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Welcome to the Organization Budget Council Budget School! . 2012-2013 Committee Members Jenna Saadeh : Web Master Risa Rojas : Meeting Chair James Au : Public Relations Evan Wellington : C lerk Max Werner : Accounting Manager. Section I. where , what, who and how of the OBC.
2012-2013 Committee Members
Jenna Saadeh: Web Master
Risa Rojas: Meeting Chair
James Au: Public Relations
Evan Wellington: Clerk
Max Werner: Accounting Manager
where, what, who and how of the OBC
By Evan Wellington/ Kaiya Gray(‘11-’12)/ Aimee Shattuck
Each term students pay tuition and fees to attend PSU. One such Fee is the Student Incidental Fee, this fee covers important services to students such as Smith Memorial Student Union, Campus Rec, Athletics, SALP and also your student organizations!
Proceeds from the Student Incidental Fee are allocated to different areas on campus by the Student Fee Committee (SFC). This committee decides how much of the Student Incidental Fee should be budgeted towards student organizations and therefore under the jurisdiction of the OBC.
The OBC then functions as a voting council for the approval of case by case budgetary requests from student Organizations as well as annual Tier placement decisions.
The OBC serves as a funding boardto student organizations recognized by SALP. The OBC is dedicated to provide funding and assistance to student organizations in budget development, event planning, and expenditure processing in order to enhance the university community.
In order for the OBC to allocate funds in accordance with the OBC mission and guidelines, SFC guidelines, university policies, and state and federal law, it is vital that there be strongcommunication between your student organizations, the OBC, and your SALP Advisor.
Funds allocatedby the OBC still requires submitting the Request to Spend form to SALP in order for funds to be spent.
Each student Organization has a designated OBC Liaison.
Your Liaison servesas the official contact point between you and the OBC.
Liaisons relay relevant information and coordinate closelywith SALP and student orgs in helping with requests.
A list of OBC Liaisons Assignments can be found on the OBC’s OrgSync portal under the Files tabor at bit.ly/psuobc
Many factors come into play when determining tier placement such as student organization size, need, presence on campus, and recommendations from advisors.
A spending tier is a placement decided by the OBC which determines the maximum amount of student fee money a student organization can spend.
There are five Tier placements which determine spending caps for student organizations and their Base Operating Budgets:
Each student organization is given a base operating budget as part of the tier placement. Groups do not need to obtain approval from the OBC to spend out of their Base Operating Budget; however, all expenditures will require the approval (Request to Spend)of your SALP advisor.
Base Operating Budgets may be used for the general management of the organization at their discretion. These expenses should be in line with the mission of the organization and be beneficial to the campus community
Should these funds be exhausted prior to the end of the fiscal year, all other expenditures must be in the form of programming or travel requests submitted to the OBC which will be deducted from that student group’s tier spending cap.
Programing Requests and Processing Times
Must comply with the guidelines and policies.
Must be open to the campus communityand free for students.
Must be in line with group’s mission.
One request for entire event if possible
Agenda and price quotes must be included: upload documents on price quotes and include an itemized list of all requested expenditures per program request in uploadable form (pdf, doc, txt, etc...)
Charging admission(however events should be free and accessible for all PSU students) or other revenue generation must be approved by OBC
Submit PFR as early as possible
Events with contracts for speakers/ services must include a price quote from contractor.
Explanation of how lecturer fits in with event and group’s mission
Groups can access separate budget for lecturers – Speaker’s Board
Every OBC funded event requires post-event evaluation
Evaluations must be submitted by the 20th of the month following the completed event
Future funding requestswill be denieduntil evaluation has been submitted
Post-event evaluation will include:
Detailed expenses and incomes
Documentation for actual expenses and incomes
Other event documentation (receipts and contracts)
Strength and Weaknesses of the event and its
International Contracts and Alcohol Requests: 30 business days
Domestic Contracts and Travel Requests: 20 business days
Payments for Delivery: 15 business days
Enterprise, Food Waivers, and Catering Requests: 10 business days
Personal Vehicle Request: 5 business days
Kinkos/Clean Copy Requests: 3 business days
Funding requests should be submitted no less than 2 business weeks prior to the first SALP deadline for processing expenditures
There are two steps that must be followed when multiple student groups are co-sponsoring an event:
1. All organizations must submit separate requests indicating the appropriate level of funding and which line items they are sponsoring
2. The purpose of the event must correspond with the mission statement of the student groups
AAA: a committee providing funding for students and student organizations for travel in order to present or perform.The fund is open to all PSU students, regardless of their membership in a student organization.
Speakers Board: acommittee providing funding for visiting lecturers/ speakers/ performerson PSU campus [must allow free access to all PSU students]
Excellence Funds: Funding a group may apply for
when group has reached or is approaching exhausted funds.
Eligibility based on: Completion of all required quarterly reports and program evaluations.
Student Orgs must justify the need of excellence funds and must have exceeded all expectations in the areas of communication, engagement, leadership, and success.
Excellences funds may equal no more than 20% of allowed annual combined funds for any organization.
Documentation justifying the need of food for the furthering of the event and how this meets the group’s mission.
Food expenditures may be approved only for events and trainings, which conform to the following criteria:
The event is widely publicized to members and non-members using multiple methods of advertising;
The event is of interest to the general student population;
The event is vital to the service provided by a Program; or
The event is an annual training.
Departments and Programs supported by Student Fees should not purchase food and/or beverages for the exclusive use of staff or student members. (Example: food and beverages served at general membership meetings or continuously available in an office.)
Groups should not spend more than $8/person on food
It is the SFC’s recommendation that, in the interest of being financially responsible, groups do not spend student fee dollars on single-use disposable plastic water bottles
How much can you spend?
$2,100 total for non-essential travel
$500 for conference registration/competition entry fee.
Travel funds may be used to pay for conference registration/conference entry fees but not the other way around.
*NAIC groups are exempt from travel restrictions
What documents do you need to provide the OBC?
Travel and conferences, regardless of conference fees, must include documentation of the event, including an agenda or itinerary for the conference to support the value of the event.
Documentation and an agenda from the organizers of the conference must be provided during the post-event follow-up.
Documentation of travel may be asked for, and may include but not be limited to receipts, photos, participant signature list, or conference materials.
*See the OBC Guidelines for a description of NAIC Groups
Oh no, I missed my plane!!!
Student fees will not go towards travel expenses (ex: plane tickets, registration fees…) that are not used. The individual will be charged for unused expenses unless they are forgiven for the cost by the SFC.
The individual(s) must notify their advisor and OBC liaison within one week of the cancellation.
Forgiveness may be granted for situations including but not limited to medical emergencies, death or extreme circumstance
OBC will not allocate funds for….
Per Diem (Funds that pay for individual meals while a group is travelling)
National or state membership fees or dues.
Any item deemed excessive by the OBC and/or not fully justified by the organization to be essential to the operations, primary purpose, or programming of the organization.
Student Group Resources:http://salpsync.orgsync.com/org/salp
Speakers Board: http://salpsync.orgsync.com/org/speakerboard
Please make sure detailed explanations are given on how and why program requests fit the purpose and goals of your organization.
Organization Budget Council
4. Click on the name of the event
6. Put the amount actually spent on each line item and select payment type
8. Click submit at the bottom of the page.