Student group training 2011 2012
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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


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


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


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)


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


  • Airlines tickets for guest speakers ONLY

  • We will pay $0.25 a mile for gas

    • UC Vehicles ONLY


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

  • Food only for UC students


  • 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 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


  • Agendas are required for all programmed events

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

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


    • 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


  • Congratulations!

  • Visit Gila Johnson in 655 Steger Student Life Center

    • She will tell you what forms to fill out


    • How to obtain the money you were approved for


  • 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!


  • 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

  • Matt Meriweather


  • (office) 513-556-1195

  • (cell) 740-505-6390

Thank you

Thank you!

Next: Gila Johnson