SAFAC Training for Treasurers FY2011.FY2012
FRATERNITY & SORORITY LIFE
OUTCOMES
y training,
g, treasurers will:
As a result of attendingg today’s





Understand the FSL SAFAC allocation process and how it ties to the larger
SAFAC allocation process
Have an up to date balance for their individual 17-SAFAC account.
Be equipped to apply for FSL SAFAC funding through Collegiate Link
Understand what steps
p are required
q
in order to spend
p
SAFAC fundingg
efficiently
Know what resources exist
SAFAC BASICS
SAFAC Mission Statement
The Student Activity Fee Allocation Committee (SAFAC) exists to support
the initiatives, goals, and activities of Drexel student organizations and
Student Life by allocating student activity fees. SAFAC applies consistent
unbiased funding decisions to represent the interests of Drexel
undergraduate students and enhances campus life by supporting the
educational mission of Drexel University.
SAFAC Committee Goals
To help student organizations achieve their financial goals
Maintain a fair and reasonable level of funding to student organizations with a
viewpoint neutral stance
Review policies and procedures to ensure contemporary practices in meeting student
needs
Promote open communications with all student organizations on campus
W k cooperatively
Work
ti l with
ith Student
St d t Lif
Life and
d USGA tto enhance
h
the
th undergraduate
d g d t
student experience
SAFAC BASICS (CONT.)
(CONT )
Fiscal Year

The fiscal year of the Drexel University Student Activity Fee Allocation
Committee (SAFAC) shall be the same as Drexel University’s Institutional
fiscal year [July 1 to June 30]

We are currently in FY2011 and preparing to apply for FY2012 funding

All transactions related to SAFAC funding will occur through an
organization’s 17-SAFAC Account. The account will consist of a six digit fund
number and a four digit org number. Example: 170252 – 3554

Student organizations must be fully recognized in the fiscal year in which
they wish to access their funds. Any organization not fully recognized will be
unable to access their account until full recognition is complete.
SAFAC ANNUAL ALLOCATIONS
Annual Allocations is the process in which
student organizations submit a fiscal year
operational budget by the designated deadline
to receive a portion of the available Student
Activity Fee funds. These monies are used to
fund conferences, promotional items, capital
expenditures, and events open to all registered
students at Drexel University.
ESTIMATION OF STUDENT ACTIVITY FEE
The student activity fee will be determined by the following equation:
 Number of Enrolled Students (x) $150.00 = Estimated Beginning Total
Estimated Beginning Total (+) Previous Rollback (–) Contingency = Available SAFAC
Estimated Allocation Budget
 Number of Enrolled Students: This number will be determined by the end of fall
census.
 Previous Rollback: This number will be determined based on unused and returned
SAFAC Allocations from two fiscal years prior.
 Contingency: This number will be up to 12% of the Estimated Beginning Total.
Contingency is deducted to account for institutional attrition.
attrition
LINE ITEMS
The SAFAC Committee funds products and services which are
essential to the functioning of student organizations. Line items
are deducted
the
Activity
allocations
d d
d from
f
h Student
S d
A i i Fee
F before
b f
ll
i
are made to student organizations. Line item funding may
include but is not limited to:
•
•
•
•
•
•
•
•
•
Lease and maintenance agreements for student organization use
Licensing for music broadcast
D.U.S.T. operating budget
Sports Clubs
Fraternities/Sororities
EMS Services
Programs, initiatives or services which are deemed appropriate by the
Assistant Dean of Campus Engagement or the Dean of Students.
Campus Activities Board budget of up to 23% of the Available SAFAC
Estimated Allocation Budget
USGA of up to 2% of the Available SAFAC Estimated
FSL SAFAC ANNUAL ALLOCATIONS
SAFAC COMMITTEE
Annual Allocations
p sum to the
Allocate one lump
fraternity & sorority community
FSL SAFAC Committee
reviews individual chapter
and council applications
Chapters/Councils are
allocated specific
amount for FY spending
FSL ANNUAL ALLOCATION
p
Committee Composition
 Equal representation across all three councils:
IFC, MGC, PHC
FSL Advisor*
 Council Treasurers
 Council VPs
 FSL SAFAC Liaison
*FSL Ad
Advisor
i
does
d
not have
h
a vote iin allocation
ll
i process

FSL TIMELINE
FSL SAFAC Applications – DUE April 20 by 5pm
 FSL will receive their SAFAC annual allocation
on Friday,
Friday April 28
 FSL SAFAC Committee will review
chapter/council
h t /
il applications
li ti
on M
May 15 & 22
 Allocation award letters will be sent to you by
May 27
 FY2011 End of Year Report is due on June 24

POINTS TO CONSIDER
All events must be open to all students of
Drexel University. This includes graduate, part
time, and undergraduate students.
 All events must be advertised to the Drexel
student population (i
(i.e.
e Daily Digest
Digest, InfoNet,
InfoNet
posters, flyers, etc)
 SAFAC is
i a subsidiary
b idi
funding
f di g source
 FSL SAFAC does not have an appeal process

THE APPLICATION
See handout.
FUNDING TYPES
FSL SAFAC Funding Guidelines
Fraternities and sororities may apply for any or all of these types of funding with the
understanding that they will be funded in the areas of Professional Services, Event
Hosting and Conference Expenses, first, as these areas are considered priority items
Professional Services - This includes guest speakers, professional performers, DJ's,
musicians, instructors
Event Hosting - This includes Catering, Decorations, Table Rentals, Sound Equipment,
etc. This generally refers to panel discussions, meet and greets, and/or general
discussion events
Conference Expenses - This includes registration, lodging, and travel for conferences
WHAT NOT TO REQUEST






Student activity fees cannot be used to purchase alcohol.
Student activity fees cannot be used for contributions or donations to the
campaign fund of any candidate or political or religious movement. This
does not prohibit the payment of speaker’s fees to political or religious
figures.
Student activity fees cannot be used for contributions or donations to
charitable organizations.
Student activity fees cannot be used to pay honoraria, instruction or service
fees to employees or students of Drexel University. (including coaching fees)
Student activity fees will not be allocated for miscellaneous, petty cash, or
unknown activity items on the Annual Allocation Request, Appeals Request
or Reserve Funding Request.
Expenditures for awards, non-promotional give-aways and gifts cannot be
funded by student activity fees.
EXAMPLES
Funding Type:
Expense Title:
Item
Item
Description of Expense
Appendix
$
$
Amount
-
$
$
-
$
$
$
-
$
$
$
-
Total of Expenses $
-
Description of Income
Appendix
$
Amount
-
$
$
-
Total of Income $
-
Please Explain How the Expenses Requested will Benefit Your Oragnization and the Student Body.
SO YOU GOT FUNDED
FUNDED. NOW WHAT?
Financial Policies – Fraternity and sorority expenditures are to follow the financial policies set forth in the SAFAC Operational & Financial Policies and Procedures Manual, http://www.drexel.edu/safac/downloads/SAFACPoliciesManual.pdf
Fraternities & Sororities ­ Fraternity, sororities, and governing y
g
g
councils will need to have the approval of the Office of Fraternity and Sorority Life for all purchase requests and reimbursements.
Note: The SAFAC Advisor, Assistant Dean for Campus Engagement and Director of Fraternity & Sorority Life reserves the right to deny any purchase request or reimbursement from this account which may violate SAFAC policies, Drexel Institutional policies, state and/or federal laws.
SAFAC ACCOUNT PURCHASING PROCESS

There are three options in accessing your17-SAFAC account:
1.
can request to have
purchases
made
1 Students
S d
h
h
d on the
h FSL Advisor’s
Ad i ’
credit card
2. Students can request to have a check processed from their account
and mailed to pay for merchandise or services.
services
3. Students can pay for the services or merchandise and get
reimbursed from their accounts.

Fraternities & Sororities - All purchase requests and reimbursements
from fraternities, sororities, and governing councils must be signed
and approved by the Office of Fraternity & Sorority Life before they
can be processed. This includes cash reimbursements, check
requests and purchase orders.
SAFA ACCOUNT CHECK REQUEST PROCESS
Check Requests are used to reimburse
students for purchases made with credit, debit
card or cash.
Check
Ch
k Requests
R
t are also
l used
d to
t pay for
f
merchandise and services where credit card is
nott accepted
t d and
d students
t d t do
d nott wantt to
t pay
out-of-pocket.
CHECK REQUEST PROCESS FOR REIMBURSEMENT
1. Must fill out a Check Request Form.
2.
2 The form must be signed by the President and/or Treasurer.
Treasurer
3. The completed form must be submitted to the Director of Fraternity & Sorority Life
along with all necessary documentation:
a. Original Receipts [ receipts should be taped to a sheet of blank paper 1-sided]
b. Invoices [Accounts Payable does not accept statements]
c. Credit Card Statement [only if the student used a credit/debit card]
d. Copies of cashed checks. If a payment was made with a check, a copy of the front
and back of the cashed check is required by Accounts Payable. Online bank printouts are acceptable.
e. OCA completed signed vendor contract
4. The Director of Fraternity & Sorority Life will process the check request within 5
business days after receipt. The completed request will be sent to SAFAC and then to
Accounts Payable located in 3201 Arch St.
5. Accounts Payable will cut a check within 7-10 business days after receiving the
request. The check will take an additional 5-7 business days to receive in the mail.
PURCHASE ORDER REQUEST PROCESS
The FSL Advisor has a credit card which is used
to purchase services, travel arrangements, and
merchandise for student organizations. It is
highly recommended student organizations
take advantage of this resource to limit the
amount of out-of-pocket expenses students
cover.
PURCHASE ORDER PROCESS – CREDIT CARD
1. Students must complete a “Student Organization Purchase Form”.
2.
must be
by the
President
and/or
2 The
Th form
f
b signed
i
db
h P
id
d/ Treasurer.
T
3. The completed Student organization Purchase Form must be
submitted to the Director of Fraternity & Sorority Life, Creese 215,
along with all necessary documentation:
a. Quotes
b. Statements
c Invoices
c.
d. Online Printouts
e. Log-in Information for Registration Sites
4 We will process the order and payment within 1-2
4.
1 2 business days
after receipt.
5. All merchandise will be shipped to your organizations’ name at the
office of Fraternity & Sorority Life
Note: Any order between $2,500 - $4,999 will
require one additional competition quote.
 Any order over $5,000
$5 000 will require two
additional competition quotes. Failure to
submit competition quotes along with your
order will cause your order to be unprocessed.

SAFAC ACCOUNT DEBT PROCESS

Student organizations go into debt when their yearly purchases exceed actual
available money in their17
SAFAC account.
their17-SAFAC
account

Student Organizations will receive an e-mail notifying them of any debt accrual in
their 17-SAFAC Account. Debt in the 17-SAFAC account is grounds for placement on
the interim recognition suspension list.
list

Student Organizations will have 30 days to contest any charges to their accounts.
After 30 days all charges to the account will be assumed accurate and the debt real.

Should a student organization have sufficient funds in their 71-Rollover account,
SAFAC is able to transfer the amount owed from the 71-Rollover account to the 17SAFAC account. A chapter/council check may also be used to satisfy the deficit.

Once the debt is paid in full the organization will be removed from interim
recognition suspension and be able to operate at full recognition ability. Failure to
repay the debt will keep your organization on recognition suspension until the debt is
paid.
paid
RESOURCES
Fraternity & Sorority Life
greeklife@drexel.edu
215 571 3575
215.571.3575
www.drexel.edu/safac
Collegiate Link
Q S O S?
QUESTIONS?