Fiscal Training

1. Fiscal Training Spring 2010

2. Where Does the Money Come From? Student Activity Fee Operating Budgets Fall Programming $500,000 $600,000 $2 Million Spring Programming * These are estimates based on last year and may be less $700,000

3. Special Programming • Special Programming funds are securities set aside for unexpected programming for the semester that was not proposed in the budget process. • How does it work? • First-come, first-serve • Voted on a weekly basis by Finance Board until all funds are depleted

4. Budget Process • The Five Main Checkpoints • Mandatory Fiscal Training • Budget Due: March 5th By 5PM • Budget Hearings – March 27th and 28th • SA Assembly Meeting – April 12th @ Maxwell AUD • Appeals Accepted – April 13th – 15th

5. Guidelines • Attend Mandatory Fiscal Training • Contact your OSA Advisor & Comptroller • Fundraise from External Sources • Examine Cheaper Alternatives • Prepare your Budget Request • Meet with OSA Advisor & Comptroller again • Review your Proposal • Submit your Proposal • Attend Budget Hearings • Decisions/Appeals

6. Budget Forms • Three Forms • Programming • Conference • Publication • Signatures • Contract • Budget Breakdown (Use Template) • Must be Exact Numbers – DO NOT ROUND! • Proof of Cost

7. Items NOT funded • Food (Unless requested by honorarium) • Student Travel • Student DJ/Artist • Prizes/Giveaways • Books • Magazine subscriptions • Decorations • Clothing • Advertisements other than Kiosk • Please note: All items requested are at the discretion of the Finance Board

8. Important Information & Rates • Sheraton Hotel Room Rates • Single: $122 • Double: $132 • Shuttle buses from airport to Sheraton Hotel are FREE • Kiosks: $72 • Conference • Funding is limited to 3 Students if registration fee is less than $150 • 2 Students if greater than $150 • Publication • At least 4 different quotes – one of the quotes MUST match to what you received last semester • Ranking • Latest copy of your publication (unless you’re new) • Programming • Co-sponsorships – details of roles and responsibilities of each organization • SCPS Proof of Cost must be provided

9. Common Mistakes • Missing signatures • Missing proof of cost • Failure to provide talent/space confirmation • Rounding of numbers • Assuming the FB knows what you mean • Poor selection of venue

10. Budget Hearings • Student organizations MUST attend budget hearings • The chance to give further details of your budget • Answer Finance Board’s questions • Given up to 5 minutes • Additional 3 minutes for any other budgets from your organization

11. What if I didn’t get funding? Now What? • Due to limited funding, this is the problem that many student organizations are facing: What do I do now? • Here are your options: • Appeals • Special Programming • Using your own miscellaneous funds, grants, fundraising resources, etc. • Next semester budget process

12. Appeals • Appeal process is for any student organization that was not funded through budget process to re-apply, having made the recommended changes of the Finance Board • Appeals are DUE • Thursday, April 15thby 5PM

13. Fundraising Resources • Highly encourage all student organization to fundraise for the benefit of your organization. • Here are your options: • Co-curricular grant • Department heads • Religious affiliates like administrations in Hendrick’s Chapel • National or parent organization • Residential Life • Recreation Services for club sports • Co-sponsorship from other groups • Local businesses • Alumnus donations

14. Yay! I got funded. Now what? • Work with your OSA advisor • Fill out Expenditure Forms • Why? • Helps to manage your budget • Keeps you on track • For our accounting and record keeping purposes

15. How Funding Works • Finance Board funds by the event • Funds that were designated for one event can not be used for another without permission of comptroller • If you do not plan to put on the same event that you proposed, the Finance Board reserves the right to retract designated funds

16. Contingency Forms • Contingency funding are securities set aside to cover unexpected conditions. • How does it work? • If you were funded for a specific line item and the price unexpectedly fluctuates, you can apply for contingency

17. Copy Request Form • All RSO are given 1200 copies annually for the group’s organizational purposes. • Posted flyers must have the RSO stamp • All copies MUST include the statement “Your Student Activity Fee” within the advertisement • All forms must be signed by the comptroller prior to being submitted to the Copy Center

18. Your Organization’s Accounts • SA Account • Programs funded by SA are allocated to this account • Miscellaneous Account • Revenue generated by SA funded programs are deposited to this account • To use the funds, you must fill out an expenditure request and get Comptroller’s approval • Fundraising Account • Any outside resources generated from your organization are deposited to this account. The money in this account would never be depleted by SA, because this is YOUR MONEY.

19. Rollover Forms • To rollover funds from Fall semester to Spring • If you don’t apply, you will lose this money • CANNOT rollover funds from Spring to Fall • Needs to approved by Comptroller

20. Overspending • Any organization that has overspent their allocated/designated funding shall have the amount overspent taken from their miscellaneous or fundraising accounts. • Comptroller and Finance board may consider not funding the organization due to poor budget execution • To avoid overspending, work with the Comptroller

21. Orgsync • Remember to register your RSO on Orgsync • This presentation will be available on Orgsync • Working to make Copy and Expenditure Requests available on Orgsync • Possibly Special Programming also

22. Office Hours • Mon – 4-6PM • Tues - 2-3 & 5-6 PM • Wed – 4-6 PM • Thurs – 2-3 & 5-6 PM • Fri - 12-3 PM Jlricker@syr.edu