Student Allocation Funding
Process
Student Government Association
Budget Oversight Committee
&
Office of Student Engagement
GUC 107, 765-4248
www.una.edu/student-engagement
Training Outline
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Student Allocation Process
Funding Eligibility
Appeal Process
UNA OrgSync – How to Apply
UNA OrgSync – Forms
Student Allocation Process
Estimated Allocation
2014 – 2015
Fall Distribution
$
165,000
5000 students at
$ 33
per student
Spring Distribution
$
190,000
5000 students at
$ 38
per student
Summer Distribution
$
45,600
1200 students at
$ 38
per student
Total Student Fee Funding
$
400,000
Student Allocation Portion of Fee
$
176,000
Student Allocation Process
• Student Allocation Review Board (appeals)
– SGA Senate
• Budget Oversight Committee
– 4 SGA Senators and 1 Faculty Member
Juliette Butler
•
Mrs. Butler is the backbone of the
funding program. She does the
administrative paperwork to
ensure payment for your events.
•
You must schedule an
appointment with her at 256-7654248 within one week upon
approval of your proposal to
discuss your event to ensure
paperwork for your events are
secured.
•
If you wait until the last minute, we
will not fulfill the request.
Student Allocation Process
• SGA Budget Oversight Committee– page 3
– Meets every Tuesday, University Events Conf. Room at 3:30 p.m.
• Proposals due by 4:30 p.m. on Friday prior to meeting via
UNA OrgSync
– No later than four committee meetings in advance of the
proposed event date (Pay attention to the due dates of
conference registration deadlines, if applicable.)
– May send max 2 students to make brief 3-5 min presentation
(OPTIONAL)
– Proposals must be submitted by students utilizing their own UNA
OrgSync accounts. Proposals submitted by faculty or staff
members will be denied.
• Notifications are sent via UNA OrgSync by next business day
Student Allocation Process
• Submit Fall Allocation Requests (for events occurring after Oct. 1)
– Starting September 1
• Submit Spring/Summer Allocation Requests
– Starting November 1
• Fiscal Year
– October 1-September 30
Funding Eligibility
Pages 4
• RSOs in good standing with Student Engagement
are eligible for funding.
– That means RSOs must submit RSO Update Forms
each semester via UNA OrgSync and have the
president and treasurer (or designee) attend the training
workshop.
– RSOs must update their OrgSync profile by October 1
and again on February 1.
Funding Eligibility
Pages 4
• Any changes in officers or advisors between these
reports must immediately be made in OrgSync.
• A newly recognized RSO must wait one semester
before being eligible to apply for funding as outlined in
the Student Handbook.
Areas Available for Funding
Page 5-7
• Program Support
– Programming such as speakers, music, movie series,
educational, non-alcoholic socials, dances, etc.
• Equipment
– Equipment RSO Resource Room, Poster Printers, etc
• Recreation
– Intramural fees
• Diverse Population and Issues
– Programming for gender and multicultural issues
Funding Eligibility
•
Travel [This pertains to retreats, conferences, and competitions.]
Page 6-7
1. Cover costs for registration fees
2. Transportation (vehicle rentals, airline tickets, gas)
3. Lodging expenses ONLY (Must put 4 to a room)
4. NO meals, baggage at airports, shuttle costs, taxis
5. Doesn’t cover advisors hotel, registration fee, etc.
6. Students may not make additional charges for the hotel room. If a student chooses to
do so, that individual and/or the organization will be held responsible for the payment
of that charge.
•
*Note* If driving personal vehicles, include MapQuest's that calculate mileage.
Calculate gallons of gas and cost per gallon.
Example: 400 miles, 20 gallons of gas, $3.35/gallon,
$3.35x20 gallons = $67 for gas
Funding Eligibility (Cont.)
7.
8.
9.
Must have hotel receipts, gas receipts, etc. turned in immediately after trip.
Map quests must be included with gas receipts when you turn them in to be
reimbursed should you pay for gas using your personal card.
(You must turn in receipts or you’ll be responsible for payment.)
If student fails to attend, student must pay money back. Otherwise, RSO will b
held responsible. Page 6
NOTE:
While traveling as a UNA student with expenses partially or completely
funded by the Budget Oversight Committee, you must comply with the
policies outlined in the University’s Student Code of Conduct. If a student
is in violation of the University’s Student Code of Conduct, the individual
and/or organization will have to repay the money. A hold will be placed on
the student’s account until paid. Otherwise, the RSO will be responsible
for paying back that money. Page 7
Funding Ideas
• Use Companies like:
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TjohnE
Auburn Moon Agency
Kramer Entertainment
Amusement Masters
Simplified Entertainment
Swank Motion Pictures
• View these in UNA OrgSync Contacts
Think about Welcome Week next year. Do you want to host an event
utilizing Student Allocation Funding?
Funding Limitations
The following are highlights. Refer to Student Allocation Manual for more
details.
Page 8
• Money may not be used to purchase items for the purpose of
fundraising or re-sale.
• Activities which generate unrestricted funds. This means
events can not charge a monetary admission fee.
• Funding can not be used for donations or charitable
contributions. Non-monetary charitable contributions are
acceptable (i.e. clothing drive, canned food drive).
• Membership dues or National Association dues
• Any programs involving alcohol
Limits on Requests
Page 8
• $4000 is the limit per program request
• $1500 is the limit per travel request
Purpose of Fee
The funding process was created by SGA to respond to the needs of the
recognized student organizations and enable these groups to develop
programming based on the educational mission of the University.
Page 2
Fiscal Information
• Local vendors who take Purchase Orders in the manual must give at
least two weeks to do Purchase Requisitions. – page 10
• T-shirts – page 7
– T-shirt designs must be attached to the funding request.
– The Committee must approve all t-shirt designs.
– T-shirts can not be purchased just for your group. It has to be related to an
event and available to all students.
– T-shirts that are bought must have the program/event name on the
t-shirt.
– T-shirts must have a statement that says “Made possible by your
Student Activity Fee” as stated in the Allocation Manual per page 7.
• NOTE: Advertisements must be pre-approved by the Office of Student
Engagement and have a statement that says “Made possible by your
Student Activity Fee” – page 7
Fiscal Information
Door Prizes
•If you receive allocation funding for door prizes, you
will need to use the Prize Form on Student
Engagement’s website. Each recipient must sign and
provide L# that he/she received prize.
•The SGA Budget Oversight Committee will not
approve gift certificates or gift cards as prizes. Pg. 7
•The Budget Oversight Committee will not approve
any prizes over $500 as per page 7 in the Allocation
Manual.
Steps to Funding
Page 3
• Submit Funding Request with Budget
• After approval, meet with Juliette Butler within ONE week to
coordinate money paperwork
– DO NOT WAIT UNTIL THE LAST MINUTE
– Pay attention to the due dates of conference registration
deadlines.
• Submit Evaluation Form 2 weeks after event completed
– Failure to complete event evaluation and turn in receipts will
result in loss of allocated funds for one academic year.
• NO REMINDERS WILL BE GIVEN ABOUT LATE EVALUATIONS.
Thorough Budget Request
• Programming Requests
– Include all vendor estimates from the businesses (include vendor
name, contact person, an official estimate, website, phone
number, and costs)
• Travel Requests
– Include the hotel information from website, phone numbers, hotel
info, address, prices, etc.
– Include airline information from website, estimate, time/date of
departure/arrival to and from event
– If driving personal vehicles, include MapQuest's that calculate
mileage. Calculate gallons of gas and cost per gallon.
Example: 400 miles, 20 gallons of gas, $3.35/gallon,
$3.35x20 gallons = $67 for gas
Tax Exemption
• UNA is tax exempt and can not be charged tax on
any product.
• Only exception, is hotel and airline tickets. Make
sure to include tax charges in your quotes from
hotels and airlines.
Sample Documentation
• See pages 12-15
• If you do not include documentation, items will not
be eligible for funding. You can not appeal if you fail
to include it.
• The committee is not responsible for searching out
your needs looking at web links.
Appeal Process
Page 4
•If funding is denied, RSOs can appeal on the following:
– Procedures were not followed by the Student Allocation
Committee.
– The Student Allocation Committee deviated from the written
policies.
•Submit appeal electronically, via UNA OrgSync, within 5
academic days from date of notification.
•The SGA Senate will address appeals and decide to
approve or deny your appeal.
•The Senate’s decision will be the final decision.
“How to” Video Access
• Go to www.una.edu/sga and click Student Allocation
Funding on right hand side
• Access Video through Videos in OrgSync groups
• When you apply for funding, there is a link in the
instructions.
• Go to youtube, search for the following:
– UNA Student Allocation Funding
• This is a step by step instruction video on how to apply for
student allocations.
• Please feel free to contact me at jgraham@una.edu