Student Government Board
ALLOCATIONS 101
Alex Majchrzak
Allocations Committee
• 12 committee members + chair
• Responsible for assisting SGB in fairly
distributing the money
Liaisons
• Every student group has an Allocations Liaison
▫ www.pitt.edu/~sgb/allocations.html
• They make up the 12 committee members that
vote on the request
5 Reasons to Get to Know Your Liaison
• Your liaison can
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▫
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Catch submission errors
Prepare you for meeting
Make suggestions to strengthen request
Advocate for you
Your liaison is on your side.
Our goal is to maintain honest and open
communication!
Allocations Process
Supplementals
• Reviewed during weekly
Thursday meetings
• For “as-needed” funding
• Separate requests
Budgets
• Spring and Fall Budget
Weekend
• For long term planning
▫ Spring 2013 budgets
for Fall 2013 – Spring
2014
• A packet of requests
Supplemental
Process
Turn in request.
By 5 PM
Wednesday
Committee
reviews request
At 8:30
Thursday
At 848 WPU
Send e-mail
with decision
By Friday
If request < $500
If request > $500
Request goes to
board for final
decision.
Our decision is
final
SORC places
money in account
By
Wednesday
At 8:45
Tuesday
At Nordy’s
Supplemental Process
• Submit requests by 5:00 PM Wednesday
• Two typed copies
• Both Allocations and Board meetings are
mandatory to attend
▫ Allocations – sign in and wait (first in, first out)
Budget Process
• Spring Budgets are due Friday, March 29th,
2013 at 5:00 PM
• Need to submit an electronic and one paper copy
▫ Email to sgb.allocations@gmail.com
▫ Budget hearings are November 4th (Sunday)
• Come to office on Monday to review our decision.
• Our decision is final unless you specifically sign
up for an appeal to the board.
Off-Campus Conference – General Rules
• Funding Limit: No more than $2000 per fiscal year
• Can be broken by the board, but is rarely done
• Number of Representatives: No more than 4
members will be approved
• Assumed that four representatives are enough to
adequately gather all that the conference has to offer
Off-Campus Conferences- Policies
Do’s
• Conferences with
programming workshops
• Relevant information to
develop group
• Bring speakers that you
meet back to campus
Don’ts
• Individual expenses for
personal development
▫ career networking
▫ social events
• Leadership retreats
Conferences – Special Cases
• Case Studies – Typically not funded
▫ Viewed as a competition expense for noncompetitive organization
▫ Often prize money involved
• On-Campus Conferences – Typically not funded
▫ Benefits mostly non-Pitt students
▫ Applies to on-campus competitions
▫ Exceptions exist if conference will contain
primarily Pitt students
Submitting a
Conference
Request
General Information and Line Item Costs
General
Information
Documentation
must exactly
match line item
Conference Justification
• Focus on group development, beneficial workshops, and ideas for
programming that may be brought back to campus
• Voting – refers to voting on constitutional or by-law revisions, national
leadership positions, etc.
• Feel free to include additional page for the justification
Documentation
• Registration
▫ From conference website
▫ Email from a conference director confirming price
• Lodging
▫ Print-out from a website
• Transportation
▫ Google Maps for mileage (campus or personal vehicles)
▫ Print-out from website for flights
• Itinerary (if possible)
▫ Allows committee to get a better picture of what will be
offered at the conference
On-Campus Programming
Speakers
Other Notes
• Is the speaker relevant to
the purpose of your
organization?
• SGB cannot fund for
programs that compete with
PPC events
• Open to all Pitt students?
• Off campus programming
receives significantly less
funding.
• Cost effectiveness and
expected attendance
Food and Supplies Policies
• SGB does not typically fund for disposable items.
▫ Includes giveaways handed out at events, most paper-products,
flyers, etc.
Cultural Programs
Social or Recruiting Events
• $2.50 per Pitt student for a
cultural sampling of food
▫ W/ EDUCATIONAL VALUE
• SGB cannot fund for social or
recruiting events in general
• SGB does not fund for full
meals
• Also, SGB cannot provide food
(for meetings, etc) without
cultural value
▫ Used as a recruitment tool
Fundraising and Entrance Fees
• SGB is prohibited from funding for events where
Pitt students are being charged at the door. Why?
▫ Activity fee paid for by students
• May ask for optional or suggested donations at
exit (a sign with a donation box is best)
What We Look For
• Strong history of success
• E-Board with a game plan
▫ Advertising (free flyers at SORC, ¼ page ad)
▫ Provide an event agenda
▫ Other sources of funding (departments,
sponsorships, fundraisers, etc)
• Collaboration (Invite other groups)
▫ Next slide
Collaboration
• Looked at favorably
• You can either put names on the top of the
request OR you can submit separate requests
▫ Separate requests must be submitted for the SAME
Allocations meeting.
• Talk to the committee or the board
Submitting for
On-Campus
Programming
Your info
Numbers for each line
item on the request
Show how you got
number above.
Ex: Lodging:
2 nights * 100 per night * 3
rooms = $600
Documentation
• Must also include a Program Justification
• Acceptable documentation
▫ Emails explicitly listing prices
▫ Print-outs from online
• Do not need documentation for Pitt News ads
• Refreshments (in addition to above)
▫ Invoice with company letterhead
▫ Receipts
What to include in the request…
Request For This
Instead of That
• Shift funding towards things
that enable your organization,
program, etc
▫ Honorarium
▫ Security
▫ Facility rental
▫ Equipment Rental
• Doesn’t mean that you’ll get
everything
• Try to pay for more disposable
and individual things yourself:
▫ Food
▫ Costumes
▫ Decorations
• Doesn’t mean we don’t ever
fund for these things.
• Never ask for
▫ Gifts
▫ Disposable paper products
▫ International flights
Competitive Organizations
• $5000 competition cap (excludes nationals)
• Equipment and Uniforms
▫ Need storage area on campus
▫ When will it need to be replaced?
• Coach vs Instructor
▫ Frequency of instruction
▫ SGB cannot fund for coach or instructor to go with you
• Shared Responsibility
▫ Fundraising is extremely important! We want to see you
contribute!
What We Consider
• How many people are 100% necessary
▫ Number of alternates largely depends on your own
contributions
▫ Do not fund for B teams
• How you qualify for nationals
▫ Whether competition counts for nationals
• How much we have contributed to your
organization so far this year
Submitting for
a Competition
Your Info
Numbers
for each
line item
Show how
you got
number
above.
For club sports, if at all possible…
Request For This
Instead of That
• Shift funding towards things
that enable your organization
▫ Registration fees, lodging
▫ Ground Transportation
▫ Games that Count Towards
Nationals
▫ League dues
• Try to pay for more disposable
and individual things yourself:
▫ Out of Season Games
▫ Flights
▫ Equipment/Uniforms
▫ Baseballs, tennis balls,
paintballs, etc
Practices are okay but if you are choosing between
competition and practices, request for competitions.
• Organizational Dues and Insurance
• Purchase, Rental, Service
Organizational
Dues and
Insurance
Purchase,
Rental, and
Service
General Comments
We cannot fund for:
• Deficit spending – anything that you have paid
for before submitting the request
• Sales tax (depending on state)
• “expenses judged to be the responsibility of
individual members”
▫ Organization cost versus individual cost
Thank You for Attending!
Alex Majchrzak
sgb.allocations@gmail.com
716-359-0021
Access full presentation online:
www.pitt.edu/~sgb/allocations101.pptx