Club budget process
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Club Budget Process. Budget Process. Club Budget Process Schedule. Club Budget Training – 2 Sessions Tuesday, March 15, 2011 6-7:30 pm Campus Center – 1010/1015 Rooms Wednesday, March 16, 2010 6-7:30 pm SAU – 1829 Room

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Club Budget Process

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Club budget process

Club Budget Process

Budget Process


Club budget process schedule

Club Budget Process Schedule

Club Budget Training – 2 Sessions

Tuesday, March 15, 2011 6-7:30 pm

Campus Center – 1010/1015 Rooms

Wednesday, March 16, 2010 6-7:30 pm

SAU – 1829 Room

If you require an interpreter, notify Merry Schading at [email protected] at your earliest to be certain we can accommodate

Additional Club Budget assistance is available by appointment

Please go to Club Resource Center located in Campus Center to book an appointment with Merry Schading or Carol Giuliano

Friday, April 1, 2011

Budget proposals are due by 4:30 pm

Before printing out your club budget proposal, please check page break preview on your budget worksheet to make sure documents print out horizontally on one page. Your document may be many pages, but horizontally worksheet should be on only one page

Print out a copy of completed budget for your club files

HARD COPY to Ryan Giglia - Assistant Director for Campus Life Programs, Center for Campus Life, Campus Center - Room 1629

HARD COPY AND EMAIL COPY to Merry Schading, Campus Center – Room 1621

Email copy must indicate 4/1/11 date and received before 4:30 p.m.

Hard copy will be stamped date received and logged in order of receipt


Club budget process schedule1

Club Budget Process Schedule

(Mon. 4/4/11 – Fri. 4/8/11)

Initial screening of budget proposals begins

Note: Budget proposals requiring further information or adjustment will be returned and an update will be due in a week’s time

(Mon. 4/11/11 – 4/15/11)

Notification to clubs confirming receipt of budget proposal and status.

(Mon. 4/18/11 – 4/22/11)

Final budget review by the SG Budget Review Committee

Budget allocations will be made at this time.

Tier 3 Club Representatives are invited to be present at their budget hearing. Requests should be made on the budget proposal that you submit .

(Fri. 5/6/11)

SG Senate votes on club budgets

Final Budget allocations available in Club mail folders as soon as process is complete


Typical questions asked

Typical Questions Asked

What is the Budget Process?

What is the SG Finance Committee?

How Do I Develop My Budget?

What Happens After I Turn in the Club Budget Proposal?

Criteria used by the SG Budget Review Committee to Review Budgets


What is the budget process

What is the Budget Process?

Tier I

Operates only from fundraising and AFAF’s (Additional Funding Requests through SG)

No budget proposal is created nor handed in

unless club is trying to change status to Tier II

Tier II

Maximum of $400 budget and AFAF’s

Needs to follow the budget process to qualify for up to $400

Tier III

Needs to follow the budget process to qualify for their budget


What is the budget process1

What is the Budget Process?

The Student Government (SG) Budget Process allows RIT student organizations to request funds for their club’s operating costs for the upcoming academic year

The SG Budget Review Committee reviews all club budget proposals under the direction of the Director of the Center for Campus Life and Student Government President


What is the budget process2

What is the Budget Process?

To move from Tier I to Tier II or from Tier II to Tier III a written appeal should be made to the Assistant Director for Campus Life Programs

This appeal should be included with your club’s budget proposal


What is the budget process3

What is the Budget Process?

The budget process begins during the Spring quarter and ends approximately the end of May

All budget proposals submitted by the deadline will be reviewed and allocations decided

Only hard copies of budget proposals submitted to the Assistant Director for Campus Life Programs and Merry Schading by 4:30 pm April 1, 2011 AND an electronic copy of budget proposal emailed to Merry Schading, will be eligible for full consideration by the SG Budget Review Committee

Budget proposals submitted after the deadline date may be subject to penalty of limited funding or no funding at all


What is the sg budget review committee

What is the SG Budget Review Committee ?

The SG Budget Review Committee is made up of the following:

Assistant Director for Campus Life Programs

Campus Life Financial Coordinator

Representative from Club Review Board


How do i develop my budget

How Do I Develop My Budget?

It will be important for you to utilize the club recognition packet to develop your budget.

Purpose of your organization

Mission Statement

Goals & Objectives

Step 1: Plan Ahead

Step 2: Research

Step 3: Preparing the Budget Proposal


How do i develop my budget1

How Do I Develop My Budget?

Step 1. Plan Ahead

Think about what events, activities, and/or expenses your club will have for the upcoming year.


How do i develop my budget step 1 plan ahead

How Do I Develop My Budget?Step 1. Plan Ahead

Expenses

Keep events within the purpose and mission of the club.

Basic operating expenses should be included that represent basic costs needed to run your club

Try to tie activities into your mission statement and goals.

Look at activities sponsored in the past (or ask your club advisor) and see if they were successful.

Do you want to repeat the activity?

If not what else could you do?

Consider any new events for the club to attend/host/sponsor or cosponsor.

Is there a conference or speaker that will be in the area next year?

Is there an event that you could not attend last year that you would like to attend this year?

Is there an opportunity to co-host a speaker with another club and/or a similar club from another college?


How do i develop my budget step 1 plan ahead1

How Do I Develop My Budget? Step 1. Plan Ahead

Look at costs of these events

Did/will the cost of the event be justified by the benefit to your club and/or the RIT community?

Will the cost for the event(s) need to be increased?


How do i develop my budget step 1 plan ahead2

How Do I Develop My Budget?Step 1. Plan Ahead

Income

Think about the potential sources of income that your club may have access .

Consider the following sources:

fund-raisers including vendors, bake sales, and raffles

donations

sponsorships from external groups, corporations or parent chapters

RIT Departmental Support

AFAF

events

co-sponsorship from other organizations at RIT

Be sure income estimates are realistic as you will be held accountable for the income stated


How do i develop my budget step 1 plan ahead3

How Do I Develop My Budget?Step 1. Plan Ahead

Final Review of Expenses & Income

Rank order the expenses and incomes that you would like to propose in your budget

Due to budgetary restrictions, the club may not be able to afford all the events or expenditures

Prioritize your request by:

Basic operating expenses

Event expense/equipment expense/travel expense in case you are not allocated a budget to cover all your requests.


How do i develop my budget step 2 research

How Do I Develop My Budget?Step 2. Research

Get estimates for the costs of all events or items to be purchased.

The following resources can help you determine your costs:

Prior Year budget expenditures

Competitive shopping

Office Max catalog (available in Club Resource Center for review)

Newspapers/sale notices

Airline/ticket agencies or online

Conference registration (based on anticipated numbers attending and/or costs from prior year)

HUB for copying expense

SG for cost of Driver Certifications


How do i develop my budget step 3 preparing the budget proposal

How Do I Develop My Budget?Step 3. Preparing the Budget Proposal

The first page of your budget proposal should include your club’s mission statement and the goals for the next academic year. If you are appealing for a Tier move, include your justification for the move within this first page.

Your budget worksheet follows

The budget worksheet can be found ONLY on-line at http://campuslife.rit.edu/main/clubs/resources


How do i develop my budget2

How Do I Develop My Budget?

HELPFUL HINTS

Expenses should be approximately the same from year to year. There are more clubs and limited funding

Be sure to check all figures for accuracy

Budget worksheet has formulas that will calculate quantities times costs to give you total costs

Include rationale for any changes of 10% or more from the previous year

Before printing out, please check page break preview on your budget worksheet to make sure documents print out horizontally on one page. Your

document may be many pages, but horizontally worksheet should be on only one page

See: http://campuslife.rit.edu/main/uploads/1New_Club_Budget_Process_Form.pdf for more information


What happens after i turn in the club budget proposal

What Happens After I Turn in the Club Budget Proposal?

The SG Budget Review Committee will:

begin to review club budget proposals for form and basic content as they are submitted

return those budget proposals requiring additional information or clarification to the club contact person upon initial review. Those groups will be asked to resubmit an updated budget within a week’s time

notify the club contact person of the budget proposal’s status

begin the process of allocating funds based on financial criteria


Criteria used by the finance committee to review budgets

Criteria used by the Finance Committee to Review Budgets

Due to the growing number of clubs and demand for limited budget money, accounts will be looked at closely by the SG Budget Review Committee:

Checking closely to see what each club actually spent last year

Checking to make sure that the items listed in each budget proposal reflect the purpose, mission statement, and goals & objectives submitted by the club

Specific financial criteria

A basic budget for the club to operate on campus


Club budget process

Although a budget proposal is only an estimate of expected expenses, the SG Budget Review Committee asks that all clubs please list their expenses fairly and with as much accuracy as possible.


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