Student Organization Finances Daphney Alston Charlene Cammarasana Spring 2017

Budget Breakdown Fall semester Refreshments $150 Supplies $50 Promotional items $200 Spring Semester The above budget is to be applied ONLY to events held on campus, open to all undergraduate students, free of charge. Line items are non-transferrable, unless prior permission is granted by the SGA Board Finance. This budget does NOT carry over into the next semester.

Access Type When to do it this way What to do Reimbursement Small amounts for things you need right away Obtain receipts from purchase Fill out a “Payment Request Form Accounts payable will produce a check and mail it to the recipients home Purchase Order Buying promotional items Get a quote from the vendor Complete and submit a “Purchase Requisition” form and attach quote Procurement Services will place an order for the product reflecting the amount in the Purchase Order Requisition on behalf of the student organization. Receive goods and obtain an invoice from the vendor Submit invoice to Char Contracts Paying performers or speakers Meet Obtain all information from performer/speaker Meet with Daphney to create a contract. DON’T SIGN ANYTHING Fill out a Payment Request Form AFTER services are PCards To book travel or make purchase under $1500 Fill out a Payment Request Form and attach all supporting documents about what you will be purchasing Make an appointment with Char to make purchases Submit all receipts to Char Cash Advance Need cash when traveling Fill out a Payment Request Form Fill out a Cash Advance Agreement Form Accounts Payable will contact you when check is ready for pick up Collect all receipts and any left over cash and bring it to Accounts Payable, all with a filled “Travel Authorization Reconciliation Form within 3 business days after travel

Don’t forget! Whenever you are using your fundraising account YOU MUST HAVE MEETING MINUTES ATTACHED!

SAFAC (Student Activity Fee Allocation Committee) The Student Activity Fee Allocation Committee is a board of that allocates SAF funds to various student events. The board accepts proposals from recognized student organizations who wish to plan programs and events on-campus. Events that are funded through SAFAC must abide by the following guidelines: Events must be held on campus Events must be open to all students Funding requests/applications must be submitted through OwlConnect Applications should be submitted at least 30 days in advance Events must be free of change Events that are sponsored to benefit an outside organization will be considered if they compliment the mission of SAFAC. Though groups cannot charge a cover cost, they can request permission to collect a suggested donation. If the request is approved to collect a suggested donation, student organization must register the event on OwlConnect as a fundraiser in order to go through the appropriate process for money collection.

Fundraising Step 1: Submit an Event Approval Form or Money collection Form This form is under the events section of the organization’s OwlConnect page Step 2: Deposit money in organization's fundraising account Deposits must be made in the account within 1 business day of receiving the funds. Deposits can be made at the Bursars Office. Bring deposit receipt to ASC 212. NO money can be spent from cash collected Students CANNOT be reimbursed from cash collected

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