Date post: | 18-Dec-2015 |
Category: |
Documents |
Upload: | bruno-howard |
View: | 215 times |
Download: | 1 times |
WHAT IS FEE ALLOCATION?
The allocation of Student Activity Funds
by the Student Run Fee Allocation Committee.
FCAS Fee Allocation Committee
Information Session2
WHO CAN APPLY?
• To receive an allocation from Franklin College, your organization must be academically related to Franklin College of Arts & Sciences.
• If the department with which your organization most closely aligns is not in FCAS, consider seeking funding from that department’s school.
FCAS Fee Allocation Committee
Information Session3
COMMITTEE MEMBERS
• FCAS Dean’s Student Advisory Board– Undergraduate & Graduate students from
various Arts & Sciences departments
Co-Chairs:• Jennifer Patrick– Coordinator of Student Academic Services
• Candee Bradbury– Administrative Specialist II, Dean’s Office
FCAS Fee Allocation Committee
Information Session4
FLOW OF STUDENT ACTIVITY FUNDS
FCAS Fee Allocation Committee
Information Session5
University of GAStudent Activity Fees
Dean of Students Office Tate Center
UGA Colleges & Schools:Franklin College of Arts &
Sciences
Fee Allocation Committee
Various StudentOrganizations
THINGS TO CONSIDERWHEN PREPARING YOUR BUDGET PROPOSAL PACKAGE
FCAS Fee Allocation Committee
Information Session6
IMPORTANT
• These are Tate Student Center funds, not Franklin College funds
• After the allocation process, questions should be directed to the Tate Business Office– 706-542-8514– 320 Tate Student Center
FCAS Fee Allocation Committee
Information Session7
FCAS FEE ALLOCATION COMMITTEE
GENERALLY FUNDS
• Expenses involved in bringing a speaker to campus
• Supplies needed to operate your organization
• Student travel• Publication costs
FCAS Fee Allocation Committee
Information Session8
FCAS FEE ALLOCATION COMMITTEE
NEVER FUNDS
• Taxes paid for goods• For visiting lecturers, lodging
costs above the current State travel limit set for Athens - $90/night
• Personal items for members (T-shirts, books, gifts, etc.)
FCAS Fee Allocation Committee
Information Session9
HONORARIA FORMS
• Must be signed by the speaker!
• Must be submitted after the speaker has been on campus.
• Payment cannot be ready for a speaker when he/she arrives.
FCAS Fee Allocation Committee
Information Session10
NONRESIDENT ALIENS
If your speaker is a nonresident alien:
• A nonresident alien packet needs to be completed prior to the speaker’s arrival
• In order to have any pre-paid expenses reimbursed, everything on the nonresident alien checklist must be accounted for.
FCAS Fee Allocation Committee
Information Session11
STUDENT TRAVEL
If you have been funded for student travel:
• You must submit the Student Travel Authority forms at least 3 weeks prior to your departure date.
• Keep your receipts! Original receipts are required for most reimbursements.
FCAS Fee Allocation Committee
Information Session12
FOOD PURCHASING
• Organizations may spend no more than 10% of their activity fee allocation on food; refer to SAF Guidelines
• All food purchases must comply with the UGA/Board of Regents food policy
• http://dos.uga.edu/services/businessoffice/food_purchase.html
FCAS Fee Allocation Committee
Information Session13
STEPS TO RECEIVING FUNDINGFROM THE FEE ALLOCATION COMMITTEE
FCAS Fee Allocation Committee
Information Session14
BUDGET REQUEST PACKAGEPREPARATION & SUBMISSION
• BE THOROUGH• All parts of the budget request package must be
complete to be considered.
• BE NEAT• Requests that are hard to read are harder to
consider seriously.
• BE TIMELY• Late submissions may not be considered.
• FOLLOW THROUGH• If the committee requests additional
information, be sure to respond by the deadline.
FCAS Fee Allocation Committee
Information Session15
REQUIRED MATERIALS
• Complete Line Item Budget Proposal
• Letter of Support from your Department Head
FCAS Fee Allocation Committee
Information Session16
LINE ITEM BUDGET PROPOSAL
• It is very important that you fill this out as completely as possible.
• Your organization is responsible for any information distributed to your contact person!
• Try to add everything you would like the Committee to know about your group.
FCAS Fee Allocation Committee
Information Session17
LETTER OF SUPPORT
• Each Organization must submit a letter of support from an Arts & Sciences Department Head.
• The letter should be from the department most closely related to the group.
FCAS Fee Allocation Committee
Information Session18
CENTER FOR STUDENT ORGANIZATIONS REGISTRATION
• You can register online, but BE SURE to print a copy of the registration
• Registration for 2014-2015 is now open
• Info session dates and times are available
at: http://stuorgs.uga.edu/register/index.htmlFCAS Fee Allocation Committee
Information Session19
ACCESSING YOUR FUNDS
FCAS Fee Allocation Committee
Information Session20
After your Organization
has been allocated funds, you are free to access these
funds to use for any approved
expenses.
PLEASE REMEMBER
• Plan Ahead!• Forms are available on the
Tate Center Business Office website: http://dos.uga.edu/services/businessoffice/forms.html
FCAS Fee Allocation Committee
Information Session21
RESPONSIBILITY
• The completion of these forms is the responsibility of the student officers.
• If you have any problems while completing the forms, contact the Tate Business Office in the Tate Center.
FCAS Fee Allocation Committee
Information Session22
PAYMENTS & REIMBURSEMENTS
Approved expenses can be submitted for payment by 1 of 5 methods:
• Petty Cash Voucher• UGA Check Request• Intra-University Payment (e-Ticket)• Intra-Departmental Charges• Purchasing Card Purchase Request
FCAS Fee Allocation Committee
Information Session23
PETTY CASH VOUCHER
• http://dos.uga.edu/services/businessoffice/pettycash.html
• Only for approved reimbursable expenses
• Petty Cash vouchers require original imprinted receipts– if no imprinted receipt, the vendor
must sign both the receipt & the voucher
• Only use voucher obtained at Student Activities in the Tate Center
FCAS Fee Allocation Committee
Information Session24
CHECK REQUEST
• https://webapps.ais.uga.edu/PCFA/index.jsp
• Use a check request to reimburse for travel expenses, pay honoraria, etc.
• Check requests are initiated via e-check request with your departmental office
• Your department will need to assist youFCAS Fee Allocation
CommitteeInformation Session25
INTRA-UNIVERSITY PAYMENT (E-TICKET)
• http://dos.uga.edu/services/businessoffice/intrauga.html
• Lodging expenses from the Georgia Center• When you are making a reservation at the
Georgia Center:– Tell the reservation desk you will be
paying by Intra-University Payment– You will need the account name, number,
and object code to be credited• Campus Food & Catering Services
FCAS Fee Allocation Committee
Information Session26
INTRA-DEPARTMENTAL CHARGES
– Tate Center Print and Copy Services– Tate Center Equipment Set-up and
Room Reservations– University Bookstore– University Printing and Central
Duplicating
FCAS Fee Allocation Committee
Information Session27
PURCHASING CARD ORDER REQUEST
FCAS Fee Allocation Committee
Information Session28
Forms available at:• http://
dos.uga.edu/Library/docs/PCardform.pdf
Instructions available at:• http://dos.uga.edu/services/businessoffice/
pcard.html
END OF YEAR DEADLINES
FCAS Fee Allocation Committee
Information Session29
• Fee allocations not spent by June 30 are forfeited
• The actual Tate Center deadlines for spending are MUCH EARLIER than June 30; pay attention to memos as they are issued
• The Fee Allocation Committee does consider prior year spending when allocating
QUESTIONS & CONCERNS
CANDEE BRADBURY
300A Old College(706) 542-5745
JUNE WINDATE320 Tate Student
Center(706) [email protected]
FCAS Fee Allocation Committee
Information Session30