PLEASE PICK UP FORMS AND SIGN IN –

THANK YOU!

Fall 2010Budget Workshops

Introduction

Mariah Fiorillo Chief Financial Officer, Student Organizations Chair, Appropriations Committee

Appropriations Committee Members

Eligibility Requirements

Fully Registered and Recognized Organization

Attend a Student Senate Budget Workshop

CPO Registered 1. A registration card must be turned into CPO each year. 2. A current membership roster much be submitted to CPO each

semester 3. A current constitution and by-laws must be submitted to CPO every

two years

Budgeting Proposal Process

What is a budget? Example Budget Review

Budget Proposal Process

ALL ITEMS ON PROPOSED BUDGETS MUST HAVE ACOMPANYING DOCUMENTATION PROVING AN ITEMS(S)/PROGRAM/EVENT’S COST.

Budgeting Proposal Process

Submitting a Budget Use Budget Forms found on the Web http://campus.albion.edu/studentsenate/documents-and-

forms/

E-Mail completed budget to

senateCFO@albion.edu by:▪ 11:59 PM – Wednesday, September 8th, 2010

LATE BUDGETS WILL NOT BE ACCEPTED

Budgeting Proposal Process General Budget Limits

$800 Limit for Each Piece of Equipment▪ Equipment and supply purchases above $250.00

must include a detailed explanation in the supplies & equipment page of the proposed budget.

$800 Limit for Each Program $800 Limit for Each Piece of Supplies $800 Limit for Each Travelled Trip $200 Limit for All PR Material

*Percentage groups are not restricted to the guidelines above*

Budgeting Proposal Process

Programs Food

Equipment Supplies

T-shirts PR Co-Sponsorships

Exceed Funding Limits Travel

Budgeting Proposal Process

Food Food and Beverages may be funded if

and only if it can proven that:▪ 1.) Items are a Critical Part of a Cultural or Educational

Program ▪ 2.) Items are Part of a Contracted Obligation for

Performances or Professional Services Required for the Presentation of a Program.

▪ 3.) Items, in General, Enhance the Overall Event or Supports the Participants/Guests

Food will NOT be Funded to Generate Attendance

Meals will NOT be Funded during Events/Trips

Budgeting Proposal Process

Equipment Must Support the Mission of the

Organization Must not be Available on Campus Must be Permanently Stored on College

Property T-Shirts

Only Costs Associated with the Printing of Shirts Will be Funded (i.e. Printing Costs, Design Fees)▪ College Housing or Vehicles Is Not Allowed

Budgeting Proposal Process

PR $200.00 limit for ALL organizations

Will not fund off-campus PR All PR items must have a *brief*

explanation as to how the PR will be spent

Budgeting Proposal Process Co-Sponsorship Two or more organizations may partner

together to fund a single program/event: Cannot be used to purchase equipment Each organization requesting funding for the

program/event must include the co-sponsorship form in their proposed budget▪ All co-sponsorship forms must be signed by the President and

Treasurer of each organization

Each organization still has the individual $800.00 funding limit▪ Example: 3 organizations co-sponsoring= maximum funding

of $2400.00

General Exclusions

General 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 Phone Expenses Alcohol or Alcohol Related Material(s) Donations

Budgeting Proposal Process

Travel Flying▪ Flight Itinerary showing Amount

Rail▪ Rail Itinerary showing Amount

Vehicles▪ Personal Vehicle: $0.50 per mile▪ College Vans: $0.55 per mile▪ Use College Credit Card when Purchasing Fuel

Post-Budgeting Procedures

President and Treasurer will Receive an

E-Mail with Attached Approved Budget

Appeals are Heard within 72 Hours of the Budgets being Released More information is provided in the SAF

guidelines posted on the Appropriations website

Funds are NOT Transferred Semester to Semester

Post-Budgeting Procedures Requesting a Check

Accepting check requests: September 21st Must Use Proper Forms found on Website or Located

Outside the Senate Office STAPLE Receipts/Invoices to the Check Request Only the President or Treasurer may Sign Check

Requests TURN IN ALL REQUESTS TO THE FOLDER LOCATED

OUTSIDE THE SENATE OFFICE (4th Floor KC) PLAN AHEAD: Checks Can Take 4-7 Days All Requests Due: 11:59 PM – November 29th,

2010

Post-Budgeting Procedures Receipts/Invoices/Contracts

Proof of Purchase is Required in Order for Checks to be Written to Individuals▪ Proof of purchase constitutes a receipt, bill or invoice or equivalent

document stating a total amount paid/due Requests with Invoices or Contracts may have the Check

Written Directly to the Vendor▪ Preferred Method

Fuel Compensation (Personal or College) Must Use Mileage Check Request Form A Map Showing Exact Mileage Must Be STAPLED to the

Request Form If Using College Van(s) Use the Provided Credit Card to

Purchase Fuel Attaching Gas Receipts are NOT Allowed

Post-Budgeting Procedures

Denied Check Requests E-Mail(s) will be Sent Regarding the

Nature of the Denial Picking Up Checks

CPO Distributes E-Mails Stating Checks may be Picked-Up at the CPO Office▪ Only Those On the Signature Card May

Redeem Checks Checks Expire 60 Days from the Date

the Check is Written

Post-Budgeting Procedures Line-Item Changes

Money Left From Funded Lines may be Moved to EXISTING Lines if Approved

Line-Item Change Request Forms are Located on the Website or Outside the Senate Office

Organizations will be E-Mailed the Decision of the Committee

All Requests Due: 11:59 PM – Tuesday, April 27th

PLAN AHEAD: REQUESTS CAN TAKE 4-7 DAYS, if not longer

Emergency Funding

If your organization experiences an event where Immediate funding is needed and it can be shown that: 1.) The Item/Event could not be budgeted for

during the Regular Budgeting Process 2.) The Item/Event Meets all SAF Guidelines

E-Mail the CFO to begin this process Organizations may only apply for

emergency funding ONCE per semester All Requests Due: 11:59 PM – Tuesday, April

27th

Accessing Our Website

http://www.albion.edu/senate/committees/appropriations/index.asp

Items located on the Student Senate website: All budget forms

▪ Cover page▪ Program request▪ Supply & equipment forms▪ Co-sponsorship forms

SAF guidelines Budget PowerPoint Check request document Mileage check request document Line item change document Request for Variance to SAF guidelines

IMPORTANT RECAP

Budget help: September 8th: 8pm to 12am

Budget Proposals Due: 11:59 PM – Wednesday, September 8th

Final Check Requests Due: 11:59 PM – November 29th Emergency Funding Requests-11:59 PM

November 22nd E-Mail

senateCFO@albion.edu