Official SBAC Handbook
2013 – 2014
Official SBAC Handbook
2013-2014
Student Groups,
The SBAC and I look forward to working with you this year to make the
budget allocation process as successful and easy as possible for the Wake
Forest student groups. The SBAC allocation process is a long and
complicated one and this handbook has been designed to help you
understand it better. Please feel free to contact me or your SBAC
representative if you have any questions about program reports or your
budgets.
Thank you for taking the time to read through this handbook and
participating in the SBAC process,
William A. Readhead
Student Government Treasurer 2013-2014
Wake Forest University 2014
Readwa0@wfu.edu
(704) 806-2683
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Official SBAC Handbook
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What is SBAC?
The Student Budget Advisory Committee is a student government committee that acts
separately to the legislature and is responsible for allocating funds to all chartered
student organizations and monitoring the way those funds are spent. Committee
members are not required to attend the General Assemblies. The Student Government
Treasurer acts as the Chairman of this committee in which there are eight members in
total. Required members include: one elected freshman representative, one elected
sophomore, one elected junior, one elected senior, and one elected Chairman (the
Treasurer). The last three members are appointed by the SG President following the
recommendations of the SBAC Chairman (Treasurer) after an application process.
What does SBAC do?



The university provides approximately $600,000 each year to cover the annual
budgets and operating expenses of all the chartered clubs/student groups on
campus.
SBAC allocations of funds for the following year are determined in a hearing in
February/March.
Organizations seeking funds should update their contact information at the fall
information session and on their Orgsync portal and will be contacted in
February by the SG Treasurer as a reminder to sign up for a hearing.

Money that is not spent each year does not roll over for student organizations in the
next year, but is rather absorbed back into the capital funding process that occurs at
the end of each fiscal year.

The SBAC’s job is to make sure the money is handed out in the proportions that
will allow as many activities to successfully happen on campus. So, in our
allocation process we will take into account the successes and failures of each
group’s activities. Further we take size, program reports, activities in and around
campus, growth and fundraising into account.
WFU Accounts Payable Website:
Useful Information:
http://www.wfu.edu/fas/faq-students.html
http://finance.wfu.edu/students-parents/expense-reimbursements (frequently used forms)
https://orgsync.com/28289/chapter (Treasurers’ Portal)
http://sg.wfu.edu/
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What is the Program Report?
The program report will act as an objective examination and evaluation of the events
held by an organization with respect to attendance level and effective use of funding.
Since a very large amount of money is handed out annually to student groups, it is
important to keep track of those expenses not only in monetary terms, but also in terms
of the number of events held with the money, the success of those events, and the
effectiveness with which the money was spent. In past years, approximately 160 student
groups presented their budget proposals to the SBAC in 15 minute hearings. In those 15
minutes, it was impossible for groups to have time to mention all the events they held in
the past year. This meant that the SBAC was making allocations based on very little
information. Now, the SBAC will enter the hearing after having reviewed each group’s
program report. With each group’s events documented in the program report, the SBAC
will use the 15 minute hearings to focus on each group’s plans for the future, as they
will already have collected evidence of their past.
What is the Main Goal of the Program Report?
The main goal of the program reports is to spend money effectively, to make the SBAC
process more efficient, and to use the documented expense information to help the
SBAC make educated decisions when allocating money based on your groups’ successes.
As beneficiaries, we need to be held accountable for our expenditures. By keeping a
record of campus activities and the money used on them, groups can demonstrate their
successes to the SBAC and improve the experiences at Wake Forest for the next year.
The program reports will be completed monthly by the Treasurer of each group and will
be emailed to the group’s SBAC representative. By implementing the program reports,
the SBAC allocation process will be more efficient and groups will benefit from the
decisions made by the SBAC as they will be based on the demonstrated successes of
each group.
How should groups prepare for the Program Report?
1. Spend your money wisely. Although this may sound obvious, don’t spend your
money on unapproved expenses such as personal parties, alcohol, and
unnecessary lunches/dinners etc.
2. Keep Track of your Expenditures. Make sure that you keep track of the details of
the events on which you do spend your money, such as the number of attendees
and the other information that is required in the progress report.
3. Correspond with your SBAC representative. Your SBAC representative will
function as the main method of communication between your student group
and Student Government. The calendar, hearing sign-ups, announcements, and
all other correspondence will occur through your SBAC representative to
facilitate the budgeting and program report process.
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4. Complete the Program Report. Fill out the monthly program report on the first
of every month and email it to your assigned SBAC representative.
The Program Report:
1.
2.
3.
4.
5.
6.
Month: Sept/Oct/Nov/Dec/Feb/March/April/May
Group Name:
SBAC Representative:
Budget Code:
Total 2014 Budget Allocation:
Name of purchase or event
a. For each event/purchase describe the business purpose, quantity
purchased, price per unit, did you use a bank account, agency fund, or
your SBAC operational account, and outline any cosponsors you may
have had IE another organization cohost, SAF, or a campus department,
etc…
b. If it is an event hosted describe the number of people anticipated, how
many showed up and how successful the event was.
7. What events did you find particularly successful and what events did you find
less successful?
Model Program Report is on the following page:
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Program Report October 1, 2013
Treasurer: Will Readhead
Student Government
129XXX
Item
Start of Year
Office or
Committee
N/A
Paper
Secretary
$5.00
Webhosting fee
Public
Relations
$12.00
Presidents
Leadership
Conference
President
$5,000




Cost of
Item/Unit
N/A
Number of
Units
N/A
Total Cost
of Item
Description
N/A
N/A
Purchased paper for the office
for the months onf October and
10
53.5 November for our printer
Public Relations bought our
website name and is hosting it
through weebly.com We paid
12
154.08 for one year of it
We sponsored the Presidents
Leadership Conference which is
an event cohosted with the
University President's office in
which we take student leaders
and influential adminsitration on a
retreat to discuss goals, planning,
1
5350 and issues for the year
Amount from
accounts not
SBAC (Agency
Fund, SAF,
Department…)
N/A
Money spent from
SBAC operational
SBAC
budget for this
SBAC budget budget
purchase
Spent
Remaining
N/A
0
2,000
None
53.5
53.5
1,947
None
154.08
207.58
1,792
Presidents Office
$4350
$1,000
$1,208
$792.42
These first two months have been primarily administrative planning and executing
for us. We first had to purchase paper so that we could print flyers and other
important documents to start the year. Primarily we have used the paper to print
Bills, agendas, and send memos.
We also decided to purchase an official website this year for improved marketing
purposes. We bought it for the entire year, 12 months, and will re-evaluate in
May how effective it was for the year and if we got our money’s worth out of it.
The president planned our staple Presidents Leadership Conference which we
took 35 students and 30 faculty and administrators to Asheville North Carolina to
discuss serious campus issues such as Greek life, academics, and wellbeing of
students. We rented meeting space and hotel rooms for everybody and provided
breakfasts and lunches while everybody was there for the weekend of September
7-9th 2013. We invited everybody we wanted to come and everybody attended
who RSVP’d so we planned according to those RSVPs. It was successful in our
planning and the discussions were thorough and in depth but we will see what
actions transpire from the discussions now. More purchase are provided in the
receipt copies attached.
We have also been holding meetings regularly in Committees and General
Assembly. Exec is still meeting Sunday afternoons and Cabinet Sunday evenings
and General Assembly or Committee Tuesday evenings. So far we have passed
three bills and met as GA twice now.
**Program Reports should reflect all events/purchases since the previous Program
report. (the above table is a model and can be adjusted but should be similar in format
and have similar or the same information)
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Required Items for SBAC Hearings:
1. The items below must be emailed to the Treasurer, Readwa0@wfu.edu, and to
your SBAC representative by February 7th, 2014.
a. A BRIEF summary of your organization’s activities, accomplishments, and
goals for the next year (what you will be doing again, what you will be
doing differently and any other specific and preplanned details). This will
help ensure all SBAC members are familiar with your organization. Inform
your SBAC representative of any additional points you would like to
communicate or stress to the committee and it will be their responsibility
to pass along the message.
b. A clear, itemized budget proposal. We have included a sample budget on
the following page. Feel free to model your budget proposal off of the
sample if that is easier for you.
i. The budget should follow standard financial line-item budget
format.
ii. It should list expenses first, followed by all revenue, and finally a
summation of the amount being requested from the SBAC.
iii. Expenses not funded by the SBAC should still be listed at the end
of the budget proposal.
c. A complete Program Report. Your SBAC representative will have
compiled program report from the audit questionnaires you submitted
each month and he or she will present this to the SBAC to compliment
your presentation and budget proposal. Note that any group that does
not complete at least three program reports does not qualify for an
increase in funding.
d. Price References for your proposed budget. If you have a specific
parameters for what you will want to purchase for the following fiscal
year (this may be a specific item model, hotel you want to stay at,
anything with a specific price) you must provide a price reference. If you
have made a similar purchase in the current fiscal year or in years prior it
is best to include an old receipt or old proof of purchase. Otherwise
please provide a quote, statement, or website page so that we may know
what you are purchasing exactly and how much. Otherwise we will price
your items at the lowest potential value that the committee can find; or
we may not allocate funds for that purchase at all.
The Budget Process: Application, Review, and Hearing and Appeals

The first portion is the submission of your proposed budget by February 7 th, 2014
to your designated SBAC representative and the Student Government Treasurer.
The application should include an itemized budget proposal, all program reports
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



2013-2014
to date for the current fiscal year, any and all price references for items on the
proposed budget, and a brief summary of your organization and it’s activities.
The Treasurer and Student Budget Advisory Committee will review all proposals
first then redistribute initial allocation numbers and reasoning for those
allocations.
The organizations will have approximately two weeks to review their allocation
and schedule an appeal if the organizations do not see the initial allocation as
sufficient or desires clarification on the reasoning.
Should an organization pursue an appeal they should sign up for an appeals spot
on the distributed schedule and both the President and Treasurer of an
organization are required to present their proposed budget to the committee
along with retorts for the initial allocation.
After the appeal the Student Budget Advisory Committee will finalize all budget
allocations for the following fiscal year and those decisions will be final. There is
only one appeals opportunity
The final budget will be submitted to the Student Government Legislature for
approval after the appeals process is over.
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Official SBAC Handbook
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Sample Budget
Budget Club
2011-2012
Expenses:
General Office:
Postage (9 @ $10)
Copies/Paper
PO Box
Telephone
90.00
75.00
40.00
105.00
310.00
Music
Supplies (paper, pens, poster)
Activities Fair
185.00
50.00
10.00
245.00
2 Newsletters (2 @ $275)
550.00
550.00
18.00
10.00
35.00
63.00
Program Resources:
Professional Printing:
Training Manuals:
20 new manuals
Folders
Dividers
Binders
Regional Conference:
(in Wilmington, NC)
Registration (5 @ 65)
Travel (600 miles @ .20)
325.00
120.00
445.00
Total Expenses:
1,613.00
Revenues:
Donations
T-Shirt Sale
Dues
Total Revenues:
SBAC Request
(75 shirts @ $2.25 profit)
(55 members @ $5)
100.00
168.75
275.00
543.75
543.75
$1,069.25
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Official SBAC Handbook
2013-2014
Tips for the Budget Hearing:
1. Come Prepared.
a. Make sure your numbers add up, that you have thought through your
requests, and that you have looked through the SBAC guidelines.
2. Be Professional.
a. The SBAC is allocating approximately $600,000 of the University’s funds
and we take this seriously. Professionalism is expected in both your
budget proposals and in your presentation.
3. Think Big.
a. The SBAC is here to make sure that the students on campus get to spend
every possible cent of the university’s money in the most effective,
successful, and eventful way.
b. If you want to bring in a well known speaker and you are worried that the
cost will raise your budget, include it in the budget. If we see that you are
trying your best to make an event happen, we will try our best to support
you financially.
4. Ask Questions.
a. If you have questions about what we fund and what we don’t fund, ask
them!
b. If you need help coming up with ideas, finding who to talk to in the
administration for event approval or assistance, or if you have questions
about anything budget or money related, do not hesitate to ask!!
Include these answers in your organization description and discuss these
questions in the SBAC Hearing, if your organization pursues it:
1.
2.
3.
4.
5.
6.
7.
8.
9.
How many active members do you have?
How many of those are graduating seniors?
Describe your competitiveness/successful projects this year?
Do you charge dues? If so, how much? (should be included in your budget
proposal)
Have you considered fundraising? If so, what have you done and how much have
you raised? (should be included in your budget proposal)
Do you get funding from any academic departments? If so, how much? If you
haven’t considered this option, do you think this could be another possibility?
(should be included in your budget proposal)
Are the games/speakers/conferences listed actually scheduled for next year?
If we did not give you money for this event, how likely would you be to cover the
funding yourselves?
Please explain to the committee why you did not use all of your allocated funds
from last year, but are asking for more this year?
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What we DO Subsidize:
1. We subsidize gas for personal (not rented) vehicles for trips, tournaments, tours,
and other events at $0.20/mile. (Price subject to change)
2. We will pay $40/room/night at a hotel unless circumstances require a larger
amount. For a hotel in a big city (NYC, LA etc) we will pay a max of $60.
3. Uniforms and Equipment at half price, if absolutely necessary.
4. General supplies.
5. Advertising materials. This includes, but is not limited to: posters, markers,
photocopies at $0.07/copy (or the current rate at the campus store).
6. Room and equipment rental for events. This includes auditorium rental,
microphone and set up/clean up costs.
7. Speaker or Performer fees if the person plays a substantial role in the success of
the event.
8. And any specific items you can demonstrate to the SBAC are required for your
event/group to be a success on campus.
What we DON’T Subsidize:
1. We do not pay for group T-shirts, unless they are essential to the success of an
event and, if that is the case, we subsidize t-shirts at 50% of the cost.
2. We do not pay for food. Exceptions are infrequent, but include events, such as
the homecoming BBQ, that could not take place without the purchase of food.
3. We do not cover airfare unless it is absolutely necessary. Certain circumstances
that have required money for airfare have been speakers or long-distance travel
for competitions where driving is not feasible or would be more expensive than
flying. We cover airfare for locations where driving is not feasible at $75 each
way.
4. We do not cover the costs of summer/spring break service trips.
5. We do not pay back university loans (for CDs, for example).
6. We do not make direct donations to charities or other external beneficiaries. The
money is meant to sponsor on campus activities that directly involve Wake
Forest students.
7. SBAC funds cannot be used to purchase alcohol. Student Government and
Student Union are the only two organizations with permission to purchase
alcohol for student events, such as Homecoming and Shag on the Mag.
8. SBAC does not fund Greek or Varsity activities.
If you are still uncertain about whether your expense will be covered by the SBAC,
contact your SBAC representative or the Treasurer, Readwa0@wfu.edu, BEFORE the
SBAC hearings.
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Emergency Fund:
The Emergency Fund is an opportunity to aid student chartered organizations that come
upon unexpected expenses in between the original SBAC hearing and the corresponding
fiscal year that are inescapable for the organization’s successes. Organizations that are
facing this kind of financial trouble should contact the Student Government Treasurer to
schedule a special hearing before the SBAC. Specific guidelines for receiving Emergency
Funding are listed below:
1. Only chartered student organizations with a severe necessity for funding are
eligible to receive Student Budget Advisory Committee Emergency Funding.
2. The SBAC will determine, on a case-by-case basis, if a chartered student
organization is eligible to qualify for Emergency Funding.
3. Spending of any rewarded Emergency Funding must occur during the current
fiscal year.
4. If an organization receives Emergency Funding, then SBAC reserves the right to
monitor all financial account activity for the fiscal year of Emergency Funding
receipt.
5. An organization may be ineligible for SBAC Emergency Funding if:
a. the organization obtained an operating budget for the current fiscal year
via SBAC allocations from the previous year, i.e. presenting a budget
during SBAC Budget Hearings in February.
b. the organization’s charter became active during the current or previous
fiscal year, i.e. any newly chartered organization.
c. the organization does not actively engage in revenue building activities,
e.g. dues, fundraisers, corporate sponsorships, etc.
6. The process for receiving Emergency Funding is:
a. Submit a letter, signed by the organization’s President and Faculty
Advisor, to the SBAC Chairperson, i.e. Student Government Treasurer,
explaining:
i.
why SBAC should consider the organization for Emergency
Funding
ii.
the proposed use of any allocated Emergency Funding
iii.
why the organization could not operate for the fiscal year on a
budget of up to $500 via the Student Government Committee on
Appropriations and Charter
iv. any revenue building activities conducted during the current fiscal
year, e.g. dues, fundraisers, corporate sponsorships, etc.
b. Upon receipt of the letter the Chair will convene the SBAC, which will
determine if the organization qualifies for Emergency Funding.
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c. If the organization qualifies, a budget presentation will occur before the
SBAC within one week. QUALIFICATION DOES NOT EQUATE TO RECEIPT
OF EMERGENCY FUNDING.
d. If an organization is denied Emergency Funding, reapplication may occur
the following fiscal year under the same eligibility and procedural
requirements mentioned above.
How to GET REIMBURSED:
1. Pay for expenses up front and save your receipts (make a copy for record)
2. Fill out an expenditure voucher
a. In the section “Make Payable To”, write the name of the person who is
being reimbursed.
b. If that person is a WFU student, tick the “Student WFU ID#” circle and
write his/her ID number.
c. In the “Home/Local Address” write the address where the student would
like to receive the reimbursement check. A PO Box number is fine.
d. Respond to the “Are you a US Citizen?” question.
e. Include the student’s phone number in the “Campus Phone #” space.
f. Under “Business Purpose” list a brief description of the expense. For
example: gas money for tournament in Georgia.
g. Under “Acct”, include the Account number that best describes the type of
expenditure that was made. Below are some commonly used Account #s.
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
53010 = Supplies and Expense
53012 = Copy Expense
54010 = Travel
54011 = Catering
54018 = Entertainment
54516 = Speakers
51515 = General Equipment
53011 = Postage
56520 = Reimbursement of Expense
55520 = Bulletins, Brochures
51010 = Memberships, Dues & Subscriptions
h. Under “Dept”, include your Department Code, or Budget Code.
i. Under “Amount”, include the cost of each expense and total the
expenditures in the space labeled “Total”.
j. The recipient of the reimbursement should sign the “Payee Signature”
line and date the request.
k. For an expense under $100, two authorized executive signatures are
required for reimbursement. For an expense over $100, the signature of
the faculty adviser is required for the reimbursement to be processed.
l. Staple the receipts for all expenditures requiring reimbursement to the
back of the expenditure Voucher and turn it into the Accounts Payable
bin in the Financial and Accounting Services Office (Reynolda).
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Model Expenditure Voucher for the payment of a service or good.
Wake Forest University
Financial and Accounting Services
Expenditure Voucher
ALL CHECKS WILL BE MAILED DIRECTLY TO YOUR HOME/LOCAL ADDRESS
Make Payable To:
(Full Name)
Name of Company or Person being paid
Check One
Employee WFU ID#
Home/Local Address:
company/person's address.
this is where the check will be mailed
Student WFU ID#
Other -Need TIN#/SS#
Delivery Method:
Com pany Tax Id or personal SS#
Check One
US Mail
: should be with w9 tax form
their contact phone number
(if other please provide TIN/SS#)
Campus/Phone #
Hold for Pick-up
Are you a US Citizen?
they Answer This >>>
Please include the following:
*Account Number
*Dept. Number/Proj/Grant#
*Authorized Approval Signature
*Signature of Payee
*Detailed explanation of charge(s)
*Original receipt(s)/Proof of Payment
Business Purpose
Fund
Dept
Describe the Purchase: Who, What, Where, When,
etc.
Acct
Check One
Yes
*Itemized/Detailed Receipt of Purchase(s)
*Added Correctly
*Specific detailed business purpose
Activity/
Location
Amount
describes
supplies,
50.00
To pay out of SBAC budget write 111111 in fund
Ex: Paid Club Ping Pong Coach for Fall
No
111111
129xxx
50310
A00000
129xxx
50310
to pay out of an Agency Fund write in your fund
Paid Club Ping Pong Coach for Fall
50.00
Total
100.00
"I certify that the above charges are true, just, and were incurred for school related business, and no part of these expenditures
have been or will be reimbursed by a third party, external organization, or individual." (By signing below, you agree to this
statement.)
Payee Signature: Whoever is receiving the check
Date:
Approval Signature: Authorizing signature from organization: treasurer, pres…Date:
PLEASE STAPLE ALL RECEIPTS & PROPER DOCUMENTATION
If purchase > $100; you need Faculty Adviser Signature
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Model Expenditure Voucher for student reimbursement:
Wake Forest University
Financial and Accounting Services
Expenditure Voucher
ALL CHECKS WILL BE MAILED DIRECTLY TO YOUR HOME/LOCAL ADDRESS
Make Payable To:
(Full Name)
Home/Local Address:
Campus Box or other address
Student Name
Check One
Employee WFU ID#
Student WFU ID#
Check the box and write # here
Other -Need TIN#/SS#
Delivery Method:
Check One
US Mail
(if other please provide TIN/SS#)
Campus/Phone #
Student Cell phone #
Hold for Pick-up
Are you a US Citizen?
Answer This >>
Please include the following:
*Account Number
*Dept. Number/Proj/Grant#
*Authorized Approval Signature
*Signature of Payee
*Detailed explanation of charge(s)
*Original receipt(s)/Proof of Payment
Business Purpose
Fund
Dept
Describe the Purchase: Who, What, Where, When,
etc.
Acct
Check One
Yes
*Itemized/Detailed Receipt of Purchase(s)
*Added Correctly
*Specific detailed business purpose
Activity/
Location
Amount
describes
supplies,
50.00
To pay out of SBAC budget write 111111 into fund
Ex: Paid (club name) coach for Fall
No
111111
129xxx
50310
A00000
129xxx
50310
to pay out of an Agency Fund write in your fund
Paid (club name) coach for Fall
50.00
Total
100.00
"I certify that the above charges are true, just, and were incurred for school related business, and no part of these expenditures
have been or will be reimbursed by a third party, external organization, or individual." (By signing below, you agree to this
statement.)
Payee Signature: Whoever is receiving the check
Date: date
Approval Signature: treasurer, president, exec member.
Date: date
PLEASE STAPLE ALL RECEIPTS & PROPER DOCUMENTATION
If purchase > $100; you need Faculty Adviser Signature
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Model Invoice:
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How to DEPOSIT MONEY:
1. Bring the money for deposit to the Financial and Accounting Services Office
(Reynolda) along with your Department Code (aka Budget Code) or your Agency
Code (aka your group’s personal bank account number) and the Account # (as
listed above in section g) that best describes the type of deposit.
2. Hand it over to a staff member in the office and they will make the deposit.
*If you need your financial information in an emergency, contact Freddy Acuna x5186
Important SBAC Contacts:
William Readhead, Treasurer, Readwa0@wfu.edu (704) 806-2683
Ryan Taylor, SBAC leader, taylrf0@wfu.edu (203) 803-7659
Robby Ciarrocca, SBAC member, ciarrs0@wfu.edu (908) 358-3077
Nirali Vagadia, SBAC member, vaganr11@wfu.edu (508) 816-9052
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Wake Forest University
Student Organization Expenditure Authorization Form
Organization
Name
Date
Organization
Advisor
(Signature)
Budgeted
account #
(Only first 6 digits required)
**PLEASE NOTE** -Two students will need to approve any vouchers under $100.00. If the voucher is $100.00 or over the Advisor
needs to approve.
Printed Names of authorized
individuals:
Title:
Approval Signature as it will appear on invoices:
**This form will be kept on file in Financial & Accounting Services as a reference for valid authorizations.
Authorizations on this form will be valid for the 2011/2012 school year.
Wake Forest University
Financial and Accounting Services
Expenditure Voucher
ALL CHECKS WILL BE MAILED
Make Payable To:
(Full Name)
Home/Local Address:
(if non incorporated entity/individual)
Campus/Phone #
Are you a US Citizen?
Please include the following:
*Account Number
*Dept. Number/
Proj/Grant#
*Authorized Approval
Signature
Business Purpose
*Signature of Payee
*Itemized/Detailed Receipt of
Purchase(s)
*Detailed explanation of charge(s)
*Original receipt(s)/Proof of
Payment
*Added Correctly
*Specific detailed business
purpose
Acct
Fund
Dept
Prj/Grt
Amount
Total
"I certify that the above charges are true, just, and were incurred for school related business, and no part of these expenditures have
been or will be reimbursed by a third party, external organization, or individual." (By signing below, you agree to this statement.)
Payee
Signature:
Date of
Request:
Approval
Signature:
PLEASE STAPLE ALL RECEIPTS & PROPER DOCUMENTATION
Official SBAC Handbook
2013-2014
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