UMKC Office of Student Involvement Be sure to sign-in!

 Office of Student Involvement:  Coordinator for Student Organization Accounts-  Katie Baca  Fiscal Officer-  Dave Bohnert  Coordinator for Orientation/Student Organizations-  Gina Lichte  Student Government Association:  SGA Comptroller-  Katie Carlino

Introduction Funding Process Council Funding Request SAFC Funding Request Annual Budget Request Event By Event Request Travel Request Access Allocation P-Cards Check Requests/Reimbursements/Deposits Contracts/Honorariums Travel RooGroups Updates Closing

 How to request funds?  Option 1- SAFC Annual Request  Option 2- Council Funding  Option 3- SAFC Event by Event/Travel  Option 4- Co-Sponsorship, Donations and Fundraising

 SAFC is the acronym for Student Activity Fee Committee.  Request forms are due the Monday prior to the meeting by 5:00pm  Travel Request—5 weeks prior to travel date  Event Request–3 weeks prior to event date  Submitted via to the Comptroller  Questions about appropriations contact Katie Carlino, SGA Comptroller at or via  SGA Officer contact information is on Roo Groups, Page

 This committee is formed to suggest allocations of student fees for organizational funding to Vice Chancellor Mel Tyler.  Money requested is for FY13—July 1 st 2012 thru June 30 th 2013  Annual Budgets must be submitted to the SGA Comptroller by the assigned deadline and are presented starting in July and continue through third week of fall semester.  Travel can be included in your annual budget request.  Once you submit an Annual Budget you cannot return to SAFC to request additional funds for the remainder of the fiscal year unless it’s travel related.

 If you have a council, go to them first. Then go to SGA if you need additional funding  No council…go straight to SGA to get funding.  If you have not petitioned your council for funding first, SGA will not consider your request  If you received an annual budget you can NOT go back to SGA to request money  You can spend nothing until you receive verification of your allocation. OSI gets the as well and will not move forward without  the verification

Option 2:  Contact your Council for meeting details.  Attend and present at an allocations meeting to request funds from your Council.  If the Council does not completely fund your request you can submit an additional request to SAFC to request funds.  Travel can be included in your Council Funding request.

 You must request funding from your Council before you can request funds from SAFC for Event by Event funding.  Submit a budget request electronically to the SGA Comptroller 3 weeks prior to the allocation meeting. You can present multiple events at one time, even if they are spread throughout the year.  Funding for Travel from your Council – Travel Requests can and should be included in annual budgets in FY  No travel funding caps in annual allocations  If travel is not included in annual budget requests, caps for councils and organizations is $1500 and for individuals is $800 for the ENTIRE fiscal year.  SAFC can choose to deviate from these caps if necessary

 If you co-sponsor and event you must contact the Office of Student Involvement to transfer the funds to the appropriate organization account.  Donations and fundraising funds must be submitted to OSI to be deposited.  Reminder—SGA Executive Board can also help co-sponsor events!

 Off-Campus accounts are discouraged by the University. Only National Affiliated Organizations with their own Tax IDs are exempt (ex—national social fraternities and sororities)  You are held responsible for claiming this account on your taxes if you have your name and SSN as the account holder

 A P-card is a University Credit Card to be used for organization purchases.  Payments used by the P-card will automatically be charged to the organizations MoCode.  A P-card form must be filled out prior to using the P- card.  3 in office and3can be taken out of office  Check out times 8:30am to 12pm and 1pm to 4:30pm  Reserve P-card for use by contacting the Office of Student Involvement at (816)  Advisor must approve all P-card purchases prior to checking out the P-card ( Katie Baca)

 Name of your organization  Purpose of purchase  Date of event  How many people attended the event (under 15 need sign-in sheet)  Itemized Receipt (Tax Exempt)  Only two members of your org are authorized to check out P-card  Advisor must authorize purchase prior to checking out the P-card

 Tax (State – KS & MO)  Purchases at ◦ Costco ◦ Liquor Stores/Alcohol/Cigarettes ◦ Entertainment places (bowling, skating, etc…) ◦ Gasoline ◦ Hotels ◦ Leases/Rentals requiring an agreement ◦ Software Licensing Agreements ◦ Professional and Consulting Services ◦ Personal Items, Cash Advances and Loans ◦ Computers

 Defined: splitting one charge into two. Example: buying a camera for $800 and splitting the charge down the middle for $400.  Never Never Never split the charge!  Can’t spend over $500 per place  If the purchase is more than $500, you must let OSI know in advance. You will be asked to take the purchase back immediately

 Three Strike Rule: Strike One: Warning. You and your advisor will receive an for OSI stating the violation. Strike Two: Your org will only be allowed to use the P-card In-House for the remainder of the academic year. Strike Three: Your org will not be allowed to use the P-card for the remainder of the academic year and your organizations funds will be frozen.

 Must be itemized and tax exempt  If lost, get another copy immediately—this is your responsibility  Must be turned in when P-card is returned  Types of receipts accepted: ◦ Traditional receipt ◦ receipt ◦ Letter from establishment

 Contact Dave Bohnert at or  Advisors must sign off on all reimbursements  Do not make purchases with own money…Never guaranteed reimbursement

 Need the following ◦ Person to be reimbursed ◦ Person’s address to be reimbursed ◦ Student ID ◦ The purpose of the purchase ◦ How many people attended the event/travel ◦ Location of the event ◦ Date(s) of the event ◦ Advisor signature ◦ Print off the homepage from the website of the conference (travel) ◦ ayment_reimbursementrequest.pdf

 Gift cards are to be purchased solely for award or gift reasons per UM-System rules  Any gift cards purchased over $50 must be approved by OSI prior to purchase ◦ Include rational for purchase, for whom the card was purchased, what event, what vendor, & amount  Gift cards are not to be used for organization logistics (meeting expenses, food at meetings, etc.)

 If you want to know how much is in your account, contact Katie Baca. However, it is your responsibility to keep an accurate record of your account.  One of your noted P-card reps or advisor can check your balance.

 Do not enter into a contract with an outside vendor without prior approval from OSI.  Your organization can negotiate with outside vendors, but contact OSI once you are ready to enter into a contract.  Do not sign anything that binds you personally, your organization, or UMKC.  UMKC will be the only signature on contracts and goes through Finance and Administration office.

 At least one member that will be traveling must meet with Katie prior to your trip (prefer at least three weeks prior).  After you have been approved for funding you need to contact Katie Baca.  Do not make any purchases without the permission from OSI.

 Pay for hotel ◦ Reserve on P-card ◦ We will need:  Invoice with total amount, place and address of hotel (should already be on the invoice)  Federal Tax ID # from the accounting department at hotel ◦ Give Dave an invoice at least 3 weeks in advance in order to have a check cut ◦ If Dave does not get this, you will be responsible to pay for the hotel on your own ◦ Reimbursements are never guaranteed

 Come to OSI and we will reserve the car/van for you  Enterprise will direct bill us  You must go through the office to reserve a car or van due to insurance  You can be reimbursed for gas (save receipts)

 You will be reimbursed for mileage at 52.5¢ per mile, not gas.  Number of miles reimbursed is calculated using Google maps.  OSI prefers you use a rental car as you are covered by university insurance.

 Save all receipts  Conference in MO or KS must be tax exempt  All receipts should state date, who attended, etc…  Fraudulent purchases will not be tolerated and can result in individuals sanctions

 Food expenses will be reimbursed based upon the length of your trip  A schedule must be turned in and if food is shown during the conference then no reimbursement will be given for that meal  Nothing will be reimbursed without a itemized receipt

 Waldo Pizza 50%  UMKC Bookstore 20%  Various promotions companies Say you are with an org at UMKC

 Your student organization will be considered recognized when you update your organization on RooGroups and attend Funding Workshop  OSI no longer using paper copies for reserving space on-campus, dance/social events, off-campus social events, requesting outdoor space on-campus, etc.  Use RooGroups Event Form to submit org event information,

Office of Student Involvement 5100 Cherry Street Suite 320 Kansas City, MO (816) (phone) (816) (fax)