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Student Group Training 2011-2012. University Funding Board. Introductions. My Name: Matt Meriweather My Position: External Vice President Student Government Office: 655 Steger Student Life Center (SSLC). Today’s Agenda. Before Requesting Funds The Process of Requesting Funds

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Student group training 2011 2012

Student Group Training2011-2012

University Funding Board


Introductions
Introductions

My Name: Matt Meriweather

My Position: External Vice President

Student Government Office:

655 Steger Student Life Center (SSLC)


Today s agenda
Today’s Agenda

  • BeforeRequesting Funds

  • The Processof Requesting Funds

  • AfterRequesting Funds


Important information
Important Information

  • Each Group is allotted up to $7,000/year.

    • Must submit budget and follow UFB criteria to attain these funds

  • Each Group has $300/year in operating funds

    • This money does not require you to create a budget but it does require exact documentation of funds used

      • Your Responsibility


Eligibility for funding pg 21

ELIGIBLE

Group is open to all UC students

Group has registered with Student Activities Board (SAB)

New Organizations

Must wait 10 weeks after becoming a group to request funding

NOT ELIGIBLE

Group has restrictive membership

Group receives any kind of academic credit

Any group eligible for GSGA funds

*i.e. club sports, Greek organizations, honoraries

Eligibility for Funding (pg. 21)


What is an event
What is an Event?

  • Two Different Types of Events Conference: “An event off campus in which any member of the group will stay overnight as a part of the event.”

    • Program: “An event that is held on or off campus that does NOT require the group to stay overnight to attend.”

UFB Criteria 2010-2011


Items generally not funded pg 24
Items Generally Not Funded(pg. 24)

  • Seed Money (Loan)

  • Student Gifts/Giveaways

  • Honoraria for University students, faculty, staff, or administrators

  • Service Contracts (Coaches, Photographers)

  • Media Equipment (magazines, videos, films)

  • Electronics

  • Alcohol

  • Dues/Insurance (National/State Dues, Insurance)


Before requesting funds
Before Requesting Funds

  • Know if you are eligible for funding

  • Know what event (program/conference) you are planning

  • Create a budget and fill out the budget request form

  • Meet with a UFB Representative!


Process for requesting funds pg 27
Process for Requesting Funds (pg. 27)

  • Filling out the Request Form

    • The Front

      • Name of Group and name of Event

      • Specific Dates

      • Person who Attended Treasurers Workshop Signature

      • Advisor Signature

      • Description of the Event

      • Purpose of the Event

        • Needs to align with the purpose of the group


Process for requesting funds
Process for Requesting Funds

  • Filling out the Budget Request Form

    • The Back

      • The $$$$ part of the budget

      • Line Items

        • Make sure you add correctly!

      • After you are done filling out the Budget Request Form you need to attach documentation


Line items pg 28

100% Deductions

There is a deadline: Two Thursdays before your program date before 3pm

Signatures do not match

M-numbers. You need them or you cannot go!

Each line item that does not have proper documentation

25% Deductions

Balanced FiguresAll items that do not fully explain the cost breakdown of each item

All figures that do not match documentation

25% deduction from actual cost of item

Mathematical miscalculations

Line Items (pg. 28)


Line items pg 281
Line Items (pg. 28)

Advertising

  • If an event on campus has food and beverages and has limited availability ORevent is located off campus advertising with RSVP is required

    Transportation

  • Airlines tickets for guest speakers ONLY

  • We will pay $0.25 a mile for gas

    • UC Vehicles ONLY

Food

  • You can get up to $2000 to pay for food at up to two events each year.

  • Food only for UC students

    Lodging

  • UFB can fund up to $1000 of lodging per year for conferences

  • We do pay for speaker’s lodging when they come to town for an event


If you re planning a conference
If you’re planning a conference…

  • M-Number for all attending

  • 10 student registrations paid for annually (Not per Conference)

  • Have proper documentation for travel expenses

  • Itinerary needed


Documentation
Documentation

  • Documentation is the mostimportant part

    • Each line item on your budget needs to have documentation

  • Example:

    • Sally wants to spend $146.87 on food.

      • Receipts, pictures of prices on food, or invoice for company is needed

    • UFB needs proof of what you are spending the money on. The more documentation the better


Agenda
Agenda

  • Agendas are required for all programmed events

  • Example of acceptable agendas are located in the student government office.


M numbers
M-Numbers

  • Groups traveling to a conference or anywhere in a university provided vehicle must provide a list of M-numbers for all students.

  • This includes everyone, not just the people who are including in the conference fees that UFB pays for

  • This is for your safety and very important. Failure to have M-Numbers results in a denial of the budget and this is non-appealable


Co sponsorships pg 24
Co-Sponsorships (pg. 24)

Filling Out the Paperwork

  • ONE front cover with president/treasurer and advisor’s signature from BOTH organizations

  • ONE back cover explaining what each item both groups are paying for and how much from each group

  • Food cannot exceed $2000 per events

  • Cannot spend more than $3500 each year on co-sponsored events


After you are done making your budget
After You Are Done Making Your Budget

  • Get it checked by UFB

  • www.uc.edu/sga

    • Go under the UFB tab and our office hours are posted

  • Turn in your budget TWO FULL THURSDAYS before your event before 3pm


Passed denied
Passed/Denied

Passed

  • Congratulations!

  • Visit Gila Johnson in 655 Steger Student Life Center

    • She will tell you what forms to fill out

      AND

    • How to obtain the money you were approved for

Denied

  • Create a new budget

    • New date, event, name

    • You cannot apply for the same event twice, dual submission

  • Appeal

    • You only have one week to turn in your appeal along with the proper documentation

      • You cannot appeal automatic deductions

      • Due by 3pm the next Thursday


Assessments pg 29
Assessments (pg. 29)

  • Assessment Forms (Online)

    • You must fill out an assessment form online and turn in all your receipts within TEN days of your event

    • If the form is filled out late, UFB will freeze the group’s funds for a number of days equal to ½ the number of days late the form was

    • If your groups fails to fill out an assessment form, the budget request will not be heard for at least THREE business days


Changes for this year
Changes for this year

  • No Third Party Vendors (Hotwire, Expedia)

  • No Kroger/shopping benefit cards


Important dates
Important Dates

  • April 15th, last day to spend operating funds

  • Requests for Summer funding due the 5th week of spring quarter

  • Requests for Fall 2011 due the 8th week of spring quarter


Helpful hints
Helpful Hints

  • Documentation is KEY

  • Check the math

  • Typed or legibly written

  • Make sure event is educational

  • Have a UFB representative check you budget before it’s turned in!


Membership
Membership

  • Each fall we have a membership drive for UFB. We have two spots open this year

  • October 17, 20: Open House for students interested in joining UFB following meeting

    • 10/17 6:30 PM, 655 SSLC

    • 10/20 5 PM on 600 level of SSLC (open space)

  • October 28: Membership Applications Due


Contact information
Contact Information


Thank you

Thank you!

Next: Gila Johnson


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