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SGAFunding 101
SessionPresented by:Sandra Rojas
Vice President of Business & Finance
Student Activities Student Activities FundFund
Each year, the Vice President of Student Affairs and Campus Life for Ithaca College allocates funds for student organization initiativesThis money is reserved for the exclusive use of student organizations and is allocated by the Student Government AssociationTo be eligible for SGA funding, a student organization must complete the registration process and have an Ithaca College account through the Office of Student Engagement and Multicultural Affairs
The Funding ProcessThe Funding Process
Six steps to receive funds from SGA:Become a registered student organization
through OSEMAAttend or watch a Funding 101 Session on the
Business & Finance portion of the SGA websitePrepare a Budget ProposalSubmit a Funding RequestSubmit an Advisor ApprovalAttend an Appropriations Committee meeting
Recognized Recognized OrganizationsOrganizations
Recognized Period– August 27, 2014-March 6, 2015
Complete the following steps– Complete the recognition via OrgSync– Have ten members listed on OrgSync– Secure an Advisor and complete the Advisor
Agreement– Complete a valid constitution– Complete the officer requirements (officer/treasurer
training )
Contact: Theresa Radley, OSEMAhttp://www.ithaca.edu/sacl/osema/studentorg/recognition
Funding 101 SessionFunding 101 Session
All treasurers must receive credit for obtaining the knowledge presented in this sessionTwo ways to receive full credit– Attend this session – Look at the Funding 101 PowerPoint via the
Business and Finance Section of the SGA website • Complete and pass a subsequent quiz
Preparing a Budget Preparing a Budget ProposalProposal
Itemized spreadsheet outlining– Operating costs (in other words, materials that
need to be purchased in order for your organization to operate effectively. Materials should be listed item by item)
– Programs– Travel event– Fundraiser
• Considered a loan that must be returned in full• Educational Fundraisers
Proposal templates are located in the Business & Finance Section of the SGA website
Operational Budget Operational Budget ProposalsProposals
Purpose– To enable student organizations to operate on a
regular schedule and/or to work toward their organizational mission(s)
What’s Funded– Advertising materials – Food for up to two meetings per semester– Items that are integral to the mission and success
of the organization
What’s NOT Funded– Membership Fees– Items for personal usage
Programming Budget Programming Budget ProposalsProposals
Purpose– To enable student organizations to host or sponsor
events
What’s Funded– Advertising materials– Audio & Visual– Food/On-campus catering– Speaker fees
What’s NOT Funded– Prizes, Gifts, Give-Aways– Selective events
Travel Budget Travel Budget ProposalsProposals
Purpose– To enable student organization to attend events
that they wouldn’t normally be able to attend due to location
What’s Funded– Fuel/Airfare (Gas Fuel Equation on the Business &
Finance portion of the SGA website)– Lodging
What’s NOT Funded– Selective events (Eboard retreats)– Registration fees– Parking fees– Food
$3,000 cap/year
Fundraising Loan Fundraising Loan ProposalsProposals
Purpose– To make student organizations more self-sufficient– Make SGA into a resource rather than a necessity
What is and isn’t Funded– Identical to the Programming Budget Proposal
Return of Funds– Ithaca College policy: this is a LOAN– Original loan amount (the principal) must be
returned to the Student Activities Fund– Any funds raised in excess of the principal may be
kept within the account of the organization
Educational Educational FundraisersFundraisers
Because some fundraisers are educational in nature, they may be eligible to receive partial funding without repaying fundsIn order to qualify for this exception, OSEMA must classify this event as an Educational FundraiserTo qualify, students must submit an Educational Fundraiser Application on OrgSync (on the student organization portal)
Submit a Funding Submit a Funding RequestRequest
Online form that must be completed in order to be considered to receive funds– Provide general organizational information– Provide rationale as to why your organization is
requesting the funds in question– Upload your Budget Proposal– Schedule (or defer) an appointment with the
Appropriations Committee– http://fs6.formsite.com/SGABusiness/SGAFunding/
index.html
Submit an Advisor Submit an Advisor ApprovalApproval
Comprehensive compilation of a Funding Request– Organization Name– Number of Budget Proposals– Amount of funds requested for each Budget
Proposal– A copy of each Budget Proposal
Generated and emailed to advisor automatically after a Funding Request is submittedOrganization treasurer is automatically notified once an advisor submits their Advisor Approval online
Appropriations Appropriations CommitteeCommittee
Information– Dates: Every Wednesday evening (unless noted
otherwise)– Time: 7:15 PM-11:00 PM– Location: Cayuga Lake Meeting Room
Organizations may opt-out– Allocation will be decided upon Funding Request info– May only be Operational <$250, Program <$150
Common Questions–
,
–
Benefits to organization and the mission thereofBenefits to the Ithaca College community
After a MeetingAfter a Meeting
The Appropriations Committee will deliberate and decide upon an allocationOrganization Treasurers will be emailed (Advisors and Mary Holland will be CCed) an allocation letter including:– Amount requested– Amount received– Return date– Stipulations– Comments
Allow for one business day of processing time
Utilizing FundsUtilizing Funds
OrgSync– Credit Card Request Form
• Needs to be submitted well in advance– Personal Funds Reimbursement
• Utilize only if no credit card is available via OSEMA
Tax Exemption– All purchases must be tax-exempt
Unused Funds– Reference your allocation letter for the specified due
date– All unused funds are automatically returned to the
Student Activities Fund
Allocation HandbookAllocation Handbook
The official policies and procedures of the Appropriations CommitteeContains in-depth information regarding– What can and can’t be funded– The appeals process– Miscellaneous procedures
All Treasurers are strongly encouraged to read all materials within the HandbookIf there are absolutely any questions regarding anything in the Handbook, please reach out to me!
New Handbook New Handbook PoliciesPolicies
Will only allocate food for two meetings/semesterProgramming budgets MUST be submitted at least two weeks prior or it will not be acceptedRogan’s Corner -> Mark’s PizzeriaSGA logo is no longer mandatoryCut programs by 1/3 of the quantity No more financial statements: Mary will handle thisNew method of dividing the Student Activities Fund• Travel budgets will be discussed on a case-by-
case basis
CalendarsCalendars
Outline of deadlines for the Fall 2014, Spring 2015, as well as the Fall 2015 Funding ProcessWill list the days where the committee will either 1) not meet, or 2) be meeting in a different room/dayCan be found on the SGA website the Financial Resources Folder
ReviewReview
Six steps in the SGA Funding Process– Become a recognized student organization through
OSEMA– Attend or look at the Funding 101 PowerPoint – Prepare a Budget Proposal– Submit a Funding Request– Submit an Advisor Approval– Attend an Appropriations Committee meeting
Appropriations Committee meetings– Wednesday nights, 7:15 PM, Cayuga Lake Meeting
Room (unless noted otherwise)
Funding Requests?– Must be complete by the Sunday night before a
meeting
Contact InformationContact Information
SGA Office– Student Activities Center, Campus Center- Third
Floor
Email– [email protected]
Web– Ithaca.edu/orgs/sga/executiveboard/finance
Office Hours– TBA– Office hours are also on the SGA website on the SGA
door in the SAC– I’m always available by appointment, too!
Questions, Comments, Questions, Comments, Concerns?Concerns?
Thank You for Coming! Thank You for Coming!