Training for Leaders Receiving General Student Service Funds (GSSF) Part 1 Student Services Finance Committee Overview

Today’s Agenda Why Are You Here? SSFC Structure Your Responsibilities SSFC Responsibilities Budget Management

What’s an Authorized Signer? Authorized Signers Authorized Signers –Represent the GSSF group on financial issues –Often are the ones to prepare the budget, as well as manage it –Main contact person for SSFC –Require a certain knowledge base of the UW purchasing system as well as UW and SSFC policies and procedures

Thirty Six Oh! Nine Five: 36.09(5) “…Students in consultation with the chancellor and subject to the final confirmation of the board shall have the responsibility for the disposition of those student fees which constitute substantial support for campus student activities…” This is Wisconsin law!

The SSFC Structure 17 students: 6 elected, 5 appointed from student body, 5 from ASM Student Council, 1 Finance Committee Chair 17 students: 6 elected, 5 appointed from student body, 5 from ASM Student Council, 1 Finance Committee Chair SSFC makes decisions regarding GSSF Fund, ASM, Student Judiciary, Bus Pass and makes recommendations for University Health Services, Intramural Sports and Recreation, and the Unions SSFC makes decisions regarding GSSF Fund, ASM, Student Judiciary, Bus Pass and makes recommendations for University Health Services, Intramural Sports and Recreation, and the Unions

How does SSFC fit within ASM? See page 2 of your Financial Guide

How much pie do you have? (p3)

SSFC Timeline – Fall (p11) 1 st week in September 1 st week in September –Eligibility Applications due 2 nd week in September 2 nd week in September –Funding applications and end of year reports due September – November September – November –Eligibility hearings and funding hearings December December –SSFC recommendations go to ASM Council

SSFC Timeline - Spring Early February Early February –ASM Kickoff Mid-March Mid-March –All budgets go to the Chancellor for approval March th March th –ASM Elections April 7 th April 7 th –final deadline budget transfers due May 1 st May 1 st –ASM starts a new session

Help! TBA, SSFC Chair Approves justification and transfer requests Approves justification and transfer requests Represents SSFC to University at large Represents SSFC to University at large Handles requests and complaints Handles requests and complaints Sets SSFC agenda and schedule Sets SSFC agenda and schedule TBA, SSFC Vice Chair Assist SSFC Chair with duties Assist SSFC Chair with duties Works on policy and improvement strategies Works on policy and improvement strategies

Help! Jena Olson, SSFC Advisor Assists organizations with the application and funding process Assists organizations with the application and funding process Works with students and organizations to manage conflict Works with students and organizations to manage conflict Assists student leaders with process improvement Assists student leaders with process improvement Provides leadership training to SSFC Provides leadership training to SSFC

Help! Rich Sterkowitz, SSFC Financial Specialist and Supreme Being Trains organizations on paperwork processing Trains organizations on paperwork processing Is your day-to-day “go-to” guy for budget transactions Is your day-to-day “go-to” guy for budget transactions Advises groups on event/travel planning and programming Advises groups on event/travel planning and programming Reviews, audits, tracks all expenditures Reviews, audits, tracks all expenditures Formulates and delivers monthly reports (excels) Formulates and delivers monthly reports (excels)

More help… Other resources Other resources –GSSF Financial Guide –ASM/SSFC website –UW Madison Accounting Services

…for you, Authorized Signers Attend required trainings Attend required trainings Complete and update Authorized Signer Form (p49) Complete and update Authorized Signer Form (p49) Review monthly reports and discuss corrections, errors, issues with Financial Specialist Review monthly reports and discuss corrections, errors, issues with Financial Specialist Respond in a timely manner to requests for information Respond in a timely manner to requests for information Submit budget change forms to the SSFC Chair at least 3 weeks BEFORE you need to use the money Submit budget change forms to the SSFC Chair at least 3 weeks BEFORE you need to use the money Meet regularly with the SSFC Financial Specialist Meet regularly with the SSFC Financial Specialist Make a good faith effort to understand and resolve financial issues before bringing questions to the Financial Specialist, SSFC leadership or Advisor Make a good faith effort to understand and resolve financial issues before bringing questions to the Financial Specialist, SSFC leadership or Advisor

…for GSSF Groups Complete, submit and follow the Statement of Agreement (p48) Complete, submit and follow the Statement of Agreement (p48) Be familiar with the SSFC Accountability Report (p52) Be familiar with the SSFC Accountability Report (p52) Do not act as a funding source for other organizations Do not act as a funding source for other organizations Follow all State, UW, and ASM/SSFC rules, guidelines and procedures Follow all State, UW, and ASM/SSFC rules, guidelines and procedures Train organization employees and supervise their work Train organization employees and supervise their work Do not use resources/funds for personal use Do not use resources/funds for personal use Track inventory and follow UW surplus rules Track inventory and follow UW surplus rules Participate in GSSF trainings and feedback sessions Participate in GSSF trainings and feedback sessions Meet with the SSFC leadership once over the summer and once each semester. Meet with the SSFC leadership once over the summer and once each semester.

…for SSFC Chair, Advisor and Financial Specialist Notify GSSF groups of deadlines and expectations in a timely manner Notify GSSF groups of deadlines and expectations in a timely manner Be accessible to meet with organizations as requested Be accessible to meet with organizations as requested Provide training and assistance to organizations to help them provide great service to students Provide training and assistance to organizations to help them provide great service to students Commit to making decisions in a fair and just manner Commit to making decisions in a fair and just manner Follow all State, University, and SSFC rules, guidelines and procedures Follow all State, University, and SSFC rules, guidelines and procedures Respond to questions and requests in a timely manner Respond to questions and requests in a timely manner Provide accurate and up-to-date information Provide accurate and up-to-date information Send out excel reports by the 10th of the month Send out excel reports by the 10th of the month

Managing Your GSSF Budget Look for “red flags” such as double payments, unfamiliar vendors, expenses of a personal nature, etc. Look for “red flags” such as double payments, unfamiliar vendors, expenses of a personal nature, etc. Review your spreadsheet for errors, missing transactions, and payments in appropriate categories Review your spreadsheet for errors, missing transactions, and payments in appropriate categories Make sure that other authorized signers review the budget reports Make sure that other authorized signers review the budget reports Do not distribute any student information to the public (FERPA) Do not distribute any student information to the public (FERPA) Ask lots of questions Ask lots of questions Role model acting with integrity and accountability for your next generation of leaders (and for yourself!) Role model acting with integrity and accountability for your next generation of leaders (and for yourself!) What else does your group do? What else does your group do?

Frequently Asked Questions: What if we want to fund an event/program that’s not in our budget? What if we want to fund an event/program that’s not in our budget? What if we have money left over in one part of our budget? Can we move it around? What if we have money left over in one part of our budget? Can we move it around? What do we do if we want to add a new Authorized Signer? What do we do if we want to add a new Authorized Signer? I went through the Authorized Signer training, so why aren’t I getting s from the SSFC Chair about SSFC meetings and other announcements? I went through the Authorized Signer training, so why aren’t I getting s from the SSFC Chair about SSFC meetings and other announcements?

What’s Next? Wednesday, May 3 rd, 4-5pm: Payroll (Memorial Union TITU) Wednesday, May 3 rd, 4-5pm: Payroll (Memorial Union TITU) Friday, May 5 th, 4-6pm: Financial Forms (187 Bascom Hall) Friday, May 5 th, 4-6pm: Financial Forms (187 Bascom Hall) SEE YA ON WEDNESDAY!!!