Student Allocations Training Powerpoint 2015 2016

2015-2016TRAINING

Student Allocations

So, Who is SAC?

The Student Allocations Committee is a university committee of five students appointed by the Council of Student Leaders. Our purpose is to

assist Winthrop’s student organizations in sponsoring programs and conferences beneficial

to the entire student body.

WE ARE RESPONSIBLE FOR YOUR FUNDING!

Are you eligible for funding?To be eligible for SAC funding,

student organizations must:

Be officially registered with the Office of Student Activities. (Deadline to re-register is 9/30/15)

Have attended a Student Allocations Training session during the current academic year.

Have at least ten active members in the organization

What will SAC fund?

On-Campus Programs Speakers / Contract

services Movies Equipment rentals Food / Refreshments Decorations / Event

Supplies Printing Security

Off-Campus Programs Conferences Workshops Competitions

Events must be publicized, free, and open to all students.Events and activities supported in part by SAC funds need not and

should not avoid controversial, political, religious, and/or ideological content. (However, electioneering / lobbying cannot be

funded.)

What will SAC not fund? Awards, gifts, donations, or

prizes Apparel

Uniforms Costumes T-Shirts

Faculty / Staff expenses Electioneering / lobbying Retreats not used for training /

planning purposes

Only planned programs with detailed cost breakdowns will be considered for funding.

Also, you MUST submit your paperwork prior to having your event. Paperwork will not be considered after an event has already passed.

15-passenger vans and charter buses

Parking Events / programs for

graduating seniors Audio / Visual equipment

purchases Food / drink expenses for

travel Alcohol / tobacco products Storage

On-Campus Programs: Speakers / Contract Services

In order to bring a speaker to campus, a Contract for Professional Services with original signatures must be completed in the Office of Student Activities.

All fees must be calculated as ONE lump sum and be included in the Contract for Professional Services. SAC may allocate up to $500 for professional services.

May allocate up to $1500 for collaborative programs involving professional services

Questions about Contracts for Professional Services may be directed to the Office of Student Activities

Check requests must be submitted at least 2 weeks before the event date, so begin your contract several weeks in advance!

Types of Contract Serviceso DJo Clowno Motivational Speakero Artisto Dancerso Comediano Photographero General Performers

On-Campus Programs: Speakers / Contract Services

On-Campus Programs: Movies & Equipment Rentals

Funding up to $500 may be granted for the cost of a public viewing license Jaws, Dumb & Dumber, Friday the 13th, Psycho, etc. Documentaries Independent Films

SAC will only fund the rental of equipment if it cannot be borrowed from a department. SAC does not fund purchases. Jump castle Sumo Suits Obstacle Courses Slip and Slide Rock Wall

On-Campus Programs: Food / Refreshments

SAC may fund up to $300 for light refreshments if used to enhance public event: Hot Dogs, Hamburgers, Ice Cream, Chips, Fruit Trays,

Pizza, etc. SAC may fund up to $700 for complete meals

through Aramark. Baked Potato Bar, BBQ, Salad, and Latin Buffets Pork, Shrimp, Beef, Chicken and Fish Buffet Meals Chocolate Fondue Station, Appetizer Bar, Sandwich Buffets

FREE FOOD = MAJOR TURN OUT!

On-Campus Programs: Decorations, Printing, and Security

SAC may fund up to $75 for decorations/novelties and has the right to request that they be turned into the OSA after the event for future use by other organizations. Streamers, center pieces, colored lights, confetti, balloons, etc.

SAC may fund up to $25 for printing that must be used for event-specific purposes only. Flyers, programs, and handbills The SAC logo must be included as a small part of all event

advertisements for events funded in any part by SAC. To obtain the logo, contact the SAC Administrator.

SAC may provide funding for security officers at events required to have security. The number of officers required is determined by Campus Police and the OSA.

PUBLICITY = MAJOR TURN OUT!

Late-night weekend programming SAC is willing to sponsor student organizations who

collaborate to provide fun, free, and creative social events.

Amounts TBD by committee Requirements

Open to all Winthrop students Non-alcoholic social programming alternative Held on Friday or Saturday evening Held on-campus

On-Campus Programs: Weekend Programming

On-Campus Programs: Other Expenses

Banner SAC may allocate up to $90 for an organization-specific

vinyl banner. Requested through Winthrop Printing Services Groups are limited to one banner

Community Service Supplies SAC may fund up to $200 for community service event

supplies. All community service events must be open and

advertised to entire student body.

Operational Expenses

SAC may grant $50 to each organization per semester for operational expenses Extra printing costs, bake sale supplies,

food/refreshments, office supplies).

All receipts for Operational Expenses must be turned in by the last day of classes in which the funds were allocated in order to be reimbursed. (12/6/15)

Any funding not used at the end of the semester will be reallocated.

Off-Campus Programs: Conferences, Workshops, and Competitions

SAC may fund the following for travel: Registration (up to $250 per person for 4 people) Lodging (up to $150 per day for a maximum of 4 days) (Reimbursable

ONLY) Airfare (up to $300 per person for 2 people) Car rentals (up to $100 per day, 4 night maximum) Mileage or Gas

If using personal vehicle, mileage rate is $0.25/mile If using rental vehicle, gas will be reimbursed with original receipts up

to $0.25/mile. In order to be reimbursed, the organization MUST complete a Travel

Authorization and Emergency Contact Form with Pam Varraso at least 10 business days before the event.

Must fill out travel worksheet and have advisor signature Post-Travel Evaluation form must be submitted after travel. A single student organization can receive no more than a total of $2000 for

all conferences and organizational meetings/trainings for the academic year.

Budget Information Sheet

It is in your organization’s best interest to include a semester-long budget to help SAC see where funding is needed most.

Fill this form out completely and correctly.ALL income for your organization must be

shown on the Budget Information Worksheet.

Travel Worksheet

You must fill out and submit a separate Travel Worksheet completely and

correctly for each conference with

supporting documentation.

Travel worksheet must have advisor signature

Event Worksheet

You must submit a separate Event Worksheet for each event.

You must submit supporting documentation with each Event Worksheet.

Fill out this form completely and correctly.

Program Request Justification

Lists specific event info/details

Prevents unnecessary interviews

If you are a senior (graduating at the end of that semester) and attending a conference, you must justify why the committee should consider your request.

What is Supporting Documentation?

Gas137.62 x .25= $34.41

Hotel

Registration

Budget Breakdown:Fruit Tray - $24.99Balloons – 10 * .99 = 9.90Center Pieces – 10 * 7 = 70.00Cups(100) – 2.99Juice (16 oz) – 3.99Table Cloths – 5.00 * 10 = 50.00

The Interview

The SAC Administrator will contact your organization if an interview is necessary.

Be prepared to explain your requests and answer questions related to the event.

Bring your own copy of necessary paperwork to the interview. Interview dates

Fridays at 3:00 p.m. in DiGs 204 (Conference Room in Student Orgs Resource Room)

See website for specific dates In order to be considered at the next set of interviews, all

paperwork must be complete, signed, and returned by Tuesday at 4:00 PM to the Office of Student Activities (DiGs 269).

Decision of interview is at the discretion of the committee.

Accessing Your Funds

Funds may only be accessed by your organization’s President, Treasurer, or the person who filled out the paperwork.

Once you receive notice of your allocations, schedule an appointment with Pam Varraso in DIGS 269 to gain access to your funds.

There are 4 options for accessing funds1. Purchase Request Form2. Store Purchasing Card3. Check Request4. Reimbursement

Office of Student Activities HoursMonday – Friday 8:30 A.M.-5:00 P.M.

Accessing Funds, Option 1

Departmental Purchase Request Bring approved SAC email with you to access funds. Work with Pam Varraso and Office of Student

Activities staff to purchase items on departmental credit cards. Registration Costs Online store purchases Flights Van Rentals

It is always best to try and have our staff purchase items for you so you’re not out of pocket any expenses.


Store Purchasing Cards Bring approved SAC email with you to access funds. May be signed out for 24 hours maximum Must return original, itemized receipt to the OSA

when card is returned May purchase at

Wal-Mart Markley’s Aramark Catering Papa John’s

If in the rare case you need to shop at a different store, you must see Pam Varraso to make arrangements.


Check Request Meet with Pam Varraso (at least 2 weeks before funds

are needed) to request a check This check can be used to pay for:

Performers Speakers Professional services Conference travel (e.g. hotel costs, registration, etc.)

To use a check request, we will need the payee’s Tax ID# or Social Security # to set them up in the Winthrop system to be paid.


Reimbursement You must turn in all original receipts for

reimbursement within the 2 weeks following your event date.

If the allocation is for travel, the traveler must be on the original receipt.

If you fail to do so, you will forfeit the remaining funds that were allocated for your event.

Your event MUST be approved by SAC before any purchases are made.

If Something Changes…

ALL event changes must be submitted in writing to the SAC Administrator. This includes the following: Date changes Time changes Location changes Registration participants (conferences) All other changes made to your event

Request Mistakes

5 common mistakes: Lack of early planning! Lack of communication when events fall through Having someone fill out SAC paperwork who

didn’t attend training Failure to appropriately use all funds allocated Missing the deadline for reimbursement

Don’t make these mistakes! Funds allocated to your organization will be used elsewhere if you fail to follow SAC guidelines.

How Do I Apply for Funding?

Submit all necessary paperwork by the Tuesday before your interview by 4:00 PM (budget information, event/travel worksheet, program request justification, and required supporting documentation.)

Paperwork must be typed, complete, and correctly filled out.

Website

Our website includes the following printable items: SAC Guidelines Allocations Request Packets

Event/Travel Worksheet Budget Information Worksheet Event Information/Justification Worksheet

Visit our website for information and updates:http://www.winthrop.edu/studentallocations

Fall ‘15 Training and Interview Dates

If my event falls between:

I will attend SAC Training by:

I will apply for funds by: I will interview by:

9/5/15 and 9/18/15 8/28/15 9/1/15 at 4:00 PM 9/4/15

9/19/15 and 10/2/15 9/10/15 9/15/15 at 4:00 PM 9/18/15

10/3/15 and 10/23/15 9/24/15 9/29/15 at 4:00 PM 10/2/15

10/24/15 and 11/6/15 10/6/15 10/21/15 at 4:00 PM * 10/23/15

11/7/15 and 11/20/15 10/27/15 11/3/15 at 4:00 PM 11/6/15

11/21/15 and 12/4/15 11/12/15 11/16/15 at 4:00 PM * 11/20/15

12/5/15 and 1/15/15 11/12/15 12/1/15 at 4:00 PM 12/4/15

Spring ‘16 Training and Interview Dates

If my event falls between:

I will attend SAC Training by:

I will apply for funds by: I will interview by:

Training dates not set Training dates not set 1/12/16 at 4:00 PM 1/15/16







Questions?

For assistance or clarification, please contact Tristan Proctor, SAC Administrator.

Email: [email protected]

Office #: 803.323.4536Office Hours

Monday-Friday 2:00– 3:00 pmDiGs 269

For other appointments, contact Tristan.

Education

Student Allocations Training Powerpoint 2015 2016