Allocations The Allocations Committee and Process: An Introduction Nick Reslink Allocations Chairman 101 Session

Agenda The Allocations Committee The Allocations Process Allocations Policies

THE ALLOCATIONS COMMITTEE

Contact Us (Actually Though) Nick Reslink (412) 848 William Pitt Union (Back left corner office)

And help us contact you! It’s important that you update your contact info in SORC so that we can reach you with important news. We recommend creating a unique club account.

Your Liaison SAAGs Nick Reslink #-B Justin Horowitz C Laura Victorelli D-F Suzy Hinkle Pb-Pitt K Joelle Smith Pitt L-Pitt Z Cole Sterrett Pitta-Pz Max Kneis G-L Seth Erlanger M-O John Garry P-Pa Emily Patrick Q-Sp Aaron Dees Sq-T JJ Petti U-Z Madeline Guido

Who are we, and what do we do? We are a committee within the University of Pittsburgh’s Student Government Board implemented to distribute a portion of the Student Activities Fund to registered student organizations. We do so with the intention of mitigating clubs’ operating costs in order to facilitate the existence of a diverse array of student experiences on Pitt’s campus.

Who are we, and what do we do? Hold office hours – Five by each liaison – Ten by the Chair No appointment necessary Greatest resource

What we’ve helped groups do in the past Pay team or national chapter dues Offset the cost of practice expenses Host free cultural and/or educational programs for Pitt students Travel to service sites Attend national conferences Participate in athletic and academic competitions

Our Budget Fiscal Year 2015 Usage Numbers Requesting Organizations:209 Total Funds Requested:$1,400,000 Fiscal Year 2015 Budget Student Activities Fund$2,600,000 (SGB Overhead Budget) (Programming [PMADD, Nordy's…]) (Pitt Program Council) (WPTS-FM) (PittServes) Distributed Student Activities Fund (DSAF)$900,000

Our Philosophy in the Face of Scarcity Given the budget constraint that the Committee faces, we adhere to a policy of shared responsibility. Groups which demonstrate a concerted effort to help offset their costs through implementation of dues, active fundraising, out of pocket expenses, etc. are more likely (but never guaranteed) to receive funding.

Shared Responsibility, cont. Groups with closed membership and whose benefit is primarily internal will be held to higher standards of shared responsibility than groups which directly impact larger numbers of Pitt students.

THE ALLOCATIONS PROCESS

Prerequisites for Funding SORC Certification Mainly non-CGS composition Not a recognized social fraternity or sorority Do not have an outside bank account

But how do I get the money?! Two ways of obtaining funds – Budget submissions – Supplemental requests

Budgeting Process: Non-SAAGs Optional Designed for long term planning into next semester and or fiscal year Good for groups which: – Have the same expenses each fiscal year – Know exact costs and can document them well in advance Occur once per semester

Budgeting Process: SAAGs Required for SAAGs, as it is their only source of funding SGB Typically allocate comparable funds from year to year Occurs semesterly Budgets submitted in the spring are either for the fall or the next fiscal year SAAGs which submit only a semester budget in the spring may submit another in the fall for the next spring

Budgeting Process Fall 2015 Tentative budget submission deadline: October 30 Tentative budget hearing weekend: November Official deadlines and access to budget submission forms will be announced well in advance Budget info sessions (prerequisite for submission) TBA

Budgeting Process- Appeals SAAG budgets are automatically appealed to the Board for final approval Appeals hearings typically take place the week following budget hearings Appeals are optional for non-SAAGs

Budget Modifications SAAGs only If money earmarked during budgets goes unused, it may be repurposed via the budget modification process. To repurpose funds, you must fill out both: 1.An online supplemental request form found on the Allocations page at 2.A hardcopy budget modification form found on the same page

Funding Release Process Funds which are not used sit earmarked in organizational accounts Can return unspent funds with Funding Release form Clears up any committed cap space Allows for the funds’ redistribution Must be filled out in the Allocations office

Supplemental Process Requests for as-needed funding with weekly submission deadlines Supplemental hearings occur weekly on Thursday nights

Supplemental Process Submission Submit online form by 5pm Wednesday Receive confirmation Allocations Hearing Receive on Wednesday with time to appear Meet with Committee during Thursday night meeting Receive decision by Friday at 2pm Money in SORC account on Friday Reheard following week if postponed Public Meeting If over $1200 Appear in front of Board at 8:45pm on Tuesday Money in SORC account on Wednesday

SORC Student Organization Resource Center Each club has its own “bank account” All allocated funds are channeled through here Various payment methods – Check – Payment card – Out of pocket and reimbursement

How to Submit Utilize online supplemental request form via Allocations page at sgb.pitt.edu:

Summer Operations Not officially operational in the summer Reach out to Chair with questions

ALLOCATIONS POLICIES

Viewpoint Neutrality SGB does not consider the viewpoint of a group’s program when making funding decisions; any and all viewpoints are welcome to apply for funding. Also, a denial of funds should not be viewed as a denial of permission- if we aren’t able to provide funding, the show can still go on!

General Submission Requirements Completeness – All expenses related to one event, program, competition, etc. must appear on one request Cannot ask for more later – Cannot split parts of a request among different groups Collaborate on one request Timeliness – Submit ASAP (meet with liaison re: timeline) – “Proximity to an event date will not be considered a compelling reason to act on a request”

Documentation ALL requested expenses must be documented Documentation must: 1.Be from the source 2.Exactly match the requested amount 3.Be contemporary We are unable to fund requests with incomplete or invalid documentation

In order for a request to be processed: It must be submitted no later than 5:00pm on Wednesday The submitting organization must be SORC- certified Dates must be within FY, contract, and process guidelines Documentation must be attached It must not contain elements from previous requests submitted that FY

In order for a request to be put on the agenda: All math and documentation must be exactly correct All documentation must be contemporary All proposed purchases must include an itemized breakdown of unit cost and quantity

SGB is unable to fund for: 1.Programs that duplicate or compete with PPC 2.Donations or personal gifts 3.Scheduled substances 4.Any expense related to the appearance of a candidate for public office 5.Salaries, stipends, honoraria, or any remunerations to advisors, coaches, officers, or members 6.Travel expenses for non- undergraduate student members 7.First class airfare 8.Any request requiring travel outside of the continental US 9.Spring Break travel unless required 10.Expenses covered by SORC 11.Off-campus leadership retreats (SAAG exception) 12.Alternative spring break programming 13.Individual membership dues 14.Expenses related to academic requirements 15.Social or recruiting events

Deficit Spending We are unable to fund for any expenses which have already been paid for or for which the group has already contractually agreed to pay.

SGB is also unable to fund for: Previously denied requests On-campus conferences and competitions Expenses judged to be individual or the responsibility of a sponsoring department or unit Programs which are primarily a fundraiser for the group or a third party

Admission Fees and Charging Programs or items for which Pitt undergraduate students will be charged to attend or to receive are ineligible for Student Activity Fund money Groups may add a fundraising component to programs funded in part or in full by the Student Activity Fund during or after the event (not at the door)

Generally Applicable Policies When multiple rooms are requested for lodging, SGB will fund for hotel rooms at no less than a 4:1 person-to-room ratio Ground transportation using personal vehicles is fundable according to the following: Vehicle TypeReimbursement Rate University VehiclesUniversity Mileage Rate Rental and Personal Student Vehicles IRS moving reimbursement rate Personal Guest of Honor Vehicles IRS corporate reimbursement rate

Conference Policies $2000 per fiscal year cap [$5000 for SAAGs] Max of four delegates’ expenses will be approved per conference [no max for SAAGs] One room allocated for lodging No meals What do we look for?

Policies, cont. Competitions $5000 cap per fiscal year (non-club sports) Food and Purchases Food – Educational purposes only – Must substantively relate to event – $2.50/ Pitt student attending Purchases – Typically scrutinized for reusability and storage

SAAG Policies E-Board Retreats $2000 cap per fiscal year Must provide documented proof of advisor’s attendance and agenda All advisor and meal costs are responsibility of group or sponsor Governance Group Conferences May fund for expenses related to a SAAG hosting a conference for its governed organizations May approve food at $2.50/ Pitt student Must provide agenda with request

Requests Involving Contracts Required for visiting performers/ entertainers/speakers Contracts must be submitted to SORC at least ten business days prior to event Contracts cannot be approved until funding has been approved Plan ahead!

What Now? Review Allocations Manual and this presentation (online) Meet with liaison

CLUB SPORTS POLICIES

Impetus and Goal Disproportionate funding increases resulted in deficit Ultimately, cap eligibility determined by contributions to SORC account in previous fiscal year Greater club autonomy Clubs may opt in or out

Club Sports Policy

Club Sports in Fiscal Year 2016 Fall 2015 Cap determined by: Spring 2015 Deposits + Projected Fall 2015 Deposits Spring 2016 Cap determined by: Spring 2015 Deposits + Actual Fall 2015 Deposits Thereafter, previous fiscal year deposits will be used.