SAFAC
2012-2013
What is SAFAC?
$ Student Activity Fee Allocation Committee
$ Derives authority from the Board of
Trustees and the Vice President for
Student Affairs
$ 13 voting members, representing
different aspects of student life, and 1
non-voting Chair
$ Meet every Wednesday to discuss student
organizational budgets
What SAFAC does…
$
SAFAC allocates money to student organizations
to help subsidize organizational expenses
$
We help provide student organizations money to
create events and fulfill their organizations
guiding principles
$
We allocate funds for one fiscal year. A
referendum is required for multi-year
expenditures
$ We are here to
SUBSIDIZE
an
organization’s expenditures, not to fully
fund
Types of Funding
$ Fall Request
$ Typically submitted during the spring semester of the
previous year
$ Supplemental Funding (can ask for up to 2 per year)
$ Funding in excess after October 16th, 2012
$ Must make an appointment to present before the committee
$ Capital Funding (can ask for 1 per year)
$ Requests for equipment or items that will last more than one
year
$ Must make an appointment to present before the committee
Fall Budgets
$ Fall Budget Request
$ Typically submitted during the spring semester of
the previous year
$ To help fund activities, events, and fees up until
October 16th, 2012
$ Follow separate Precedents and Guidelines that
are set by previous year’s committee
$ 5 year averages have been removed
$ Deadline: March 9th, 2012
$ Unspent funds will be recouped after
October 16, 2012 and will be reallocated
Guidelines and Precedents
$ Guidelines:
$ Set of principles that SAFAC follows when deciding on approving
items for organization’s request
$ Decided by previous year’s committee during spring when looking
through regular budgets
$ ex: banners, conferences, food
$ Precedents:
$ Decisions made by SAFAC during meetings through voting
$ Used to guide SAFAC in making unbiased decisions when deciding
on funding for organizations
$ ex: funding a certain amount of banners per semester
Important to Note on Budget Form
$
Guiding Principles:
$
$
$
$
Gift Account:
$
$
$
$
$
Found in your organization’s Constitution, that is located on the COSO Database.
Contact COSO if you do not know where or how to find it
Guiding Principles shown on the budget must be identical to Guiding Principle in
your Constitution
Used by SAFAC to determine funding and make decisions regarding the necessity
of a student organization’s request
Your own organization’s money
Account number usually starts with a 9 (vs SAFAC account that starts with 4)
Talk to your ADVISOR to find most updated account amount
Must be included on your Fall budget
Itemize Your Budget:
$
Must list specific items on your budget requests
$
ex: Binders vs Supplies or Sponges vs Fundraising Material
How to Make a SAFAC Request
Complete in the Following Order:
$ Meet with your Executive Board to determine funding far in
advance (start at least a month before you would need the money!)
$ Fill out the 2012-2013 budget request form found on the SAFAC
website and attach documentation for EVERYTHING that is not
explicitly stated in our guidelines
$ Ex: price quotes of your binders that you would like to purchase
$ Consult your SAFAC liaison (found on SAFAC website and COSO
database page www.miami.edu/myumgroups) if you have questions
$ Meet with your liaison to review and sign the form
$ Obtain signatures from advisor, president and treasurer AFTER
meeting with your liaison!
SAFAC Request cont…
• Email a copy of the form to safac@miami.edu with the following
subject line:
Organization Name_Budget Request Type_ 2012-2013
ex. (COSO_Supplemental Budget Request_2012-2013)
• Submit signed form and written documentation to the STIC
• If Supplemental or Capital, make sure to sign up for a presentation
•
time
SAFAC meets Wednesdays from 2:30-4:45
What SAFAC takes into account
when reviewing a budget…
 How it relates to the Guiding
Principles
 Necessity of expenditures for
successful completion of program
 On campus and open to entire
university community
 Guidelines and precedents
Dealing with the money…
 Business Expense Reimbursement Form (BERF)
 Interdepartmental Requisition (IDR)
 Check requisition (e-Check) and Purchase Orders (Pos)
 Stipulated Funds
 For more information on these methods


http://www.miami.edu/sa/index.php/student_life/student_organizations/s
tudent_activities_and_student_organizations/resources
Under the tab “Student Organization Resources”, click on “Student
Organization Handbook” and the information is located on pages 15-18
Stipulated Funds
$ Generally Contracts
$ SAFAC italicizes and greys the box of stipulated items on the
budget
$ Process:
$ Bring the contract or invoice to Laura Stott as that money is not
automatically put into your account
Pre-Authorizations
•
What SAFAC considers as a Reimbursement:
– Spending money for an item not approved by SAFAC and seeking return on
purchase from SAFAC
• Eg: Buying an airline ticket before budget has been seen and item has been
approved
•
SAFAC does NOT fund reimbursements
•
If you purchase anything before the Friday after you are eligible
to present to SAFAC, it is considered a reimbursement and will not
be funded
•
In order to be eligible to present for a specific Wednesday, your
form MUST be turned in no later than 5pm the Friday before
•
PLAN AHEAD!
•
If an emergency arises—contact safac@miami.edu immediately
– ex: purchase/event occurs before presentation time occurs (Pre-Authorization)
SAFAC Appeals Process
• Student Government
process
• Visit
www.miami.edu/sg
for more information
Questions????
Contact us at
305-284-6399
Or on the web
www.miami.edu/safac
Email the SAFAC
Chair with
questions at
safac@miami.edu