Date post: | 22-Dec-2015 |
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Making “Cents”Making “Cents”of Financesof Finances
Marci NuñezDirector for Student InvolvementStudent Leadership and Engagement
IntroductionsIntroductions
In This Workshop…In This Workshop…
Planning & BudgetingPlanning & Budgeting Raising the FundsRaising the Funds Spending the FundsSpending the Funds USF Club DiscountsUSF Club Discounts USF FormsUSF Forms TipsTips QuestionsQuestions
Planning Your Budget Planning Your Budget andandBudgeting Your PlanBudgeting Your Plan
A budget is a reflection of A budget is a reflection of a plana plan
Dream Big but…Dream Big but… Plan ahead!Plan ahead! Utilize resourcesUtilize resources Spend wiselySpend wisely
What? What? How?How?
Outline Your PlanOutline Your Plan
Brochures and flyers to recruit new Brochures and flyers to recruit new membersmembers
Banner for table at Involvement FairBanner for table at Involvement Fair Executive Board planning retreatExecutive Board planning retreat Campus-wide event featuring Campus-wide event featuring
well-known speakerwell-known speaker Thank you party for membersThank you party for members
Potential Funding Potential Funding SourcesSources
Club Copy CardsClub Copy Cards ASUSF Funding GrantsASUSF Funding Grants Flexi DonationsFlexi Donations Other fundraisersOther fundraisers Collaboration (other clubs, depts, etc.)Collaboration (other clubs, depts, etc.) Member duesMember dues Keeping your own supplies for futureKeeping your own supplies for future
Copy Copy CopyCopy Copy Copy
• $100 per semester!$100 per semester!• Copy CardCopy Card
• $10 increments, can be refilled$10 increments, can be refilled• Copy MillCopy Mill
• BrochuresBrochures• FliersFliers
ASUSF Funding GrantsASUSF Funding Grants
• Internal DevelopmentInternal Development• T-shirts, supplies, bannerT-shirts, supplies, banner
• TravelTravel• Professional Development ConferencesProfessional Development Conferences
• Campus-Wide EventsCampus-Wide Events
Bon Appetit CateringBon Appetit Catering
• Discount for Student Discount for Student Organizations = 33%Organizations = 33%• Fill out the catering Fill out the catering
discount formdiscount form• Flexi DonationsFlexi Donations
• Amounts over $50 Amounts over $50 need to be approved need to be approved by Bon Appetitby Bon Appetit
FundraisingFundraising
• Member Dues & ContributionsMember Dues & Contributions• Department Co-Sponsorship & ContributionsDepartment Co-Sponsorship & Contributions• Ticket SalesTicket Sales• Baked Goods or Food SalesBaked Goods or Food Sales• OtherOther
• Fill out the FundraisingFill out the Fundraising
Proposal FormProposal Form
Making The ConnectionMaking The Connection
About your organizationAbout your organization What’s your connection What’s your connection
to the issue?to the issue? Do you have the skills Do you have the skills
and resources?and resources? Why do you care?Why do you care? Why should they care?Why should they care?
Finding Your SupportFinding Your Support
Connected to youConnected to you• FriendsFriends• FamilyFamily• ClubsClubs• ProfessorsProfessors• DepartmentsDepartments• BusinessesBusinesses
Connected to issueConnected to issue• GeographyGeography• DemographicsDemographics• CustomersCustomers• Service ProvidersService Providers• MissionMission
Putting It TogetherPutting It Together
How can you fund How can you fund your plan?your plan?
Who can you Who can you approach for support?approach for support?
Where will you invest Where will you invest for the future?for the future?
What will members What will members contribute?contribute?
Plan….Plan…. Budget…Budget…
Brochures and flyers to Brochures and flyers to recruit new membersrecruit new members
Banner for table at Banner for table at Involvement FairInvolvement Fair
National organization National organization professional conferenceprofessional conference
Campus-wide event Campus-wide event featuring well-known featuring well-known speakerspeaker
Thank you party for Thank you party for membersmembers
Club Copy FundsClub Copy Funds
Apply for Internal Apply for Internal Development GrantDevelopment Grant
Apply for Travel GrantApply for Travel Grant Apply for Event Grant, Apply for Event Grant,
raise Flexi donations, raise Flexi donations, co-sponsorshipco-sponsorship
Club account: member Club account: member dues & fundraisersdues & fundraisers
Reasons to Plan AheadReasons to Plan Ahead
ASUSF Funding Grants – ASUSF Funding Grants – 6 weeks!6 weeks!
Fundraising Proposal Fundraising Proposal Form – 10 days!Form – 10 days!
Catering Form – 10 days!Catering Form – 10 days! Processing TimeProcessing Time
Discounts & Special Discounts & Special PurchasesPurchases
USF CateringUSF Catering Copy MillCopy Mill Office DepotOffice Depot Social ImprintsSocial Imprints USF BookstoreUSF Bookstore
USF Funds = Club USF Funds = Club PurposePurpose
Benefits the organization, not the individualBenefits the organization, not the individual Follows University policies, state & federal Follows University policies, state & federal
laws, etc.laws, etc. Proper documentation is needed (no cash Proper documentation is needed (no cash
advances)advances) Use the USF Financial FormsUse the USF Financial Forms
Business PurposeBusiness Purpose
Name or description of event including Name or description of event including date and location if applicabledate and location if applicable
Description of item purchasedDescription of item purchased Food purchasesFood purchases
Approx. # of attendees (15 or more)Approx. # of attendees (15 or more) Names of attendees (less than 15)Names of attendees (less than 15)
Support DocumentationSupport Documentation
Valid ContractValid Contract Performance AgreementPerformance Agreement W-9 Tax FormW-9 Tax Form
Original invoice or receipt:Original invoice or receipt: Name of business & locationName of business & location Date of purchase or invoiceDate of purchase or invoice Itemized list of items purchasedItemized list of items purchased Total costTotal cost In some cases, tax information neededIn some cases, tax information needed
ApprovalsApprovals
Financial approvals by SLE staff onlyFinancial approvals by SLE staff only Copy/print/promotion approvals require Copy/print/promotion approvals require
approval of design (i.e. posters, t-shirts)approval of design (i.e. posters, t-shirts) Contracts approved by Legal, Contracts approved by Legal,
Risk/Liability, and signed by USF officialRisk/Liability, and signed by USF official Travel requires approval in advanceTravel requires approval in advance
Processing TimeProcessing Time
Quick (1-3 days): Copy forms, Quick (1-3 days): Copy forms, petty cashpetty cash
Long (3+ weeks): Performance Long (3+ weeks): Performance Agreements, check requests, Agreements, check requests, expense reportsexpense reports
Very Long (4+ weeks): Travel, Very Long (4+ weeks): Travel, other contracts, equipmentother contracts, equipment
USF Financial FormsUSF Financial Forms
Department Deposit Record (DDR)Department Deposit Record (DDR) Petty Cash VoucherPetty Cash Voucher Non-Employee Expense ReportNon-Employee Expense Report
Business & Finance website:Business & Finance website:
University of San Francisco (USF) - Forms
Completing & SubmittingCompleting & Submitting
Assistance from Peer Advising TeamAssistance from Peer Advising Team Get signatures in advance (petty cash Get signatures in advance (petty cash
and expense report)and expense report) Provide all informationProvide all information Submit to SLE desk on UC 4Submit to SLE desk on UC 4thth
Copies in club mailboxCopies in club mailbox Petty cash pick-upPetty cash pick-up
TipsTips
1-2 people in charge of $$1-2 people in charge of $$
CommunicateCommunicate
Plan in advancePlan in advance
When in doubt, ASKWhen in doubt, ASK
For more help…For more help…
Peer Advising TeamPeer Advising Team
SLE, UC 4SLE, UC 4thth Floor Floor
(415) 422-7256(415) 422-7256