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Associated Students Inc .

Associated Students Inc. Budget Request Process A guide to requesting a budget for fiscal year 201 8 -201 9. Associated Students Incorporated (ASI).

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Associated Students Inc .

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  1. Associated StudentsInc. Budget RequestProcess A guide to requesting a budget for fiscal year2018-2019

  2. Associated Students Incorporated(ASI) • Associated Students Incorporated is a non-profit auxiliary which exists to support the educational mission of CSU ChannelIslands. • ASI facilitates learning and development through integrative and co-curricularapproaches • Identifies and responds to major student issues andinitiatives • Implements sound business practices which uphold the fiduciary responsibility associated with the management of studentfees • Funds the operation and facility of the CI StudentUnion • ASI Board ofDirectors • The Board of Directors is comprised of nine students, threeUniversityAdministrators, one University Faculty member, and one communitymember. • The ASI Board is responsible for the oversight and management of ASI,whichincludes the allocation of ASIfunds.

  3. BASC • Budget Allocation and Spending Committee(BASC) • The BASC was created as a committee of the ASI Board of Directors tasked to oversee the process of ASI budgetrequests. • The BASC is comprised of six ASI Board Members—four students and two non-students. • The BASC presents all budgets to the ASI Board who can either approve, amend, or deny the budgetrequests.

  4. Budget Allocation and Spending ProcedureGuidelines • Prior to building your budget, please read the Budget Allocation and Spending Procedure, which can be found at:https://asi.csuci.edu/approved-4-20-17-basc-procedures.pdf You are required to turn in the BASC procedure signed acknowledgement (page 8 of BASC procedure) with your budgetpacket.

  5. Is your organization/areaeligible forfunding? • The ASI Board of Directors oversees financial management of the Student Body Association Fee. Any campus recognized organization may request funding through ASI. ASI is committed to providing funding on a fair, equitable, and transparent basis. Funding is limited; therefore, allocations are made based on the followingcriteria: • Enhances the ASI Statement ofPurpose. • Accessible to the entire student body and reaches as many students aspossible. • Enhances significant out-of-classroom cultural, social, educational,orrecreational opportunities. • Improves student life atCI. • ASI funding for student organizations is insufficient to meet 100% of theneedsand requests for all CI student organizations. Budget requests should reflect effort to obtain funding through other means such as fundraising, participation fees, or donations. Efforts made to secure other funds will be considered in the allocation process

  6. Is your organization/areaeligible forfunding? • Academic Departmental Organizations: An academic departmental organization may be considered for funding unless any of the following apply: • Students receive academic credit formembership. • Membership is limited to students from specificdepartments. • The organization’s primary purpose is to help students attain professional degreestatus. • The organization’s primary purpose is to help students attain an internship, scholarship oremployment. • The organization has selectivemembership. • ASI funds cannot be used for events/requests connected to academic course requirements.

  7. Is your organization/areaeligible forfunding? • Student Organizations: All student organizations seeking funding mustbe • registered with the University by Student Organizations and Involvement. Student organizations seeking funding must be open to membership to all CI students, regardless of race, color, religion, nationality, gender, national origin, age, disability, sexual orientation, economic status, marital status, veteran status, GPA orparenthood. • Athletic Organizations: The BASC shall not fund any sports club, as they are eligible to receive funding from the recreation and athleticfee. • Political Organizations: Organizations will not be considered for funding to advance any candidate or ballot issue in an off-campus election, or to finance off-campus lobbying or political activities ofnon-students.

  8. QuickFacts

  9. Budgeting for Food • Use of University Auxiliary Services (UAS): Please review the BFA Administrative Detail: #130.01 located at this link regarding use of UAS for all campus food purchases: https://www.csuci.edu/vpbfa/vp-business-and-financial-affairs/documents/ad-130-01-uas-food-services.pdf • When budgeting for food and beverage, it is recommended that you base your pricing estimates on the most current UAS catering menu located at http://uas.csuci.edu/catering/

  10. Fall 2017Budget RequestTimeline • September 25: ASI budget packet available to internal entities and staff. • October 27: Requestors must email Monica Campos completed budget packet no later than 5 p.m. Completed budget packet includes: • Budget Request Excel • Budget Request Power Point • Scanned copy of signed BASC procedures • NOTE: Budget packets turned in after the deadline will not be accepted. • October 30 – November 3: Budget requestors must sign up for a budget presentation time. Monica Campos will email a sign up link to each requestor. Sign-ups are on a first-come, first-served basis. • November 6 – November 17: Present budget Power Point presentation to the BASC during your assigned budget presentation time.

  11. BudgetPacket (Items you willneed) • Signed BASCProcedures (page 8) • ASI Budget RequestExcel • ASI Budget RequestPowerPoint • All forms can be found at: http://asi.csuci.edu/documents.htm

  12. Budget Request CheckList • Read, sign and scan ASI Budget Allocation and Spending Procedure • Complete ASI Budget Request Excel • Complete ASI Budget Request PowerPoint • Submit completed budget packet to Monica.Campos@csuci.edu by October 27 at 5:00 p.m. • Sign up for a budget presentation time. Monica Campos will send a sign up link to each requestor. • Present to the BASC during your assigned date/time. • If you would like a copy of your 2017-2018 request or current budget report please email Monica.Campos@csuci.edu or 805-437-3929

  13. How to complete the ASI Budget Request Excel The summary sheet tab in the Budget Request Excel is pre-populated with formulas that will auto-populate as you complete your Budget Request Excel. Please do not type in the yellow highlighted areas of theExcel. Begin completing your Budget Request Excel by first filling in the Division, Area, and Department Code at the top of the Summary sheet. This information will auto-populate on all tabs of your Budget RequestExcel. ASSOCIATED STUDENTS INC. CALFORNIA STATE UNIVERSITY CHANNELISLANDS 2017 -2018 BUDGET REQUESTSUMMARY DIVISION: AREA: DEPARTMENTCODE: 660002_Printing 660003_Supplies andServices 613001_Contractual Services 613801_Professional Services 613802_HonorarumFees 660816_Membership Dues & Fees 660833_Promotional Items 660834_Awards & Gifts 660820_BusinessMeals_Hospitality $ $ $ $ $ $ $ $ $ - - - - - - - - - TotalRequest $ -

  14. Budget Request Excelcontd. Your Budget Request Excel contains one tab for each of the accounts listed below. These nine accounts can be used for eligible expenditures (see BASC procedures for details on eligible expenditures). An example tab is included in your Budget Request Excel as a reference for how to complete each tab. Leave the tab blank if you are not requesting funds from that particularaccount.

  15. How to complete the ASI Budget Request PowerPoint • Begin by completing slides 1, 2, 4 & 5 of the Power Point presentation by answering theprompts. • Slide 6 is an example slide to guide you in completing the remaining slides of your presentation. Slide 6 provides an example of the Legacy Awards event. Please note that it corresponds directly to the Example sheet on the Budget Request Excel. • Complete one “Initiative, Program or Event” slide for every individual initiative, program, or event in your budget request. Several blank slides have been provided for you, but feel free to duplicate the slides if more are needed. Non-event expenses such as student assistants or other services are considered an “initiative” and should be noted on an individualslide.

  16. ASI Budget Request Power Point(continued) • The grid on the “Initiative, Program or Event” slide should be completed and totaled. To enter your expenses into the grid, double click the grid to pull up the linked Excel sheet. Enter your expenses (they will total automatically) and save. NOTE: The “Program/Initiative – Description” and ”Amount” sections on the grid should match the corresponding descriptions and amounts on your Budget Request Excel. See the Legacy Awards example on Slide 6 of the Power Point and the Example sheet on the Budget Excel forreference.

  17. Presenting YourBudget • On October 30, Monica Campos will send all budget requestors a link to sign up for a presentation time slot with the BASC. Please sign up for a presentation time no later than November 3. Please note presentation sign ups are on a first-come, first-served basis. • Your Budget Request Power Point will be used to present your budget request to the BASC during your assigned presentation time. The ASI staff will have your Power Point ready and displayed on the screen during your assigned presentation time, so you do not need to bring acopy. • Each presenter will have 10 minutes to present their requested budget and 5 minutes for questions and answers with theBASC. • Please be on time and prepared for yourpresentation.

  18. After YourPresentation • After hearing all budget presentations, the BASC will determine an allocation amount to recommend to the ASI Board. Please note that funds are notguaranteed. • In April 2018, the ASI Board will review the BASC’s recommended budget allocation and provide a final budget recommendation to the University President forapproval. • Once final budget approval is received by the University President (typically in June) ASI budget requestors will be notified of their final approved budget allocation. • ASI will provide all budget requestors with a completed budget Excel containing approved allocatedfunds. • Approved allocated funds will be available upon university presidential approval after July 1, 2018. Time frame may vary and is subject to change.

  19. Questions Please contact Monica Campos, ASI Budget Coordinator at Monica.Campos@csuci.edu or 805-437-3929. Thank you!

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