in the past were used for their stated purpose.
If the organization ever had a deficit and if so, what were the circumstances?
2929
Balance of Programs Balance of Programs
For previously funded organizations, the Finance Committee will examine the timing of events to ensure that a well-balanced program is presented to the student body during both semesters.
Well-balanced, well-timed programs are essential.
What specific events were sponsored by the organization during the last year? Please include event names, dates, number of attendees and the cost.
For previously funded organizations, the Finance Committee will examine the timing of events to ensure that a well-balanced program is presented to the student body during both semesters.
Well-balanced, well-timed programs are essential.
What specific events were sponsored by the organization during the last year? Please include event names, dates, number of attendees and the cost.
3030
Number of Students Served
Number of Students Served
While the vast majority of programs are not going to appeal to all students, well-attended events are definitely an asset to an organization and the campus.
What services do you feel your organization provides?
How would you rate them?
While the vast majority of programs are not going to appeal to all students, well-attended events are definitely an asset to an organization and the campus.
What services do you feel your organization provides?
How would you rate them?
3131
Adherence to Regulations Adherence to Regulations
All organizations must adhere to the S.A. Constitution and Bylaws, as well as all Financial Policies and Procedures.
All funded organizations must also adhere to deadlines set by the Treasurer and/or the Finance Committee. These include but are not limited to: budget requests, conference information, trip reports,
and stipulations that are put on budget allocations.
All organizations must adhere to the S.A. Constitution and Bylaws, as well as all Financial Policies and Procedures.
All funded organizations must also adhere to deadlines set by the Treasurer and/or the Finance Committee. These include but are not limited to: budget requests, conference information, trip reports,
and stipulations that are put on budget allocations.
3232
Duplication of EffortsDuplication of Efforts
The SA will not fund new organizations whose scope, purpose and/or planned activities are essentially the same as existing organizations.
Thus, new such organizations should incorporate their plans into the existing funded organizations.
Organizations that already receive funding will under no circumstances receive funding from the S.A. for programs or services that are already provided by the University or other public agencies.
The SA will not fund new organizations whose scope, purpose and/or planned activities are essentially the same as existing organizations.
Thus, new such organizations should incorporate their plans into the existing funded organizations.
Organizations that already receive funding will under no circumstances receive funding from the S.A. for programs or services that are already provided by the University or other public agencies.
3333
Size of the Organization Size of the Organization
Individual members of organizations benefit by being involved in the planning and production of events and providing services. Thus, members receive a greater educational experience than those students who simply attend the event or receive the service.
While attendance at an event will be viewed as important, the overriding factor to determine funding will be the documented number of active members in the organization.
Individual members of organizations benefit by being involved in the planning and production of events and providing services. Thus, members receive a greater educational experience than those students who simply attend the event or receive the service.
While attendance at an event will be viewed as important, the overriding factor to determine funding will be the documented number of active members in the organization.
3434
The Mission StatementThe Mission StatementWhy is a mission statement important?
It gives your organization a purpose that is readily identifiable in all aspects of your organization.
It represents the views of the membership.
It outlines the activities of the group and communicates what services your organization provides.
It should explain your organization’s reason for being.
It should also include input gathered from the organization so it reflects the personality of the group.
Last but not least, “ mission statements should motivate potential members to join and serve as a motivating tool for current members.”
It is your organization’s mission statement that will appear in your section of the SA website, if you have one. Please make sure your mission statement is grammatically correct, using correct spelling and sentence structure.
Why is a mission statement important?
It gives your organization a purpose that is readily identifiable in all aspects of your organization.
It represents the views of the membership.
It outlines the activities of the group and communicates what services your organization provides.
It should explain your organization’s reason for being.
It should also include input gathered from the organization so it reflects the personality of the group.
Last but not least, “ mission statements should motivate potential members to join and serve as a motivating tool for current members.”
It is your organization’s mission statement that will appear in your section of the SA website, if you have one. Please make sure your mission statement is grammatically correct, using correct spelling and sentence structure.
3535
What are Visions?What are Visions?
They are statements of destinations, an ideal or unique image of the future. An image of what the people of the organization want to become.
A vision answers the following questions:
What do we want to be, what is the best we can be, what is the ideal future of our organization?
When creating a vision you can expect that getting the whole membership to share the vision will be a challenge.
They are statements of destinations, an ideal or unique image of the future. An image of what the people of the organization want to become.
A vision answers the following questions:
What do we want to be, what is the best we can be, what is the ideal future of our organization?
When creating a vision you can expect that getting the whole membership to share the vision will be a challenge.
3636
Promotion Promotion
Promotion is critical for organizations to succeed. Where you place flyers is important. Where do you
advertise? Do you use the Northern Star or EZ System?
Northern Star = Expensive EZ System = Free
Be creative Be cost effective when trying to promote your organization
Promotion is critical for organizations to succeed. Where you place flyers is important. Where do you
advertise? Do you use the Northern Star or EZ System?
Northern Star = Expensive EZ System = Free
Be creative Be cost effective when trying to promote your organization
3737
The History The History
Knowing where you’ve been is as important as where you’re going.
Give a brief history of your organization.
Do you know how long you have been on campus?
How has your organization changed from when it was started?
Knowing where you’ve been is as important as where you’re going.
Give a brief history of your organization.
Do you know how long you have been on campus?
How has your organization changed from when it was started?
3838
Membership Requirements Membership Requirements The Student Association is always looking for ways to help promote
diversity and equal opportunities, and organizations may require certain abilities or talents of its participants. However, in order to receive funding the right to apply for membership in such an organization must be available to all interested students.
All student-funded organizations are open to all. Outside of this, are there any basic requirements that you look for
regarding membership? What was your total membership last year? What is your total membership this year? Do members in your organization pay dues? (No SA funded
organization shall require students to pay dues to become a member). If so, what are dues collected used for? When dues are collected the S.A. Treasurer needs to be notified.
The Student Association is always looking for ways to help promote diversity and equal opportunities, and organizations may require certain abilities or talents of its participants. However, in order to receive funding the right to apply for membership in such an organization must be available to all interested students.
All student-funded organizations are open to all. Outside of this, are there any basic requirements that you look for
regarding membership? What was your total membership last year? What is your total membership this year? Do members in your organization pay dues? (No SA funded
organization shall require students to pay dues to become a member). If so, what are dues collected used for? When dues are collected the S.A. Treasurer needs to be notified.
3939
Fundraising Fundraising
In order to ensure that you can provide all of the programs your organization wants, what are some of your fundraising options on and off campus?
Do you receive any outside funding? Are you given any type of donations? Do you engage in any fundraising
activities such as, food sales, raffles, etc.
In order to ensure that you can provide all of the programs your organization wants, what are some of your fundraising options on and off campus?
Do you receive any outside funding? Are you given any type of donations? Do you engage in any fundraising
activities such as, food sales, raffles, etc.
4040
Departments and OrganizationsDepartments and Organizations
Organizations with activities closely related to the function of departments should first try to obtain funds from those departments.
If denied, the organizations must obtain a statement from the department head explaining the refusal. This statement does not guarantee that the organization will receive funding from the S.A.
Does your organization help fund any events cosponsored by a department on campus?
If so what departments and how much do you provide? Do you receive any money from any departments on campus,
if so which ones?
Organizations with activities closely related to the function of departments should first try to obtain funds from those departments.
If denied, the organizations must obtain a statement from the department head explaining the refusal. This statement does not guarantee that the organization will receive funding from the S.A.
Does your organization help fund any events cosponsored by a department on campus?
If so what departments and how much do you provide? Do you receive any money from any departments on campus,
if so which ones?
4141
Gatherings/Meetings Gatherings/Meetings
It’s always important to have meetings located in places that are accessible to students.
Where and when are your meetings held?
It’s always important to have meetings located in places that are accessible to students.
Where and when are your meetings held?
4242
Problems Encountered Problems Encountered
What were some of the problems your organization ran into while trying to fulfill its goals?
How were these problems solved?
What were some of the problems your organization ran into while trying to fulfill its goals?
How were these problems solved?
4343
Conferences, Competitions, Performances
Conferences, Competitions, Performances
What did you bring back to the University when you, through your organization, attended any conferences / competitions / performances?
What educational value did your members receive from the requested travel?
How many students did you take to the event?
What did you bring back to the University when you, through your organization, attended any conferences / competitions / performances?
What educational value did your members receive from the requested travel?
How many students did you take to the event?
4444
FoodFood
Organizations hold events in many different ways.
Does your organization plan to have any catered events?
How much did you spend last year on catered events?
How much do you intend on spending this year?
Is the food you are purchasing ethnic in origin?
Organizations hold events in many different ways.
Does your organization plan to have any catered events?
How much did you spend last year on catered events?
How much do you intend on spending this year?
Is the food you are purchasing ethnic in origin?
4545
Justify the increase Justify the increase The programs and events offered must have significant value
to warrant it’s funding when compared to other requests for funding.
Organizations normally ask for an increase year after year even though the activities fees that support organizations have not increased.
If you are in need of an increase please indicate why, what for specifically, and please list as many details as possible. Include the total amount of the increase.
The programs and events offered must have significant value to warrant it’s funding when compared to other requests for funding.
Organizations normally ask for an increase year after year even though the activities fees that support organizations have not increased.
If you are in need of an increase please indicate why, what for specifically, and please list as many details as possible. Include the total amount of the increase.
4646
Co-programmingCo-programming
Many times organizations decide to plan programs with other organizations in which a common goal is shared.
What are the organizations you have worked with in the past and which ones do you plan on working with in the future?
How much does your organization give to other organizations, outside programs, and events each semester?
Many times organizations decide to plan programs with other organizations in which a common goal is shared.
What are the organizations you have worked with in the past and which ones do you plan on working with in the future?
How much does your organization give to other organizations, outside programs, and events each semester?
4747
Notable Accomplishments Notable Accomplishments
Please list notable accomplishments not previously stated, such as awards or special recognitions.
What has your organization achieved in this past year?
Please list notable accomplishments not previously stated, such as awards or special recognitions.
What has your organization achieved in this past year?
4848
ElectionsElections
All funded organizations must have officers elected by either (1) their membership or (2) the total student body.
We recommend that elections take place in the late spring semester so new officers can plan for the fall semester properly.
Once the new officers/Executive Board are elected, all officer forms from the S.A. and the University should be updated immediately.
Please complete the on-line forms on the SA Website and deliver them to SA office Manager.
How does your organization’s elections take place?
All funded organizations must have officers elected by either (1) their membership or (2) the total student body.
We recommend that elections take place in the late spring semester so new officers can plan for the fall semester properly.
Once the new officers/Executive Board are elected, all officer forms from the S.A. and the University should be updated immediately.
Please complete the on-line forms on the SA Website and deliver them to SA office Manager.
How does your organization’s elections take place?
4949
List Future Equipment NeedsList Future Equipment Needs
Items over $100.00 and with a life span greater than 2 years are considered equipment. Now answer the following about the equipment that you want to replace: Purchase date and cost of original equipment (or estimate) Life span of equipment Current condition of equipment
*NOTE: ALL EQUIPMENT IS THE PROPERTY OF THE UNIVERSITY
Items over $100.00 and with a life span greater than 2 years are considered equipment. Now answer the following about the equipment that you want to replace: Purchase date and cost of original equipment (or estimate) Life span of equipment Current condition of equipment
*NOTE: ALL EQUIPMENT IS THE PROPERTY OF THE UNIVERSITY
5050
Important Issues Important Issues
What are some of the important issues on campus that you feel require the attention of your organization?
What might your organization want to do about it?
How do you feel student government as a whole can make this happen?
What are some of the important issues on campus that you feel require the attention of your organization?
What might your organization want to do about it?
How do you feel student government as a whole can make this happen?
5151
Recent Programs Recent Programs
Show fliers from programs that you have already completed and inform the Finance Committee of what programs you are planning.
This will allow the F.C. members to analyze your programs closer, which will provide us a better insight of what is being done in your organization.
Show fliers from programs that you have already completed and inform the Finance Committee of what programs you are planning.
This will allow the F.C. members to analyze your programs closer, which will provide us a better insight of what is being done in your organization.
5252
BUDGET SUBMISSIONBUDGET SUBMISSION
Budget copies submitted should be sets of stapled sheets of paper which contain the information outlined in this presentation.
Please do not use binders, folders, or other types of fasteners or paper holders when submitting your budget copies. These submissions take a lot of shelf space and
are easier to store and handle if they are stacks of stapled sets.
Budget copies submitted should be sets of stapled sheets of paper which contain the information outlined in this presentation.
Please do not use binders, folders, or other types of fasteners or paper holders when submitting your budget copies. These submissions take a lot of shelf space and
are easier to store and handle if they are stacks of stapled sets.
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PREPARING YOUR ACTUAL BUDGET REQUEST: THE FORMS
PREPARING YOUR ACTUAL BUDGET REQUEST: THE FORMS
All forms are available online at www.sa.niu.edu
All forms must be completed (Typed) and included with your budget request. 2 copies of your budget request must be submitted in addition
to the original which must be in a sheet protector. Also send an electronic copy of your budget request and
answers to [email protected] & cc [email protected].
Eliminating 17 copies requirement.
All budgets must be produced in Microsoft Excel!
All forms are available online at www.sa.niu.edu
All forms must be completed (Typed) and included with your budget request. 2 copies of your budget request must be submitted in addition
to the original which must be in a sheet protector. Also send an electronic copy of your budget request and
answers to [email protected] & cc [email protected].
Eliminating 17 copies requirement.
All budgets must be produced in Microsoft Excel!
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Budget Preparation Policies
Budget Preparation Policies
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Conference Policy Conference Policy
When groups go to competitions/performances, they go with the intent to represent the University along with the student body.
Funds for travel may be allocated when members of the organization submit the proper paperwork in a timely fashion.
Organizations that request to attend a conference when preparing their budget must include the following items and guidelines, prior to requesting reimbursements for the conference:
When groups go to competitions/performances, they go with the intent to represent the University along with the student body.
Funds for travel may be allocated when members of the organization submit the proper paperwork in a timely fashion.
Organizations that request to attend a conference when preparing their budget must include the following items and guidelines, prior to requesting reimbursements for the conference:
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Conference Policy Conference Policy 1. Submit copies of the brochure or detailed literature which contains a
full description of the conference along with the dates, times and cost of the entire trip, including: lodging, registration fees, travel costs, and meal costs that might be incurred.
To be reimbursed for travel expenses:
• Conference or retreat attendance must have been approved by the SA Senate to be eligible for reimbursement. The reimbursement amount must be within the approved budgeted amount.
• Keep an official detailed record, and receipts, of all expenses made. This should include a list of names of attendees when people are together for meals, for example, or to attend various events for which you are expecting reimbursement.
• Complete an NIU travel voucher immediately after returning from the conference. Available at http://www.finfacil.niu.edu/accounting/accountingoffice.htm
1. Submit copies of the brochure or detailed literature which contains a full description of the conference along with the dates, times and cost of the entire trip, including: lodging, registration fees, travel costs, and meal costs that might be incurred.
To be reimbursed for travel expenses:
• Conference or retreat attendance must have been approved by the SA Senate to be eligible for reimbursement. The reimbursement amount must be within the approved budgeted amount.
• Keep an official detailed record, and receipts, of all expenses made. This should include a list of names of attendees when people are together for meals, for example, or to attend various events for which you are expecting reimbursement.
• Complete an NIU travel voucher immediately after returning from the conference. Available at http://www.finfacil.niu.edu/accounting/accountingoffice.htm
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Promotional ItemsPromotional Items
Customized promotional items such as, jackets, shirts, t-shirts (uniform shirts), cups, key rings, etc. must have the approval from the S.A. Treasurer prior to purchasing the items.
If approval is not granted prior to the purchase of these items, organizations may not be reimbursed.
Customized promotional items such as, jackets, shirts, t-shirts (uniform shirts), cups, key rings, etc. must have the approval from the S.A. Treasurer prior to purchasing the items.
If approval is not granted prior to the purchase of these items, organizations may not be reimbursed.
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EquipmentEquipment
For our procurement purposes, equipment is defined as a durable commodity that lasts 2 years or more and cost over $100.
All equipment must be purchased using a Purchase Order Requisition (budget line 880), processed by the NIU Accounting Department and the NIU Procurement Services Department.
For example in the past, several organizations have purchased banners that cost over $100 and are expected to last longer than 2 years. Such banners should be purchased using the PO Requisition form.
For our procurement purposes, equipment is defined as a durable commodity that lasts 2 years or more and cost over $100.
All equipment must be purchased using a Purchase Order Requisition (budget line 880), processed by the NIU Accounting Department and the NIU Procurement Services Department.
For example in the past, several organizations have purchased banners that cost over $100 and are expected to last longer than 2 years. Such banners should be purchased using the PO Requisition form.
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EquipmentEquipment Equipment purchased with student activity
fees may only be loaned to another recognized organization.
The receiving organization will be liable for any repairs and/ or replacement in the event the equipment is damaged or lost while on loan.
All such loans must be made using a written agreement between both organizations.
Equipment purchased with student activity fees may only be loaned to another recognized organization.
The receiving organization will be liable for any repairs and/ or replacement in the event the equipment is damaged or lost while on loan.
All such loans must be made using a written agreement between both organizations.
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Equipment Equipment
All equipment purchased by student organizations using Student Association Funds are the property of Northern Illinois University.
The student organization will be held accountable for any equipment purchased.
The S.A. has the right to require organizations to store any equipment purchased with student fees in a specific place over breaks, holidays etc.
All equipment purchased by student organizations using Student Association Funds are the property of Northern Illinois University.
The student organization will be held accountable for any equipment purchased.
The S.A. has the right to require organizations to store any equipment purchased with student fees in a specific place over breaks, holidays etc.
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ContractsContracts
Students may not solely enter into or agree to any contracts for speakers, speaker’s agency, entertainment groups, etc.
All contracts must be signed by the Director of Student Involvement & Leadership Development. (SILD)
Only an authorized University Official can enter into a contract. If proper approval was not granted for a speaker, speaker’s agency, entertainment groups, etc., the organization and its officers can be held personally liable for the contract fees.
All contracts must be approved through NIU’s Legal Council.
Students may not solely enter into or agree to any contracts for speakers, speaker’s agency, entertainment groups, etc.
All contracts must be signed by the Director of Student Involvement & Leadership Development. (SILD)
Only an authorized University Official can enter into a contract. If proper approval was not granted for a speaker, speaker’s agency, entertainment groups, etc., the organization and its officers can be held personally liable for the contract fees.
All contracts must be approved through NIU’s Legal Council.
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ContractsContracts
Contracts must be attached to a completed Purchase Order Requisition and submitted to the SA Accountant for processing. (Account #680050)
The Procurement Services department will forward contract documents to Legal Council for their review and approval as part of the Procurement Services process.
Contracts must be attached to a completed Purchase Order Requisition and submitted to the SA Accountant for processing. (Account #680050)
The Procurement Services department will forward contract documents to Legal Council for their review and approval as part of the Procurement Services process.
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Contractual ServicesContractual Services
Organizations should never pay for Contractual services and then seek reimbursement. Invoices should bill NIU. If the organization goes ahead and pays they may not be reimbursed.
Before contracting an NIU student who is a foreign national the organization must gain written approval from the International Students Office.
Any NIU employee is paid using the Additional Pay form. The SA Accountant processes this form.
Organizations should never pay for Contractual services and then seek reimbursement. Invoices should bill NIU. If the organization goes ahead and pays they may not be reimbursed.
Before contracting an NIU student who is a foreign national the organization must gain written approval from the International Students Office.
Any NIU employee is paid using the Additional Pay form. The SA Accountant processes this form.
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Correct InvoiceCorrect InvoiceKurt Sanders Inc. 4812 Kings Way West Gurnee, IL, 60031 (847)999 -999 Bill To: Northern Illinois University DeKalb, IL 60015 Invoice Number: 100578953 Date: 6/30/2006 Description Quantity/Hours Price Amount Flash -Website Creation 5.00 75.00 375.00 Flash -Websi te Design 2.00 50.00 100.00 Marketing Plan 1.00 60.00 60.00 Total 535.00 Please Remit to: Kurt Sanders Inc. 4812 Kings Way West Gurnee, IL. 60031
Kurt Sanders Inc. 4812 Kings Way West Gurnee, IL, 60031 (847)999 -999 Bill To: Northern Illinois University DeKalb, IL 60015 Invoice Number: 100578953 Date: 6/30/2006 Description Quantity/Hours Price Amount Flash -Website Creation 5.00 75.00 375.00 Flash -Websi te Design 2.00 50.00 100.00 Marketing Plan 1.00 60.00 60.00 Total 535.00 Please Remit to: Kurt Sanders Inc. 4812 Kings Way West Gurnee, IL. 60031
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Incorrect InvoiceIncorrect InvoiceKurt Sanders Inc. 4812 Kings Way West Gurnee, IL, 60031 (847)999 -999 Bill To: Frisbee Golf Club Northern Illinois University DeKalb, IL 60015 Invoice Number: 100578953 Date: 6/30/2006 Description Quantity/Hours Price Amount Flash -Website Creation 5.00 75.00 375.00 Flash -Websi te Design 2.00 50.00 100.00 Marketing Plan 1.00 60.00 60.00 Total 535.00 Please Remit to: Kurt Sanders Inc. 4812 Kings Way West Gurnee, IL. 60031
Kurt Sanders Inc. 4812 Kings Way West Gurnee, IL, 60031 (847)999 -999 Bill To: Frisbee Golf Club Northern Illinois University DeKalb, IL 60015 Invoice Number: 100578953 Date: 6/30/2006 Description Quantity/Hours Price Amount Flash -Website Creation 5.00 75.00 375.00 Flash -Websi te Design 2.00 50.00 100.00 Marketing Plan 1.00 60.00 60.00 Total 535.00 Please Remit to: Kurt Sanders Inc. 4812 Kings Way West Gurnee, IL. 60031
6666
Spending RulesSpending Rules
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Tax ReimbursementTax Reimbursement
Northern Illinois University is a tax exempt entity Organizations can request a copy of the
university’s tax exemption from the SA accountant.
If $100 or more is spent in a single day and sales tax was paid, none of the sales tax paid will be reimbursed.
Northern Illinois University is a tax exempt entity Organizations can request a copy of the
university’s tax exemption from the SA accountant.
If $100 or more is spent in a single day and sales tax was paid, none of the sales tax paid will be reimbursed.
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Cards, Flowers,Candy, Giftcards!!
Cards, Flowers,Candy, Giftcards!!
Please note that university policy does not allow for the purchase of cards, flowers, and candy for the occasions of marriage, birth, death, illness, etc. from university funds.
Exceptions to this policy must be approved through the appropriate vice president.
Northern Illinois University does not reimburse organizations for the purchase of gift cards.
Please note that university policy does not allow for the purchase of cards, flowers, and candy for the occasions of marriage, birth, death, illness, etc. from university funds.
Exceptions to this policy must be approved through the appropriate vice president.
Northern Illinois University does not reimburse organizations for the purchase of gift cards.
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Spending FormsSpending FormsCheck RequestHonorarium RequestPurchase Order RequisitionTravel Voucher
Check RequestHonorarium RequestPurchase Order RequisitionTravel Voucher
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Check RequestCheck Request
Available on the Accounting Website There is an instruction tab included with any of
the payment request forms Allow for at least 2 weeks lead time
Required Documents: If payment is to a vendor, an invoice that bills
NIU is required If Payment is for a food purchase or catered food
then the travel & food form is required. If for reimbursement, a detailed receipt is
required along with proof of payment.
Available on the Accounting Website There is an instruction tab included with any of
the payment request forms Allow for at least 2 weeks lead time
Required Documents: If payment is to a vendor, an invoice that bills
NIU is required If Payment is for a food purchase or catered food
then the travel & food form is required. If for reimbursement, a detailed receipt is
required along with proof of payment.
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Receipts Receipts Detailed Detailed Not Detailed Not Detailed
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Honorarium RequestHonorarium Request Available on the Accounting Website
Now is part of the check request form. Allow for 2 – 4 weeks lead time Required Documents:
Independent Contractor Certified Work Statement W-9 or a Foreign National Information Form
The Honorarium form is used when an individual is providing a one time contractual service without a contract. The intent is to show appreciation for participation in
University educational, research, or public service activities or events.
Available on the Accounting Website Now is part of the check request form. Allow for 2 – 4 weeks lead time Required Documents:
Independent Contractor Certified Work Statement W-9 or a Foreign National Information Form
The Honorarium form is used when an individual is providing a one time contractual service without a contract. The intent is to show appreciation for participation in
University educational, research, or public service activities or events.
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Purchase Order RequisitionPurchase Order Requisition
Available on the Accounting Website Allow for 4 – 6 weeks lead time
Required when: Ordering goods, or have a contract. Purchasing equipment over $100. Reimbursement is over $1,000 to an individual. Contractual Services cost is greater then $1,000.
Once an invoice comes in for an already approved purchase order, forward the invoice to the SA Accountant.
Available on the Accounting Website Allow for 4 – 6 weeks lead time
Required when: Ordering goods, or have a contract. Purchasing equipment over $100. Reimbursement is over $1,000 to an individual. Contractual Services cost is greater then $1,000.
Once an invoice comes in for an already approved purchase order, forward the invoice to the SA Accountant.
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Travel Voucher Travel Voucher
Available on the Accounting Website Required Documents:
Detail receipts for all meals, lodging, and auto expense during the travel period.
Food/Travel Form
Available on the Accounting Website Required Documents:
Detail receipts for all meals, lodging, and auto expense during the travel period.
Food/Travel Form
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Travel VoucherTravel Voucher Key Points to Remember:
Multiple trips may be combined on one travel voucher. However, each arrival destination involving airfare or lodging should be on a separate line of the voucher.
Insurance on car rentals will not be reimbursed. A per diem allowance is allowed only when the travel period
includes overnight lodging or is 18 hours or more. The per diem allowance for travel on official business consists of the following elements and may be authorized and approved within the following maximums (Business Procedure Manual 4-30) :
Within the State of Illinois, $28.00; Outside the State of Illinois, $32.00 to cover the following:
The cost of meals Gratuities related to food Room service and other hotel meal/refreshment services. Receipts do not need to be submitted to support this allowance.
Key Points to Remember: Multiple trips may be combined on one travel voucher. However,
each arrival destination involving airfare or lodging should be on a separate line of the voucher.
Insurance on car rentals will not be reimbursed. A per diem allowance is allowed only when the travel period
includes overnight lodging or is 18 hours or more. The per diem allowance for travel on official business consists of the following elements and may be authorized and approved within the following maximums (Business Procedure Manual 4-30) :
Within the State of Illinois, $28.00; Outside the State of Illinois, $32.00 to cover the following:
The cost of meals Gratuities related to food Room service and other hotel meal/refreshment services. Receipts do not need to be submitted to support this allowance.
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1. Refer to the Accounting and Procurement Form Usage and Supporting Documentation Guidelines at http://www.finfacil.niu.edu/Accounting/AccountingOffice.htm
2. Note: All forms must be typed online and then printed. Accounting will not accept handwritten forms. Accounting also requires all vendor information printed from the vendor because the office is responsible to make sure NIU’s money is going to the correct vendor address.
3. For organizations requesting a travel reimbursement, complete a travel voucher form available at the above website.
4. Obtain your Faculty Advisor’s signature on the form and obtain the proper support needed (i.e. original receipts, invoice, W-9, contract, etc.)
5. The proper support should be able to provide anyone in the Accounting Office the following information:(5 W’s – Who, What, Where, When, and Why)*
a. Who purchased the item?b. What was purchased? c. Where was the item purchased?d. When was the item purchased?e. Why was the item purchased?
*Note: If your supporting documents do not provide this information, then more than likely you willneed to provide additional documentation or obtain a more descriptive document from the vendor. 1. Bring the accounting form and support to the SA Accountant Office in CLB190L.2. Plan ahead by allowing at least 2 weeks for processing check request payments, 4 weeks for
Purchase Order Requisitions.3. Keep copies of all paperwork submitted for your records.
Keep track of your budget so that you will not incur a deficit at the end of the fiscal year.
Notes on Completing Payment Request Documents
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Miscellaneous Miscellaneous
7878
Payments:Recognized Groups
Payments:Recognized Groups
When an SA recognized but not funded group wants to use NIU facilities for an event, rent a room at HSC for example, the organization must have a “customer number” assigned by Accounts Receivable.
To get one, 2 officers, the Treasurer and President or Treasurer and Vice President must go to the A/R Office in Swen Parson, present picture ID’s, and sign an agreement to pay bills if the organization defaults in bill payment. The customer number is what is used to bill you for facility rental.
When an SA recognized but not funded group wants to use NIU facilities for an event, rent a room at HSC for example, the organization must have a “customer number” assigned by Accounts Receivable.
To get one, 2 officers, the Treasurer and President or Treasurer and Vice President must go to the A/R Office in Swen Parson, present picture ID’s, and sign an agreement to pay bills if the organization defaults in bill payment. The customer number is what is used to bill you for facility rental.
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Unpaid Bills And Unauthorized Charges
Unpaid Bills And Unauthorized Charges
A bill incurred by an organization should be settled no more than 30 days after the event or after receipt of the bill.
If an SA funded or SA recognized organization is found to have outstanding bills (over 30 days old) or unauthorized charges the following steps will occur:
1. If the Student Association is aware that a bill exists, the organization must submit a written explanation to the SA Treasurer of why the bill was not paid.
A bill incurred by an organization should be settled no more than 30 days after the event or after receipt of the bill.
If an SA funded or SA recognized organization is found to have outstanding bills (over 30 days old) or unauthorized charges the following steps will occur:
1. If the Student Association is aware that a bill exists, the organization must submit a written explanation to the SA Treasurer of why the bill was not paid.
8080
Unpaid Bills And Unauthorized Charges
Unpaid Bills And Unauthorized Charges
Step #2 If the bill remains unpaid even after contact, the
organization’s account(s) will be unavailable to the organization and the organization will be suspended until the bill is settled.
If another account established by the organization outside of the University has been setup then the organization will be required to pay the money owed using funds from that account first.
If there is only one existing account, which would be an organization’s allocation, then the funds will be removed and the bill will be paid.
Step #2 If the bill remains unpaid even after contact, the
organization’s account(s) will be unavailable to the organization and the organization will be suspended until the bill is settled.
If another account established by the organization outside of the University has been setup then the organization will be required to pay the money owed using funds from that account first.
If there is only one existing account, which would be an organization’s allocation, then the funds will be removed and the bill will be paid.
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Unpaid Bills And Unauthorized Charges
Unpaid Bills And Unauthorized Charges
Step #3 If funds are not sufficient in your current SA cost
center to settle the bill, other sources of funding must be found.
The remaining funds, if any, will be frozen and the organization will be suspended until the next set of officers are elected and the money is repaid.
If the organization is in deficit at the end of the year, that deficit amount will be subtracted from the next SA allocation granted the organization.
Step #3 If funds are not sufficient in your current SA cost
center to settle the bill, other sources of funding must be found.
The remaining funds, if any, will be frozen and the organization will be suspended until the next set of officers are elected and the money is repaid.
If the organization is in deficit at the end of the year, that deficit amount will be subtracted from the next SA allocation granted the organization.
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Unpaid Bills And Unauthorized Charges
Unpaid Bills And Unauthorized Charges
Stage #3 cont.
An organization being suspended means the following: There shall be no events conducted by your organization
except for business meetings. You are restricted from co-sponsorship, receiving
supplemental funding, parties, entertainment of any kind, socials, social events, programs.
No organizational events will take place until the funds have been raised from outside sources and the bill is paid in full.
Stage #3 cont.
An organization being suspended means the following: There shall be no events conducted by your organization
except for business meetings. You are restricted from co-sponsorship, receiving
supplemental funding, parties, entertainment of any kind, socials, social events, programs.
No organizational events will take place until the funds have been raised from outside sources and the bill is paid in full.
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Campus Security Campus Security
Any Student Association (SA) Recognized AND Student Association (SA) Funded student organization with a budget of $3,000 or more and Any Greek lettered organization that is recognized by one of the four councils on campus (IFC, CPC, NPHC, MGC) are eligible for Campus Security services.
An application for the campus security fund will be obtained from the Student Association office in the Campus Life Building Suite 180 or on the Student Association website at http://www.sa.niu.edu.
Any Student Association (SA) Recognized AND Student Association (SA) Funded student organization with a budget of $3,000 or more and Any Greek lettered organization that is recognized by one of the four councils on campus (IFC, CPC, NPHC, MGC) are eligible for Campus Security services.
An application for the campus security fund will be obtained from the Student Association office in the Campus Life Building Suite 180 or on the Student Association website at http://www.sa.niu.edu.
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CONTACT INFORMATIONCONTACT INFORMATIONRicky GarciaSA Treasurer
Office HoursMon 11-1
Tues 12:30-3Wed 9-12
Thurs 12:30-3Fri By Appt.
Ricky GarciaSA Treasurer
Office HoursMon 11-1
Tues 12:30-3Wed 9-12
Thurs 12:30-3Fri By Appt.
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Contact InformationContact Information
Dan LeonardSA Deputy
du
Dan LeonardSA Deputy
du
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CONTACT INFORMATIONCONTACT INFORMATION
Suzanne SedlacekSA Accountant
Monday – Friday 8-4:30815-753-5204
Suzanne SedlacekSA Accountant
Monday – Friday 8-4:30815-753-5204
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CONTACT INFORMATIONCONTACT INFORMATION
Chintan VoraGraduate Assistant for Accounting
Chintan VoraGraduate Assistant for Accounting
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