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SubsidiaryINFORMATION

PACKET

STUDENT ACTIVITY FEE (SAF)

FUNDING REQUEST MATERIAL FORACADEMIC YEAR

2010-2011

MTU UNDERGRADUATE STUDENT GOVERNMENTWAYS & MEANS COMMITTEE

Cara Hanson, President, cmhanson@mtu.eduAmanda Van Slooten, Vice-President, alvanslo@mtu.eduAliabbas Sherally, Treasurer, amsheral@mtu.eduSarah Anderton, Secretary, smandert@mtu.eduKeshon Moorehead, Member at large, kkmooreh@mtu.eduMarc Starnes, Member at large, mastartne@mtu.edu

mailto:cmhanson@mtu.edumailto:alvanslo@mtu.edumailto:amsheral@mtu.edumailto:smandert@mtu.edumailto:kkmooreh@mtu.edumailto:mastartne@mtu.edumailto:cmhanson@mtu.edumailto:alvanslo@mtu.edumailto:amsheral@mtu.edumailto:smandert@mtu.edumailto:kkmooreh@mtu.edumailto:mastartne@mtu.edu

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STUDENTACTIVITY FEE (SAF)FUNDINGREQUEST

HEARING PROCEDURE

What to do before Budget Hearings:

Verify that your organization is a registered student organization. Only thoseorganizations registered with the Office of Student Activities are eligible to receivestudent activity fee money.

Create a Budget.

It is important that time and effort is put into budgeting for the next year. The success o

your student organization often depends on the effort put into obtaining student activityfee monies in the prior year.The Ways and Means committee would like to see budgets broken into three sections:

1) Projects and Activities (this includes campus wide activities, advertisingcopying, bringing in lecturers, cost of renting movies for Film Board, etc.);

2) Equipment (substantial equipment purchases like scuba tanks and computeprograms as well as safety equipment);

3) Competitions/ Conferences/ Symposiums (this includes travel costs, entrancefees, etc). The committee would also like to see, along with the total costs, therequested amounts in each area. For example, an organization might ask the SAFto cover of the cost of a given item. It is also important to show all revenue

collected including any potential carryover in your individual organizationsaccount. Any SAF money not spent in one year is NOT carried over into the nexschool year.

Student Activity Fee money may be allocated to projects and activities, equipmentcompetitions and conferences. Projects and activities must be open to the entire MTUstudent population. Funding may not include alcohol, food or drink expenditures, anditems that will not remain with the organization. Equipment must remain with theorganization and must be accessible to all members. For Competitions only two teams oup to 15 people (whichever is less) can be funded. For conferences, no more than fourmembers will be funded.

Gather financial statements from the past 2 years. Financial statements areprovided to show the committee what your organization has spent its money on. Theseshould be prepared statements with how much money is left in your account each yearand what was actually purchased.

Prepare the funding agreement. This is a paper that needs to be signed by all of youofficers and advisor in order to receive SAF funding. It shows that you have read and

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understand the guidelines for the allocation of funds, and that you agree to theseguidelines. These guidelines are outlined in Section 7 of the Undergraduate Studen

Government Bylaws. Updated bylaws can be found in the USG Office (MUB 113) and inthe Student Organizations Office (MUB 106).

There is an informational meeting on Thursday, February 18th from 7:00-8:00pm that is MANDATORY for all organizations to attend. This meeting is toexplain some basic procedural items for budget hearings and to allow for organizationsto ask questions. If you cannot attend please email the treasurer, Cara Hanson, ausg@mtu.edu.

If you have serious concerns about budgeting and would like to have some feedbackbefore submitting your request, please contact the USG President or Treasurer.

Sign up for a hearing time slot.Beginning Friday February 19th, and ending Friday March 5th, at 5:00pm, youorganization may submit the following for Budget Hearings:

[ ] 1. Your organizations proposed 2010-2011 budget[ ] 2. A 2009-2010 financial statement (financial statement from this year)[ ] 3. A 2008-2009 financial statement (financial statement from last year)[ ] 4. The Funding Agreementsheet with the signatures of the officers

YOU MUST SIGN UP FOR A TIME BY 5:00 P.M.Wednesday, March 17, 2009

LATE FUNDING REQUEST PACKETS WILL NOT BE ACCEPTED!

What to expect at Budget Hearings

The hearings will take place in the Alumni Lounge on the first floor of the MUB on Friday

February 27

th

thru Sunday, March 1

st

. Please try to be approximately ten minutes early incase the committee is running early. A member of the Ways and Means Committee willet you know when you can come into the room.

Your meeting time with the Ways and Means Committee will be 7 minutes. At this timeyour request will be reviewed and you may be asked questions about items in yourbudget. You may also receive inquiries about your organizations activities, income, etcPlease be prepared to answer all questions about your budget and planned activities for

mailto:usg@mtu.edumailto:usg@mtu.edu

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the upcoming year. It is very important that you send a member knowledgeable aboutyour proposed budget and the activities of your organization. Ways and Means, after

hearing several similar organizations requests will take time and discuss similaorganizations budgets and come up with our recommendation. USG will not tell youyour allocation at this time. Recommendations will be announced onWednesday March 24 and sent to the presidents e-mail list, and you can cometalk to WAM on Friday, April 9th 4-7pm in the MUB Ballroom for a Follow UpMeeting if you have questions about your recommended amount.

Budget hearings are not a scary thing! Ways and Means members receive yourbudget and financial statements ahead of time and have already looked over youorganizations request. When you come in for your time slot, the members will ask youquestions about different items on your budget, for example where a conference is, opossibly about how dues work in your organization. Membership is often questioned, asthe student activity fee should support MTU students, not community membersStudent organizations that have a history of not spending all or a majority oftheir SAF allocation will be questioned about this! As long as you send membersthat are knowledgeable about your organization and the budget you prepare is well-organized and broken down, budget hearings should not be a problem.

If your group fails to show up for their time slot, the group will not be given an allocationfor the 2010-2011 academic year.

What to expect after Budget Hearings

The committee members will recommend, to USG, an allocation for your organizationUSG will vote on your allocation before the changeover of officers and representatives atthe end of the spring term 2010. Information of your approved allocation will beavailable after the USG meeting on April 14th. Your organization will be notified inSeptember 2010 of your allocation for the 2010-2011 academic year by a letter from thenew USG Treasurer. If you have any questions before, during, or after the hearingplease feel free to ask the USG Treasurer.

Each student organization that receives an allocation has until October 1st ofthe following academic year to register as a student organization with the

Office of Student Activities. Any organization that does not register will forfeittheir allocation to the Opportunities Fund.

If you have any questions, unavoidable conflicts with the times or dates of the hearingscontact Cara Hanson at usg@mtu.edu.

mailto:usg@mtu.edumailto:usg@mtu.edu

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WAYS AND MEANS COMMITTEE PROCEDURESHow to claim your allocation during the 2010-2011 academic year:

Each student organization allocated funds at the spring hearings will receive

notification of its allocation amount the first full month of the fall semester 2010. Signup for a 5-minute time interval in the USG office, MUB 106, before 12:00 p.mon the Tuesday before your organization plans to attend and leave thereceipts on the Ways and Means Committees clipboard.

In order to receive your allocated funds, bring legible copies of the receipts from theactivity or capital equipment purchases that your organization was funded for and leavethem on the Ways and Means Committees clipboard- on the Student Org Secretarysdesk. Please fill out a subsidiary reimbursement form (pink form) to detail thereimbursements. The USG Ways & Means Committee will reimburse your group for anamount up to the total provided for in the allocation guidelines. The check should arrive

at the USG Office within 10-15 days and should be picked up within three weeks by acurrent member of the organization. At the time of pick up, the check must be signedfor to insure that only members of the organization are receiving checks.

If there is need, it may be possible to get an advancement of funds. The USGWays and Means Committee must approve any advancement of funds. Proof opurchase will still be required. Contact the treasurer with any questions.

If your organization has any questions concerning the allocation reimbursemenprocedure, or any other allocation or funding questions, please call the USG Office at487-2406, Monday - Friday 9 a.m. to 5 p.m.

Recap:(1) Sign up for a 5-minute time interval in the USG office(2) Fill out the (pink) form detailing the items of reimbursement(3) Attachment a legible copy of the receipts to the form

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Please save this information for reference when you wish to claimyour organizations allocation.

Student Activity Fee FundingRequest

Time LineFebruary 18, 2010 MUB Ballroom A

7pmMandatory Budget Information

Meeting

One member of yourorg. must attend thismeeting in order to

receive funding for the2010-2011 year

A sign-up sheet forbudget hearing times

will be present

Pick up your budgetpacket

March 5, 2010 Student Org. Office MUB

106

5 pm

Budget Packets are due to the

Student Org. Office

Turn into the StudentOrg. Secretary- Carol

Janisse

Late budgets will NOTbe accepted

March 19-March 21, 2010 MUB Alumni Lounge and

Peninsula Room, andBallroom

Friday 5pm-10pm

Sat-Sun 8am-9pm

5 minute budget hearing with

the Ways and MeansCommittee

You will have signedup for this when youturned in a budget

March 24, 2010 MUB Ballroom B

7pm

Allocation Recommendations

Announced

Recommendations

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made by the Ways andMeans Committee will

be announced at theUSG meeting- public

welcome

Recommendations willalso be sent to the

Presidents list

March 31, 2010 USG Office Last Day to makeOpportunities andReserve FundRequests for the2009-2010

academic yearApril 2, 2010 MUB Ballroom

4-7pmFollow Up Day

Come talk to Ways and Means

if you have questions about the

recommended allocation

April 7, 2010 Place: TBD7pm

USG Votes on the Budget for

2010-2011

All numbers arerecommendations untilrepresentatives vote

at this meeting

April 14, 2010 USG Office Last day to request funds forreimbursements for the 2009-

2010 academic year

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Funding Agreement

I have read and understand the guidelines for the allocation of funds to subsidiaries andorganizations. I hereby agree to comply with the specifications of these guidelines.

______________________________________________________________________President (print) (signature)Email:

______________________________________________________________________Vice President (print) (signature)Email:

______________________________________________________________________ Treasurer (print) (signature)Email:

______________________________________________________________________Secretary (print) (signature)Email:

______________________________________________________________________

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Advisor (print) (signature)Email:

__________________________________Organization

__________________________________Date

Funding Agreement QuestionerMembership Questions:

Number of Members (MTU Students only): _______

Number of Members regularly attending meetings: _______

Organization Questions:

Are you registered with Student Activates Office? (Circle one) Yes / No

Is your current constitution submitted to the Student Activates Office?

Yes / No Does your group have an office? Yes / No

o If so where? ___________________________o Is it locked / secure when not in use? Yes / No

Financial Questions:

Does your group use the USG account for printing, phone bill, shippingor anything else? (Circle one) Yes / No

Are you aware of any balance unpaid? Yes / No

o If yes do you know the amount? Yes / Noo Amount? $________._____ or Unknown

Did your group use all of its SAF allocation last year? Yes / Noo If no why?

Didnt know your group had an allocation or amount. Yes /No

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Didnt know the USG reimbursement process? Yes / No

Poor transition of previous offices? Yes / No Other reason(s)?

________________________________________________________________________________________________________________________________________________________________________

What does your org. provide to the campus community?________________________________________________________________________________________________________________________________________________________________________________________________________________________

What are some of your organizations long term goals? Where do yousee the org. in 2 years?

__________________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________________________________