Student
Organization
Budget Training
BROUGHT TO YOU BY THE OFFICE OF STUDENT LIFE
& THE SEGREGATED UNIVERSITY FEE ALLOCATION COMMITTEE
Budget Training Agenda

SUFAC & its timeline

The Student Organization Budget &
SUFAC’s Process

Small, Mid, and Large Budget hierarchy

Parts of a Student Organization Budget
& Guidelines

Reminders, dates, and miscellanea
What is SUFAC?
SUFAC is the Segregated University Fee (SUF)
Allocation Committee.
It is a subcommittee of Student Government
Association that decides on the distribution of
Student Fees. This money is split up into:
Non-Allocable (University Depts. & Offices)
Allocable (Student Orgs)
SUFAC Timeline
Fall Semester

Oct. 21 – Budget Forms
Available




Spring Semester

Oct. 20 & 21 – Training
Seminars
Jan. 28 – Feb 18 – Org
Budget Presentations
to SUFAC

Nov. 22 – Budget
Forms DUE by midnight
Feb. 20 – SUFAC
Decision Day Meeting

Nov. 25 – Presentation
Schedule is
announced
Mar. 1 – SUFAC
Presents to Student
Senate

March – Decision
Letters to Student Orgs
Dec. 3 – First Largebudget presentations
The Process
October
• Budget
Training and
Formulation
NovemberFebruary
• Presentations
to SUFAC
February
• SUFAC
Decision Day
Submitting Budgets
All Budgets are due to SUFAC Via E-mail no later
than
11:59PM ON SUNDAY, NOVEMBER
22RD.
To be fair to all student orgs who desire funding
from student fees, exceptions cannot be
made for late submissions. Let us know if you
need help with your budget – that’s what
we’re here for!
Student Org Size Categories

Large Budgets:


Medium Budgets:


$500 - $3500 – May be required to present at Chair
& Vice Chair’s discretion. May request to present if
so desired.
Small Budgets:


$3500+ Budget – Requires representative
presentation to SUFAC at a regular SUFAC meeting.
$500 or less. Budgets decided on by Chair and
Vice Chair – no presentation necessary.
EZ Budget:

$100 or less for Supplies & Expense – may use EZ
Budget Form.
Budget Presentations
(What do you need?)

Send a knowledgeable member of your
organization who is familiar with what is being
requested and why.

One copy of the budget for yourself – the board
will have a copy.

10 minutes to present to board, 10 minutes for
questions.

Don’t just read your budget. We can do that.
Explain what your org does and why spending this
money is a good use of student fees.
Decision Day

On the 3rd Saturday in February, SUFAC
meets to decide on all of the Student
Org and Auxiliary budgets.

Each budget is reviewed individually,
and voted on individually.

SUFAC has definite guidelines for
determining whether budget items are
funded.

Board members are required to go
through Viewpoint Neutrality training to
ensure fairness to each org.
Components of Student Org
Budgets

Title Page, “Org Demographics” – lists mission statement of org.

Committed Funds: material items that are used by the org. Books,
supplies, promotional materials, any physical object.

“S&E” means “Supplies and Expense”, which are everyday use items with
set prices, such as a telephone or computer system, postage or
photocopying.

“Capital” items are physical materials that are purchased by the org.

Salaries & Honorariums – some orgs (like SGA) have budgets to pay
members for their time spent in service to the Student Body.

Contractual – events that need funding such as lecturers, performers
and films.

Food - Costs of food for organization events. SUFAC has strict
guidelines on how much can be spent and when, in order to avoid
overspending on this item.

Travel – some orgs request funding to take trips for various reasons.
SUFAC may pay up to 2/3 travel and lodging costs for such trips.
Committed Funds
SUFAC will only fund up to $2000 to any Organization for committed requests
per fiscal year (July 1- June 30)
Supplies & Expenses

General Supplies

Memberships*

Photocopying / Duplicating

Computers / Network Cost

Subscriptions

Promotional Materials*
• Requests over $100 need fill out an itemized list - last tab on the
workbook
•
It is unprotected so you can manipulate the cells to what best fits
your needs
• SUFAC does not fund individual memberships – only org
memberships.
• OrgSmorg and other giveaways are limited to $125.00 per
year.
Committed Funds
SUFAC will only fund up to $2000 to any Organization for committed requests
per fiscal year (July 1- June 30)
Capital Items

Products or material items that last more than a year

Equipment

Books

Software

New technology will only be funded if determined critical to the
org’s daily function.

Clothing, shirts, hats, etc. will not be funded unless for fundraising.

Capital for fundraising (shirts, balls, candy bars, etc.) can be
“fronted” by SUFAC, but this money must be paid back within the
designated timeframe.
Contractual Worksheet

People, or Programs that you would like to bring to campus

Items that you need a contract for:

Speakers

Performers

Workshops

SUFAC funds a maximum of $3,500 per organization per fiscal
year for Contractual expenses, and a maximum of four events.

Org Contractual Events may not be used for academic creditproducing or class-related material.

Events Over $1,000.00 must charge community members.

Exceptions will be considered on a case-by-case basis.

All contracts need to go through Grant Winslow in Office of
Student Life

Co-sponsorship between different student orgs is encouraged.
Food Worksheet

SUFAC funds a maximum of $1,500 per organization per fiscal
year for Food expenses.

All food & beverages funded by SUFAC must be purchased
through the University Dining Service and served on campus

Unless the event is held in the Mauthe Center or a food waiver
has been obtained

SUFAC does not fund food for regular org meetings. Funding
for meetings is limited to one recruitment/welcome or
farewell meeting per semester, but not both.

Requests over $150.00 provide an itemized list of food items
(last tab). No itemized list, no funding.

Single events over $500.00 that are open to the public must
charge community members the cost of their food.

Exceptions will be considered on a case-by-case basis.

Limit of four food/speaker combinations
Additional Info about Food:


A 'viands is offering a food donation where
your food request can be matched up to a
certain dollar amount

All registered student organizations are eligible for
this type of donation. However, organizations may
only apply for and receive a donation once per
academic year.

http://www.uwgb.edu/union/forms/
Your org can bring in up to $50 of non-perishable
food items for closed meetings (meetings intended
for only members)

Chips, cans of soda, pretzels, cookies, ect.
Travel Worksheet

At least 1/3 of the total travel request is contributed by
the Organization (may use Agency balance)

Travel funds will cover transportation, lodging, and
registration only for UWGB students

Food expenses are not covered unless it is directly
covered in a registration fee

All money granted MUST be evenly distributed to every
student attending

Check all of your prices with OFO

SUFAC members will consider expense as well as
convenience when deciding what level of funding will
be allocated for lodging.

Exceptions will be considered on a case-by-case basis.
Travel Guidelines

Maximum $3500; Maximum 4 trips
(exceptions can be considered on a caseby-case basis).

No travel outside Midwest (WI, MN, MI, OH,
IL, IN, IA).

Travel within Brown County will not be
funded.

Maximum cost of $40 per person, per day.
Travel Pricing


UWGB has a state-vehicle motor pool available
for student travel

Students must apply for permission to operate state
vehicle. See the Organization Finance Officer.

Motor pool rate is $20 per vehicle per day; $0.44 per
mile driven.
The state also has a negotiated price for hotel
rooms at $85 per night. Groups are expected to
group multiple students of like gender.
Ranking Your Requests

Please make sure that all your Committed,
Contractual, Food, and Travel Request are ranked
in order of importance.

If SUFAC determines to cut funding for an item, it will
start at the bottom of the list.

For example, if you would like to take four trips:

Trip 1 should be the most important trip for your org.

Trip 4 should be the least important trip.
Short and Sweet

Please limit your descriptions to 4 or 5 lines

Make sure your whole description is visible in the
description box

It will not show up when printed for the board

If you feel your explanation needs to be longer
than 4 or 5 lines, please attach a separate
document.

Once again, when presenting, do not simply read
your budget document, explain the rationale for
funding your org from student fees.
Revenue and Agency
Account
Revenue is money that an organization raises through an
event that is funded with SUFAC money.
 All revenue is expected to be used to pay back SUFAC, up
to the amount that was used to fund the event.
 Revenue is used to offset the total Budget Request


For Example: If you claim that you expect to make $2000, off
a $3000 event, and make $4000, you are still expected to pay
SUFAC back $3000, and the extra $1000 goes to the Agency
Account
Student Orgs may spend agency funds in the manner they
see fit (provided proper policies are followed).
 See Lea Truttman, the Org Finance Officer for questions on
Agency Funds.
 SUFAC reserves the right to review an org’s agency
account balance and promote its use in funding org
activities and requests.

Forms and Guidelines

All SUFAC forms and guidelines are published
on the SUFAC Website:
http://www.uwgb.edu/studentgovernment/committees/segregated-fees/

Do NOT create your budget from the same
workbook saved from a previous year.

The form was edited and has changes.

When uncertain if a program should be
funded, read the guidelines and then contact
the SUFAC Chair or Vice Chair.
Filename and Emailing

Please make sure when you save your
budget you include the name of your org.
 Example:


BasketWeavingBudget1516.xls
Please email all completed budgets to the
SUFAC account (sosufac@uwgb.edu) with
Name of Org’s Budget in the subject line:

Underwater Basket Weaving Club Budget 15-16

Budget Form: Underwater Basket Weaving (201516)
Reminders
BUDGETS ARE DUE BY 11:59 PM ON SUNDAY,
NOVEMBER 22RD
Also all physical & digital material that will be
presented to the board during SUFAC meetings
must be submitted to SUFAC at least one week
before the presentation will take place
Questions

We (SUFAC Chair and Vice Chair) are
here to help you with budgets and any
questions you might have.

Our office is located in the Student Orgs
suites: University Union Room #112H.

E-Mail: sosufac@uwgb.edu

Office hours are posted on the website
and on our office door.