Creating & Managing a Committee Budget

Creating &
Managing a
UVA Student Council
October 2011
How the process works
 Summer
budget approved between induction of
new officers and end of the academic year
 Due
before finals in the spring
 Funds accessible at year-end, through the first week of
 Fall
budget approved at the beginning of the
academic year
 Funds
accessible once the budget is passed in the fall
 Once fall budget is approved, summer funds will not
be accessible
How to make your budget
 Create
a line-item budget based on expected
events and activities
 Look
at prior years’ budgets
 Get quotes from vendors/suppliers for approximate
 New
this year: greater budget flexibility
 Line-items
will be used to generate a bottom line total
 This total will be the amount allocated to each
committee—more flexibility for new programs
SAF vs. Non-SAF
funds can only be used for certain activities,
everything else is funded by non-SAF
Biggest difference: food (including utensils, cups, etc.),
prizes/awards, and fundraising activities are non-SAF
 Religious activities, political activities, and social
entertainment are non-SAF
 Many
distinctions between SAF and non-SAF vary on
a case-by-case basis
For a list of the guidelines, go to (pg.7)
 If in doubt, email Katie Gaver at [email protected]
AtUVA: New financial package
 Allows
us to track all purchases and purchase
request by committee
 Gives
a running balance of how much money
each committee has left to spend
 Creates
AtUVA: New financial package
AtUVA: Finance and Roster
The roster tab lets you invite
members and manage positions
(give financial abilities)
The finance tab lets you make
purchase requests and check
your account balances
+AtUVA: Adding members/managing positions
+AtUVA: Adding members/managing positions
+ AtUVA: Adding members/managing positions
AtUVA: Creating a purchase
Log in using your computing ID and password
Go to the committee for which you’ll be spending money
On the bottom left-hand side, click on the “Finance” tab
On the upper right-hand corner, click on “Create
Purchase Request”
Fill out all information, making sure to specify what
initiative the expenditure is for, whether it’s SAF or nonSAF, and how it you need to pay for it (see next slide)
AtUVA: Payment options
funds have some flexibility. You can
pay by:
 Meeting
with Business Services to create a
purchase order for any vendors who are
registered with the University
 Having the company send an invoice to StudCo
 A direct transfer of funds within the University
 Paying out of pocket and being reimbursed—
make sure to enter your 9-digit student ID #
 Using a p-card (training required)
AtUVA: Payment options
 Non-SAF
funds are a little simpler. You can
pay by:
 Paying
out of pocket and being reimbursed—
make sure to enter your 9-digit student ID #
 Having the CFO write a check to the vendor
(invoice needed for this)
 Having the company send an invoice to StudCo
AtUVA: After your spending is
 When
your purchase is approved, you will receive
an email notification from atUVA
 Once
approved, make the purchase
 Print
out the atUVA form and attach any receipt or
 Deliver
the form + receipt to Newcomb 164K (in
the StudCo office)
To the right of the computer monitor, there’s a file system
with sections for SAF receipts, non-SAF receipts, and
completed forms
A couple of things to note…
 Never
sign a contract—this must be done by
Mike Citro
 Plan
ahead if you’ll be making major
purchases, and be sure to allow extra time for
processing, shipping, etc.
 If
your committee has a p-card, only the
cardholder can use it to make purchases, and
these must be tax-free
 Most
importantly—all spending must be
approved before any purchase is actually
Questions? Comments?
 All
important documents accessible at
 Questions?
Comments? Contact Katie Gaver at
[email protected]