STUDENT ORGANIZATION
BUDGETING PROCESS
Hope College Appropriations
Spring 2015
What is budgeting weekend?

An opportunity for your organization to request the
funding needed to operate for the following
academic year (2015-2016)

February 27th, February 28th, March 1st

Haworth Inn and Conference Center
Sign up for a Budgeting Time

Friday, February 27th - 5:00pm-8:00pm
Saturday, February 28th - 9:00am-2:00pm
Sunday, March 1st - 12:30pm-5:30pm

15 minute budget hearing




A representative must be present at the hearing in order for
the organization’s budget to be considered for funding
Sign up via Google doc on the Appropriations webpage
Reflect on your organization’s year
What does participation in your organization look
like?
2. What went well or didn’t go well this year?
3. What can be improved on in the future?
4. Where was money spent and not spent?
5. What expenses were not necessary?
6. What are expenses that are necessary for the
upcoming year?
 Review up to date statements (in mailbox in Student
Development)
1.
Plan for next year

Using reflections, make plans for the upcoming year
Programming to be replicated
 New events that might take place
 Anticipated travel expenses (be specific with location,
mileage, mode of transportation, lodging facilities,
anticipated dates, etc).
 Anticipated capital requests (technology, uniforms,
equipment)
 All operating costs


Think wisely about the organization’s actual needs
Be Knowledgeable


Communicate with past leaders and advisors
If you are a current leader, make sure that the
organization’s leadership will be in place and well
trained on organization objectives & finances
Be Knowledgeable


Know the Appropriations Charter and Fiscal
Responsibility Policy
Set up an appointment with the Controller if
assistance is needed in understanding records,
planning for future expenses, or filling out budget
templates
When filling out Budget template:
DO…


Be aware of existing capital items and request for future capital needs
Fill in appropriate line items in operating budget (the template is formatted
already)



Use ONLY the formatted template provided for this year (do not create
your own or use your last year’s budget template)
Be specific about the organization’s requests


Make sure to add your organization’s correct budget number into the template
Provide rationale for changes in request/events
Only include travel expenses if detail is sufficient enough to project
accurate costs
When filling out Budget template: DO
NOT…



DO NOT…. use last year’s budget word for word
without consideration or revision
DO NOT…. Submit amounts with no rationale or
explanation
DO NOT…. Turn your budget in late!!
Your Group’s Presentation Outline –
Template Provided



1) Include an updated version of your group’s
mission statement
2) List Leadership/Future Leadership
3) Year in Review/Event Analysis
 Describe
each event in one to two sentences
 Approximate attendance

4) List Areas that could be Improved
Your Group’s Presentation Outline
(continued)

5) Briefly Summarize Changes from last year’s
budget
 List
by Subcode
 Include increases in pre-existing line items (i.e. budget
increase)
 If asked, you should be able to justify the expense AND
tie it into your mission
Email Template


Completed Budget Templates are due Friday,
February, 20th by 5:00 pm to
appropriations@hope.edu
Email the following:
1.
2.
3.
4.
Completed budget
Your Group’s Presentation Outline
A roster of active members
Capital requests (form available on Appropriations
website)
Email Template

If budget is late, the organization WILL NOT be
considered for funding for the 2015-2016
academic year.
Budget Hearing

DO NOT MISS YOUR ORGANIZATION’S BUDGET HEARING



If you do not come to your budget hearing, the committee will
assume that you have retracted your request for funding
Be early & excited!
Be prepared to answer the committee’s questions about your
organization and its requests


Look at the appropriations website for a document highlighting
Budgeting Guidelines to understand what the Committee will be
expecting of each organization
http://www.hope.edu/student/life/congress/appropriations/App
ropriationsGuidelines.pdf
Organization Responsibilities

To abide by all budgeting process procedures:
Timely submission of budget
 Signing up for and being present at budget hearings


To abide by the Fiscal Responsibility Policy per the
Appropriations Charter of the Student Congress
Constitution


To have not overspent
To be in good standing with the college per Hope’s
Good Standing Policy
Organization Responsibilities (continued)


To fulfill the mission statement of your organization
To make sure there is continuity in transitioning
leadership
 Seek
guidance from past leaders or train new leaders
depending on what stage of transition the organization
is in
Questions


The Controller is available to meet and discuss any
questions as they arise
Do not hesitate to request clarification by past
leaders and the organization’s advisor as well as
the Student Life office
Contact Information

David Daniels
 appropriations@hope.edu

Congress Office Hours:
 Monday
& Wednesday 1:30pm-3:30pm
 Or by appointment

Always available via email