SSE Capital Group Special Fees Funding Workshop Daniel Lynch February 1, 2012

1. SSE Capital Group Special Fees Funding Workshop Daniel Lynch February 1, 2012

2. Getting Started: Budgeting • A budget is an all-encompassing outline of your group’s expected expenses. It is organized by categories, called line items, or General Ledgers (GLs). One example of a GL is Event Food, and the GL code is 6560. • Once your budget is approved, you are “locked in” to those expenses – that is, if you budgeted $500 for pizzas in Event Food, you may not use that $500 toward basketball shoes, nor may you request to be reimbursed $500 for pizzas from a different line item. What is a budget? • A budget must be modified if your group incurs an expense not described therein. For example, if you budgeted $500 for pizzas in Event Food, but need $1000 for pizzas, you must modify your budget and apply to have the new $500 approved. Can I modify my budget? 2

3. Getting Started: Applications • Create a budget • Create an application • Research the funding policies of funding sources, and if necessary assign different line items to different funding sources • Request funding for line items from funding sources • Make an appointment • Await approval How do I apply? 3

4. Applying for Funding REQUIREMENTS Your organization must be a VSO that is registered with the OSA. Only the VSO’s Financial Officer has the ability to create funding applications. The Financial Officer must have attended a banking/funding workshop. CREATING A BUDGET mygroups.stanford.edu (1) Go to funding.stanford.edu, log-in, and select your VSO.

5. Applying for Funding (2) Click on ‘Budgeting’ to create a budget (3) Type in a name for your budget and click ‘Add Budget’ 5

6. Applying for Funding (4) Click on ‘Add Budget Line Item’. A window will pop-up. In the ‘Event’ section, select ‘Add New Event’ and fill in the relevant information. Click “Submit”. Do this for all of your VSO’s events. (5) Select ‘Funding’ 6

7. Applying for Funding (6) Select Funding Applications (7) Select ‘Start New Application’

8. Applying for Funding (8) Select the budget you created. (9) To the right of the line-items will be a ‘Request’ button. Click it.

9. Applying for Funding (10) A pop-up window will appear. For the ‘Funding Source’, select the relevant funding source. For ‘Funding Pool’, select the appropriate time-frame. You have now completed the creation of your VSO’s budget.

10. Applying for Funding SUBMITTING THE APPLICATION (1) Now click the ‘Questions’ tab and answer the questions. (2) Next, click the ‘Agreement’ tab. Read and sign the agreement. (3) Click the ‘Submission’ tab and submit the application. CREATING AN INTERVIEW APPOINTMENT On the application page, there is a box for you to pick an appointment time to meet with the respective committees. If an appointment is required, please create an appointment.

11. General Process: Requesting New Funds You want to request funds for your organization You create a budget and submit an application to the relevant funding sources at capitalgroup.stanford.edu Make an appointment to discuss your request Approval Rejection

12. Funding Coordinator Contact Information Name: Daniel Lynch Easiest to e-mail me at capgroup-fc@sse.stanford.edu