ALLOCATION S 101 Alex Majchrzak

1. Student Government Board ALLOCATIONS 101Alex Majchrzak

2. Allocations Committee • 12 committee members + chair • Responsible for assisting SGB in fairly distributing the money

3. Liaisons • Every student group has an Allocations Liaison • www.pitt.edu/~sgb/allocations.html • They make up the 12 committee members that vote on the request

4. 5 Reasons to Get to Know Your Liaison • Your liaison can • Catch submission errors • Prepare you for meeting • Make suggestions to strengthen request • Advocate for you Your liaison is on your side. Our goal is to maintain honest and open communication!

5. Allocations Process Supplementals Budgets • Reviewed during weekly Thursday meetings • For “as-needed” funding • Separate requests • Spring and Fall Budget Weekend • For long term planning • Spring 2013 budgets for Fall 2013 – Spring 2014 • A packet of requests

6. By 5 PM Wednesday Turn in request. Supplemental Process At 8:30 Thursday At 848 WPU Committee reviews request Send e-mail with decision By Friday If request < $500 If request > $500 Our decision is final Request goes to board for final decision. At 8:45 Tuesday At Nordy’s SORC places money in account By Wednesday

7. Supplemental Process • Submit requests by 5:00 PM Wednesday • Two typed copies • Both Allocations and Board meetings are mandatory to attend • Allocations – sign in and wait (first in, first out)

8. Budget Process • Spring Budgets are due Friday, March 29th, 2013 at 5:00 PM • Need to submit an electronic and one paper copy • Email to sgb.allocations@gmail.com • Budget hearings are November 4th (Sunday) • Come to office on Monday to review our decision. • Our decision is final unless you specifically sign up for an appeal to the board.

9. Conference Requests

10. Off-Campus Conference – General Rules • Funding Limit: No more than $2000 per fiscal year • Can be broken by the board, but is rarely done • Number of Representatives: No more than 4 members will be approved • Assumed that four representatives are enough to adequately gather all that the conference has to offer

11. Off-Campus Conferences- Policies Don’ts • Do’s • Conferences with programming workshops • Relevant information to develop group • Bring speakers that you meet back to campus • Individual expenses for personal development • career networking • social events • Leadership retreats

12. Conferences – Special Cases • Case Studies – Typically not funded • Viewed as a competition expense for non-competitive organization • Often prize money involved • On-Campus Conferences – Typically not funded • Benefits mostly non-Pitt students • Applies to on-campus competitions • Exceptions exist if conference will contain primarily Pitt students

13. Submitting a Conference Request

14. General Information and Line Item Costs General Information Documentation must exactly match line item

15. Conference Justification • Focus on group development, beneficial workshops, and ideas for programming that may be brought back to campus • Voting – refers to voting on constitutional or by-law revisions, national leadership positions, etc. • Feel free to include additional page for the justification

16. Documentation • Registration • From conference website • Email from a conference director confirming price • Lodging • Print-out from a website • Transportation • Google Maps for mileage (campus or personal vehicles) • Print-out from website for flights • Itinerary (if possible) • Allows committee to get a better picture of what will be offered at the conference

17. Rules and Policies:On-Campus Programming

18. On-Campus Programming Speakers Other Notes • Is the speaker relevant to the purpose of your organization? • Open to all Pitt students? • Cost effectiveness and expected attendance • SGB cannot fund for programs that compete with PPC events • Off campus programming receives significantly less funding.

19. Food and Supplies Policies • SGB does not typically fund for disposable items. • Includes giveaways handed out at events, most paper-products, flyers, etc. Cultural Programs Social or Recruiting Events • $2.50 per Pitt student for a cultural sampling of food • W/ EDUCATIONAL VALUE • SGB does not fund for full meals • SGB cannot fund for social or recruiting events in general • Also, SGB cannot provide food (for meetings, etc) without cultural value • Used as a recruitment tool

20. Fundraising and Entrance Fees • SGB is prohibited from funding for events where Pitt students are being charged at the door. Why? • Activity fee paid for by students • May ask for optional or suggested donations at exit (a sign with a donation box is best)

21. What We Look For • Strong history of success • E-Board with a game plan • Advertising (free flyers at SORC, ¼ page ad) • Provide an event agenda • Other sources of funding (departments, sponsorships, fundraisers, etc) • Collaboration (Invite other groups) • Next slide

22. Collaboration • Looked at favorably • You can either put names on the top of the request OR you can submit separate requests • Separate requests must be submitted for the SAME Allocations meeting. • Talk to the committee or the board

23. Submitting for On-Campus Programming

24. Your info Numbers for each line item on the request Show how you got number above. Ex: Lodging: 2 nights * 100 per night * 3 rooms = $600

25. Documentation • Must also include a Program Justification • Acceptable documentation • Emails explicitly listing prices • Print-outs from online • Do not need documentation for Pitt News ads • Refreshments (in addition to above) • Invoice with company letterhead • Receipts

26. What to include in the request… Request For This Instead of That • Shift funding towards things that enable your organization, program, etc • Honorarium • Security • Facility rental • Equipment Rental • Doesn’t mean that you’ll get everything • Try to pay for more disposable and individual things yourself: • Food • Costumes • Decorations • Doesn’t mean we don’t ever fund for these things. • Never ask for • Gifts • Disposable paper products • International flights

27. Rules and Policies:Competitive Organizations

28. Competitive Organizations • $5000 competition cap (excludes nationals) • Equipment and Uniforms • Need storage area on campus • When will it need to be replaced? • Coach vs Instructor • Frequency of instruction • SGB cannot fund for coach or instructor to go with you • Shared Responsibility • Fundraising is extremely important! We want to see you contribute!

29. What We Consider • How many people are 100% necessary • Number of alternates largely depends on your own contributions • Do not fund for B teams • How you qualify for nationals • Whether competition counts for nationals • How much we have contributed to your organization so far this year

30. Submitting for a Competition

31. Your Info Numbers for each line item Show how you got number above.

32. For club sports, if at all possible… Request For This Instead of That • Shift funding towards things that enable your organization • Registration fees, lodging • Ground Transportation • Games that Count Towards Nationals • League dues • Try to pay for more disposableand individual things yourself: • Out of Season Games • Flights • Equipment/Uniforms • Baseballs, tennis balls, paintballs, etc Practices are okay but if you are choosing between competition and practices, request for competitions.

33. Other Requests Organizational Dues and Insurance Purchase, Rental, Service

34. Organizational Dues and Insurance

35. Purchase, Rental, and Service

36. General Comments We cannot fund for: • Deficit spending – anything that you have paid for before submitting the request • Sales tax (depending on state) • “expenses judged to be the responsibility of individual members” • Organization cost versus individual cost

37. Thank You for Attending! Alex Majchrzak sgb.allocations@gmail.com 716-359-0021 Access full presentation online: www.pitt.edu/~sgb/allocations101.pptx