2016-2017
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Dear Grays Harbor College Organizations!
Budget season is quickly approaching! Annually, we conduct a budget process to allocate
Service and Activities (S&A) fees for the upcoming 2016-2017 academic year. These funds will be available for club use on July 1. In order to apply for funding an organization must go through the annual budget request process. This packet includes:
1. 2015-2016 Budget Timeline;
2. Five (5) page budget request form; and
3. Financial guidelines - available online.
In order to ensure that clubs know how to write and submit a budget, the budget committee is going to be holding training sessions to help guide you through the process. Three sessions will be held to give everyone a chance to attend this training. It is imperative that a representative from your club – preferably your club’s financial officer – be at one of these three se ssions to make your club’s budget process easier. If your request is not in on time then your club will have no funding for next year.
Any questions regarding this process can be directed to S&A Committee Chair via email at as.budgets@chokermail.ghc.edu
. We will all get through this process together! Please submit your budget request in an electronic format. S&A budget packets are available in Student Activities and online at: http://ghc.edu/content/service-and-activities-fee
Thank you!
Aaron Tuttle Sierra Cummings
Aaron Tuttle Sierra Cummings
Student Life, Associate Director Budgeting and Financing Officer aaron.tuttle@ghc.edu
as.budgets@chokermail.ghc.edu
Kathryn Staats
Kathryn Staats
ASGHC President as.president@chokermail.ghc.edu
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Date: Item: Time:
March 15,
Tuesday
March 16,
Wednesday
April 13,
Wednesday
April 19,
Tuesday
May 3, Tuesday
May 10,
Tuesday
Budget school (Student Life Conference Room )
Budget school (Student Life Conference Room)
Sign-up for Budget Hearing time slot (Student Life Office)
Budget Hearings (Student Life Conference Room)
10:00 AM
1:00 PM
-----------
Budget school. (Student Life Conference Room)
After the training, each club treasurer will be required to write up a budget request*.
4:00 PM
April 22, Friday Budget Requests due by 4 PM*.
*Email to as.budgets@chokermail.ghc.edu
After your written budget is submitted, you will have to appear at one of the two hearing sessions to present it. You can sign up for a time slot (15 minutes) on the window of the Director of
Student Life’s office starting the week of April 27 th .
April 28,
Thursday
4:00 PM
Budget Review Committee. (Student Life Conference Room) 1:00-2:00
PM
May 2, Monday Budget Hearings (Student Life Conference Room) 10:00-
4:00 PM
4:00-8:00
PM
-----------
TBD
Letter of notification of budget allocations goes out to clubs during the day.
Clubs will need to submit a balanced budget to Executive
Officer of Budget & Finance by May 19, 2016. Should any club wish to appeal the committee’s decision, sign up on or before the 13th.
Budget Appeals (Student Life Conference Room) 12:30-
4:30 PM
---------- May 20, Friday S&A Budget Committee Report at Executive Board Meeting.
Submit final to ASGHC Executive Board, Vice President of
Student Services, and the CFO’s office for board approval.
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Phone:
2016-2017 SERVICE & ACTIVITIES BUDGET REQUEST FORM
Program:
Name:
The intent of programs funded by S&A fees is to provide meaningful programs and activities that enhance and support the educational mission of the college – beyond the classroom experience. Programs should assist students in co-curricular student development by
“…providing meaningful education and cultural enrichment through academic transfer, workforce preparation, basic skills, and service to community.”
QUESTIONS:
1.
Define/briefly describe your groups’ mission and purpose. Please include major goals and accomplishments for the academic year of 2016-2017?
2.
If this program/activity has been funded previously, please explain why it should be funded again. Was the program or service successful in serving students? If so, how?
3.
How are students involved in the development and management of the program/activity? Please also indicate the number of students your program involves and/or serves and how students are impacted or benefit from the program.
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2016-2017 SERVICE & ACTIVITIES BUDGET REQUEST FORM
CONTINUED….
4.
Please list any additional budget resources or fundraised money the program received either from Grays Harbor College or outside resources and how does this support your mission and goals for the academic year of 2016-2017?
5.
What activities/goals do you have planned between this year and next year?
6.
How did you spend S&A money differently than you had planned from the last year?
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S&A Budget Request Packet
Name of Organization:
Account Information:
522-264- _ _ _ _ 570-265- _ _ _ _ 840-281- _ _ _ _
(570 and 840 accounts do not apply to all organizations)
Date Submitted:
Student Representative to Budget Committee:
Position:
Email:
(This email will be used to send an allocation letter to each organization)
Phone:
Advisor:
Phone:
Organization Description:
Highlights of Major Accomplishments during the 2015-2016 year:
What does your club currently plan on completing before June 30 th
2016?
Why should your organization be funded at the amount requested? What would occur without full funding?
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Please itemize all income that your organization has received in the 2015-2016 year from sources other than the S&A fee. (Fundraisers, dues, grants, etc.)
(Double-click tables to activate Excel Spreadsheets)
Source Amount
Total
2014-2015 S&A Budget Award
0
Total 14-15 Income 0
Please itemize projected income for 2016-2017 . This should not include any money from the S & A Fee.
(Double-click tables to activate Excel Spreadsheets)
Source Amount
0
0
Total Estimated Fundraised Income
2015-16 S&A Budget Request
Total Budget Estimate
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(Double-click tables to activate Excel Spreadsheets)
GF
GG
GN
NB
NZ
EG
ER
EZ
GA
GB
Object Description
EA Supplies and Materials
ED
EF
Rental
Printing
Dues/Membership Fees
Purchased Services
Other
In-State Sub & Lodging
In-State Air Transportation
Out-State Sub & Lodging
Out-State Air Transportation
Motor Pool Services
Client Services
Grants to Students
2015/16 2016/17
Totals $ $ -
Difference
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
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Please describe proposed spending in each category:
EA Supplies & Materials; (ex: Posters, decorations, goods and resources)
ED Rental : ( ex: transportation, service agreement, facility)
EF Printing (ex: campus printing services, banners, promotional materials)
EG Dues/Membership/Fees: (ex: Fees associated with being affiliated with regional, national and/or international organizations, chapters or leagues)
ER Purchased Services (ex: Hiring a speaker for an event.)
EA Other (ex: any other paid service not listed)
GA In-State Sub & Lodging (ex: food monies, lodging for in-state conferences/conventions)
GA In-State Air Transportation (ex: air transportation to in-state conferences/conventions)
GB Out-State Sub & Lodging (ex: food monies and lodging for out of state conferences)
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GG Out State Air Transportation (ex: air transportation to out of state conferences/conventions)
GN Motor Pool Services (ex: use of GHC motor pool vehicles. Cost per mile: .56 cents per mile in vans and .85 cents per mile in 15-passenger bus)
NB Client Services (ex: Performer, speaker, entertainer or personnel contract)
NZ Grants to Students (ex: Athletic scholarships or leadership team stipends)
General Info:
Please itemize all money that your organization has spent in the 2015-2016 year for attending conferences. Please indicate whether the money spent was from your S & A budget or from fundraised money.
(Double-click tables to activate Excel Spreadsheets)
1 2 3
Conference Name
Date
Location
# of Attendees
Lodging/Trans Costs
Registration Costs
Total
Total from S&A Fees
Total from Fundraised
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Please itemize projected amount to be requested on conferences for 2016-2017 This should include fundraised money and S & A Fee money.
(Double-click tables to activate Excel Spreadsheets)
1 2
Conference Name
Date
Location
# of Attendees
Lodging/Trans Costs
Registration Costs
Total
Total from S&A Fees
Total from Fundraised
3
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