GENERAL CLUBS
BUDGET WORKSHOP
SPRING 2015
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CPO Staff
• Tracey Howard – Assistant Dean for Program
Development
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Supervises all CPO & Kellogg Center Staff
Works with new student groups during their formation
Assists student groups with websites
Advises the Student Senate Appropriations Committee
Co-Directs the SOAR Program
• Jonathon Collier – Assistant Director for Greek Life &
Student Organizations
• Advises all social fraternities and sororities as well as the Interfraternity &
Panhellenic Councils
• Serves as a contact person for all student organizations
• Coordinates Briton Bash
Student Senate Executive Board
• Johanna Schulte, President
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jbs13@albion.edu
• Andrea Walles, Vice-President
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alw18@albion.edu
• Mitch Moore, Chief Financial Officer
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mwm11@albion.edu
• Clare Russell, Vice Chair of Appropriations
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cer10@albion.edu
• Warner Ball, Chair of Academic and Student Affairs
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wjb10@albion.edu
• Jacob Lyday, Vice Chair of Academic and Student Affairs
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jgl10@albion.edu
• Zach Kribs, Chair of Engagement
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zdk10@albion.edu
• Madi Kase, Vice Chair of Engagement
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mkk11@albion.edu
SAF Distribution
(Student Activity Fee)
General Clubs and
Organizations 16%
Greek Life 12.5%
Sports Clubs 8.5%
SAF Collected from all
students
Student Senate 4%
Student Volunteer
Bureau 3%
Umbrella 9%
Union Board 47%
Pet Project Fund
• Student Senate sets aside a portion of their budget for
Pet Projects each semester
• Pet Projects are Student led initiatives that benefit the
entire campus community
• Can be a permanent item, program or event
• Fire Pit, Picnic Tables, Blankets for the Quad
• Contact the Vice President, Andrea Walles at
alw18@albion.edu
• Guidelines, Information Sheet and Contact Information
are available in folders outside the Senate Office (KC 444)
Albion College Student Senate
4th Floor of the Kellogg Center
Contact Mitch Moore, CFO
senatecfo@albion.edu
Campus
Campus Programs and Organizations
3rd Floor of the Kellogg Center
Open 8am – 5pm
Phone: 517-629-0433
Email: cpo@albion.edu
http://www.albion.edu/about/campuslife
The Appropriations Committee
Mitch Moore
• Student Senate Chief Financial Officer
• Appropriations Committee Chair
Clare Russell
• Appropriations Committee Vice-Chair
SAF Financial Report
• Purpose: Transparency
• SAF Distribution and Use
• Function of the Committee
• All General Clubs & Organizations have the
opportunity to make their budget/line items
included in this report by contacting the CFO
Accessing our Website
• Student Senate website:
http://campus.albion.edu/studentsenate
• Click on the Appropriations Committee tab at the
top
• All forms related to budgets, check requests, etc.
can be found here
• New forms can easily be filled out on a computer,
printed, and submitted on paper
Probation
• According to the SAF Guidelines, organizations
must spend at least 70% of their budget
• If an organization fails to spend at least 70% of
their budget for two consecutive semesters, they
will be placed on probation
• The CFO and Appropriations Committee reserves
the right to limit funding or place other funding
sanctions on organizations on probation
Audits
• The CFO and the Committee reserves the right to
conduct an audit of any student organization to
ensure SAF funding is being spent in accordance
to the Guidelines
• If it is found that SAF funds were inappropriately
used or spent, a recommendation for sanctions
will be presented to the Committee
Audits
• Sanctions may include, but not limited to
the following
• Funding limits
• Required meeting w/ CFO and/or
Committee
• Suspension of funding privileges
BUDGET FORMS
• Budget Cover Sheet
• General Supply Form
• Program Request Form
• Co-Sponsorship Form
• Special Status Application Form*
Special Status
• Any member organization that relies on attending or presenting
one (1) major event/program to fulfill its mission statement shall
be eligible for Special Status Organization recognition
• To obtain or renew this status, the member organization shall fill
out a Special Status Application form at the beginning of each
semester to the Committee
• Special Status Organizations are eligible to receive up to $3,500
per semester
• Organization(s) may meet all requirements in applying for Special Status,
but organizations still might be denied and/or may not receive full
funding requested due to the following external factors
• The number of organizations applying for Special Status recognition
• The number of organizations requesting the maximum funding
• Low General Clubs & Organizations funding allotment
Application Deadline: Friday, January 30th @ 11:59 pm
General Supply Form
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Supplies Include:
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PR
T-Shirts
Office Supplies
Other miscellaneous items that are not
part of a program or event, but are vital
to the mission of your organization
General Supply Form
• Equipment
• Must support the mission of the Organization
• Must not be available for use elsewhere on
Campus (College-owned equipment)
• Must be permanently stored on College
property
• Single items costing more than $250 must be
accompanied by a paragraph (minimum)
explain why the equipment is necessary for
the organization’s mission *can’t exceed $800
General Supply Form
• PR
• Individual items pertaining to PR do not have to be
listed separately in a budget request
• 1 line item, titled PR, will suffice as long as
an explanation of how PR funds will be used
is given
• The SAF cannot fund off-campus PR, except for paper
flyers
• $200 limit per semester
General Supply Form
• T-Shirts
• Request funding not to exceed the lesser of
cost or $5.00
• Documentation:
• must be shown per item cost
• the number of items purchased
• and the design of the shirt/clothing
• $200 limit per semester
Programs
• Programs are usually events comprised of
multiple expenses
• Programs include campus-wide events,
fundraisers, trips, conferences, formals, etc.
• Common items requested include
registration fees, travel, lodging, etc.
• $1,000 limit per program for General Clubs
and Organizations
Programs
• Travel Reimbursement Requirements
• Flying
• Flight Itinerary showing amount paid
• Rail
• Rail Itinerary showing amount paid
• Vehicles
• Personal vehicles can be reimbursed at
$0.56 per mile
• College vans require Albion College Invoice
Co-Sponsorships
• Two or more organizations may partner
together to fund a single program/event
• Each organization requesting funding for the
program/event must fill out the cosponsorship form in their budget request
• The $800 limit per event for an organization
still applies, so two organizations together
could fund up to $1600
• Cannot be used to purchase equipment
Limitations
• $800 limit per supply or equipment item
• $1,000 limit per program/trip
• $800 limit per organization for co-sponsored
events
• $200 limit on PR materials
• $200 limit on T-Shirt Costs
Exclusions
• Salaries/Wages/Honoraria
• Anything giving academic credit
• Non-Campus PR – except paper fliers
• Any item(s) for Pledging/Ritual Events
• Inter/National Dues
• Luxury Items or Gifts
• Alcohol or alcohol-related material(s)
• Donations
See Art 3, Sec VI of the SAF Guidelines for full list
Exclusions
• Food
• Food and beverages may be funded if and only if it can be
proven that:
• Items are critical part of a
cultural/educational program
• Items are part of a contracted obligation for
performances or professional services
required for the presentation of a program
• Food to generate attendance will NOT be funded
• Meals during a trip will NOT be funded
Submitting Budgets
• Submit budget request packet VIA Email
• Email: senatecfo@albion.edu
NO PAPER COPIES WILL BE ACCEPTED!
• All items in the Budget and Funding Request packet must have
accompanying documentation proving their costs
• An organization’s unspent funding from previous semesters
does not rollover to the current semester, so spend the money
you ask for each semester
Submitting Budgets
• All general clubs and organizations must
submit their Budget and Funding Requests
by:
Friday, February 6 at 11:59 PM
• All budget requests must be submitted
electronically by email to:
senatecfo@albion.edu
• You will receive an email confirming that
your budget has been received within 24
hours of submitting it
• NO PAPER COPIES WILL BE ACCEPTED!
Submitting Budgets
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In extreme extenuating circumstances, the President or Treasurer
of an organization may request an extension from the CFO. This
request will be considered only if made at least 24 hours before
the posted budget deadline and will be granted at the discretion of
the CFO.
Extension request deadline:
Thursday, February 5th at 11:59 PM
• If an extension is granted, budgets must be
submitted by:
Monday, February 9th at 11:59 PM
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Appropriations Committee Review
• Budgets will be reviewed by the Appropriations
Committee to ensure requests are in accordance with the
SAF Guidelines
• IMPORTANT:
• Budget Request Packets (Be Specific! Detail Matters!)
• General Supply Form
• Program Form
• Co-Sponsorship Form
* Forms that are incomplete and/or lack proper description
will not be approved
Appropriations Committee Review
• Once the Appropriations Committee reviews all
budget request packets, will turn them over to
Student Senate
• Student Senate will receive and vote on all
budgets at its regular meeting on:
Monday, February 16th at 9:10 PM
• Organization presidents and treasurers will
receive their approved budgets via email by:
Thursday, February 19th at 11:59 PM
Budget Approval Process
• If you disagree with the decisions of the
Appropriations Committee, you may appeal
its decision within 72 hours of receiving your
budget by notifying the CFO
• More information regarding the appeal process can be found in
Art 4, Sec IV of the SAF Guidelines
REQUESTING CHECKS, LINE-ITEM CHANGES,
AND EMERGENCY FUNDING
Check Requests
• Check Requests must be submitted on paper
to the folder outside the Student Senate
Office
• Requests must include the Check Request
form and supporting documentation (copies
of receipts/bills/ contracts)
• Checks can take 5-7 days to process
• All requests due by Sunday, April 26th
Check Requests
• Supporting Documentation
• Proof of purchase is required in order for checks
to be written to individuals
• Documentation must state the total amount
paid/due
• Requests involving invoices or contracts may have
the check written directly to the vendor
• Checks cannot be written directly to the
organization requesting the check unless proof is
provided that the organization already
reimbursed an individual for a purchase or used
its own checking account or debit/credit card
Check Requests
• To receive a check for travel in a personal vehicle, submit a
Mileage Check Request form to the folder outside the Senate
Office
• Must attach a map showing exact mileage
• DO NOT attach gas receipts
• Please note, travel needs to have already occurred before you
submit this form
• IRS $.0575 reimbursement per mile
Check Requests
• Denied Check Requests
• An email will be sent regarding the nature of the denial, and
how to fix it
• Authorized officers will receive an email
from CPO when a check is ready to be picked
up
• Only the authorized officer who submitted the request may
retrieve the check(s)
• Checks expire 60 days from the day the
check is written
SAF Debit Card
• General Clubs & Organizations, Percentage
Groups, and other types of groups such as
Senate and Student Volunteer
Bureau(SVB) are eligible in using the SAF
Debit Card in making online purchases
SAF Debit Card Qualified Items
• Airfare (Associated taxes and check/uncheck baggage fees
acceptable)
• Hotel Reservations (only room(s) and associated taxes
acceptable, NO pay per view, mini fridge purchases, or any in room
purchases)(the SAF Debit card will NOT be on file and guest(s) will
need to use their own credit/debit card to cover damages/be on file
with the hotel)
• Recreation/Concert/Event tickets
• Large ticket equipment/supplies (large item(s) which
have a high price tag and are not easily purchased through other
means or channels are eligible) (NO everyday small purchases
allowed)
Using the SAF Debit Card
• The SAF Debit Card will remain in the sole
possession of the Appropriations Committee’s
Advisor
• The Treasurer or President of the
group/organization can use the debit card by
setting up an appointment with the
Appropriations Committee’s Advisor
• The Appropriations Committee’s Advisor will
make the actual purchase for the group
• A check request will still be filled out at the time
of making the transaction
SAF Debit Card
• At no time will the debit card number or debit card itself be
given to individuals of a group/organization
• Any unauthorized use of the debit card, its numbers, or the
actual purchases in any way other than what was approved by
the Appropriations Committee’s Advisor is subject to
sanctions by the Appropriations Committee and/or college
judicial system
SAF Debit Card
• Tracey Howard –
• Assistant Dean for Program Development
• Appropriations Committee’s Advisor
• Email- tlhoward@albion.edu
• Office located in CPO (3rd Floor KC)
Line-Item Changes
• Money may be moved between existing lineitems on the budget by submitting a LineItem Change form
• Forms must be submitted on paper to the
folder outside the Senate Office
• You will not receive email confirmation of
approval, and will only be notified if there is a
problem with the request
• All requests due by Sunday, April 26th
Requests for Variance
• Money may be moved to a new line-item on
the budget by submitting a Request for
Variance form
• Forms must be submitted on paper to the
folder outside the Senate Office
• Must provide detailed explanation of the
new line-item and why it wasn’t in the
original budget request
• You will only be notified if there is a problem
with the request
• All requests due by Sunday, April 26th
Emergency Funding
• Emergency funding is available if your organization
experiences an event where immediate funding is
needed and it can be shown that:
• The item/event could not be budgeted for during the
regular budget process, and
• The item/event meets all SAF Guidelines
• Submit an Emergency Funding Request via email to
the CFO to begin the process
• Organizations may only request emergency funding
once per semester
• All requests due by Sunday, April 19th at 11:59pm
Recap
• Submit all budgets to senatecfo@albion.edu
Sunday, February 6 at 11:59 PM
• You will receive your approved budget by
Thursday, February 19th at 11:59 PM
• Emergency Funding Requests due by
Sunday, April 19th
• All other requests due by
Sunday, April 26
Questions? Email senatecfo@albion.edu