SABAC

1. SABAC Solving the Mystery of Obtaining Funding!

2. Student Activity Fee • Common to all University System of Georgia institutions. • Includes expenditures that contribute to students’ emotional and physical well-being and intellectual, cultural, and social development outside of the context of the formal instruction program.

3. By the end of this session… • You will know: • How to make a funding request to SABAC. • The processes required to access and use the money according to appropriate business practices. • The limits for travel funds. • The vendors that must be used when spending activity funds. • What to do with contracts.

4. How to get on a SABAC meeting agenda. • How to make the most effective presentation. • Types of requests that SABAC will hear. • How to collaborate on high-cost events. • Dates, times, locations of SABAC meetings and deadlines for getting on the agenda.

5. Requirements for using student activity money. • More travel information than you ever dreamed you needed to know! • The importance of being PROMPT with all forms and requests.

6. ARE YOU READY?

8. SABAC’S PURPOSE • Student Activity Budget Advisory Committee • Approves new RSOs. • Approves changes in RSO constitutions and by-laws. • Allocates funding for RSOs.

9. SABAC Meeting Schedule Fall 2012 • September 12, 2012, Leadership Room, 3:30pm (agenda deadline: noon, September 5) • September 26, 2012, Leadership Room, 3:30pm (agenda deadline: noon, September 19) • October 17, 2012, University Room A, 3:30pm (agenda deadline is noon, October 10) • October 31, 2012, University Room A, 3:30pm (agenda deadline is noon, October 24) • November 14, 2012, Leadership Room, 3:30pm (agenda deadline is noon, November 7) • November 28, 2012, University Room A, 3:30pm (agenda deadline is noon, November 21)

10. SABAC Meeting Schedule Spring 2013 • January 23, 2013, University Room A, 3:30pm (agenda deadline: noon, January 16) • February 6, 2013, Leadership Room, 3:30pm (agenda deadline is noon, January 30) • February 20, 2013, University Room A, 3:30pm (agenda deadline is noon, February 13) • March 13, 2013, University Room A, 3:30pm (agenda deadline is noon, March 6) • March 27, 2013, University Room A, 3:30pm (agenda deadline is noon, March 20) • April 17, 2013, University Room A, 3:30pm (agenda deadline is noon, April 10)

11. Submitting Your Request • Completely (COMPLETELY) fill out the form. • Provide the necessary supporting documentation. • Submit it to Ann Marie Thomas, 4th Floor Kennesaw Hall. Make sure she has all the supporting documentation, along with the form. • Submit it by the appropriate deadline.

12. The Basics of Making Your Presentation • Do not bring any power points, TVs, or other visual or audio aids. • Speak loudly and clearly. • Introduce yourself and any other students who are with you. • In your presentation, please do not read from your materials. Explain the who, what, when, where, why, and how it will benefit KSU.

13. You only have five minutes, so be brief, concise, and clear. • Remember that SABAC members have seen your request ahead of time. • Students must make the presentation: no advisors, please. • After you’ve had your five minutes, the floor will be open to questions from SABAC members. Answer them concisely and honestly. Don’t make up any answers!

14. After the Presentation • SABAC members will discuss and vote. You will know that day whether your request has been approved. • Once the approval is given, you are to check in with Buck, who will be stationed at the back of the room. You will need to provide your contact information, and he will provide you with information on your next steps. • It is up to YOU to follow up on your request. Your failure to do so will result in forfeiture of the funds back to SABAC. • It is very important that YOU take the initiative to make an appointment with Buck.

15. Types of Funds You May Request • Banquet, Ceremony, Program, Event • Equipment • Travel

16. BANQUET, CEREMONY, PROGRAM, EVENT • Must be open to ALL KSU Students. • Must be advertised widely to all KSU students. • Must benefit mostly students, not guests, parents, friends, spouses, partners, faculty, staff, and others. • If you have giveaways, everyone must have the opportunity to receive one. SABAC cannot buy pins, sashes, clothing, etc. for individuals.

17. Descriptions • Banquet: providing a meal or reception for a group of people. These events are usually catered. • Ceremony: inductions into honor societies, military events, etc. • Program: lecturer, speaker, film, etc. • Event: Peace Event, Homecoming, concert, festival, etc. • Programs and Events are where collaboration is an excellent idea to increase the chance for success.

18. COLLABORATION • A program’s or event’s success is greatly increased when groups have collaborated. • Actively seek out other RSOs to work with your RSO on events. • Share the work; share the success! • Collaboration is positive for everyone, and SABAC wants to see more collaboration on large-scale events.

19. If You’re Having FOOD… • You cannot spend more than the “per diem” amounts set by the state (and the U.S. Government!): • $7.00 – breakfast • $9.00 – lunch • $20.00 – dinner • These are the limits…don’t go over them!

20. CATERED EVENTS • Only certain vendors may provide catering on campus when you’re using SABAC funds. • OTHER FOOD • Pizza, chicken, sandwiches, cookies, etc. may be delivered to your event as long as the vendor is not setting up and cleaning up. • You may also pick up food and bring it to campus.

21. APPROVED CATERERS • A Legendary Event • Bold American Events and Catering • Carlyle’s Catering • Endive • KSU Catering • Time to Dine • Triple J’s Catering

22. Be sure to pick up the list of approved caterers before you leave this session. You will also find them in the 2012-2013 RSO Manual.

24. APPROVED PROMOTIONAL ITEM VENDORS • The Target Group • Promo Entertainment Group • Halo Branded Solutions (Lee Wayne Corporation) • 1st Coast Printing • You may NOT use any other vendors if you’re using SABAC money.

25. Contracts • Some events require contracts. • DO NOT SIGN CONTRACTS. Students cannot represent the University by signing any contracts. If a student signs a contract, he/she may be liable for the amount of the contract from personal funds.

26. Four-step Contract Process • Step One: Meet with Student Life to discuss the contract. It is up to you to schedule a meeting for contract review in Student Life. Student Life will provide you with a KSU contract, and we prefer that your vendor use the KSU contract. In the event that the KSU contract is inadequate for your vendor, the vendor may submit his/her own contract.

27. Step Two:Your advisor must send the contract to KSU Legal Affairs for review. This process takes eight days. Plan accordingly. • If your advisor is unable to send the contract, please contact us so we can help you.

28. Step Three: Legal Affairs will return the contract to your advisor once the contract has been approved. It is the responsibility of your advisor to work with the individual or agency providing the program or service. Once the individual or agency has signed a contract, you may move to the next step. • If your advisor is unable to work with the agency, please contact us.

29. Fourth Step:The advisor must return the contract to Student Life, who will sign it and request the check. YOUR ADVISOR MAY NOT SIGN THE CONTRACT. ONLY THE DIRECTOR OF STUDENT LIFE MAY SIGN CONTRACTS.

30. Isn’t this thrilling?

31. EQUIPMENT • Equipment purchases are rare. • Equipment belongs to the University, not to any individual person or RSO. • Equipment must be used on campus and stored on campus. • Equipment must last for five years before being replaced. • Requests will be viewed on a case-by-case basis. • SABAC is most likely to approve equipment that will benefit a large number of students.

32. TRAVEL • Purpose of travel must be consistent with the purpose of the organization. • Proposal must include how students are selected to travel. • Adequate time is available to process the request.

33. Each organization may request up to $1800 per year for travel. • This amount can be used all at once, or split up among two or three requests. • RSO Advisor and President must approve and sign the travel request prior to SABAC hearing.

34. Travel Funding Formula • If your trip is: • 1- 200 miles away from KSU, the maximum amount that can be granted is $1200, or $200 per person, whichever is less. • 201 – 500 miles away from KSU, maximum amount is $1500, or $300 per person, whichever is less. • 501 or more miles away from KSU, maximum amount is $1800, or $400 per person, whichever is less. • Mileage is round-trip, of course.

35. PRIOR TO TRAVEL • MEET WITH STUDENT LIFE. • MEET WITH STUDENT LIFE. • MEET WITH STUDENT LIFE. • MEET WITH STUDENT LIFE. • MEET WITH STUDENT LIFE.

36. Work with Buck well ahead of the trip so that arrangements can be made. • Do not wait until the last minute. It is your responsibility to take care of your trip. Student Life doesn’t take care of it for you! • Once SABAC approves the request, your first step is to begin planning the trip immediately. DO NOT WAIT. WE CANNOT HELP YOU IF YOU WAIT.

37. Riveting!

38. REGISTRATION • Buck can process your registration for conferences or meetings ahead of time, provided he has all the appropriate information. • It is your responsibility to bring him all pertinent information related to registration. He won’t look it up for you! • Please allow enough time. • On-line registration with a credit card is the most efficient way to register. • If you need a check, please allow AT LEAST TWO WEEKS.

39. LODGING • Lodging costs can be pre-paid. • You must provide two lodging quotes. • SABAC will pay lodging for four students per room or as many as the “gender breakdown” will allow. • If you want fewer people in your room, you must pay those costs. • SABAC will not pay for room services, movies, phone calls, dry-cleaning, internet. We will pay for the cost of the room. All other costs are yours.

40. FLYING • Flights can be paid ahead of time. Here’s what Buck needs: • An accurate list of the students who will be traveling with their legal names, dates of birth, gender, and student ID number. • At least two quotes for airfare. Buck doesn’t do this for you: you must take care of it. • Sorry…no first class travel! Airfare must be cost effective.

41. YOUR OWN CAR • You will be reimbursed for mileage at the rate of $.565/mile. NO REIMBURSEMENT FOR GAS FOR YOUR PERSONAL CAR. • You must provide a MapQuest or Google Maps report showing the mileage. • You must take as many people in one car as is safe and practical.

42. RENTAL VAN • Rental vans cannot be prepaid. • You must pay for the van on your own and be reimbursed after the trip. • You will need the appropriate original receipts to be reimbursed.

43. KSU VEHICLE • Driver must be a KSU faculty or staff member. • KSU vehicle rental request form can be found at www.ksustudent.com. • There is a cost to use a KSU vehicle: • 7-passenger van - $15/day and $.30/mile. • 11-passenger van - $15/day and $.50/mile. • Sedan is $15/day and $.30/mile. Don’t forget about luggage space!!

44. CHARTER BUS • You can use BOB! Cost is dependent on distance. • You can use a University-approved charter bus company. See Student Life for details. • Please plan ahead.

45. MEALS ON THE ROAD • Based on state rules, you are only allowed a certain amount per meal. “Per diem” is based on the location of your trip. • Since no cash advances are provided you are expected to pay for your own meals. • If you are attending a conference or meeting where meals are provided as part of the registration fee, you cannot be reimbursed for those meals.

46. There’s no such thing as a free lunch! • SABAC will pay for the largest expenses first. If money is remaining, you can be reimbursed for meals.

47. IF YOU PAY FROM YOUR PERSONAL FUNDS AHEAD OF TIME • Buck will take care of making sure you are reimbursed as long as: • You have all original, itemized receipts. • You have completed the vendor registration and W-9 forms. • You process these forms within one week of travel.

49. FORMS • Before travel: • Each student must complete a waiver of liability, acknowledgement of the alcohol policy, and trip registration form. • These forms must be submitted to Buck prior to travel. • Please keep a copy of the trip registration forms, as they contain emergency contact information for each student.

50. After travel: • If you will be reimbursed for any reason, you must complete a travel expense statement within one week of travel. Failure to do so within one week means you will not be reimbursed. • Any hotel receipts, airline receipts, etc., must be submitted to Buck within one week of travel.