Financial Training Module # 1 Overview 2017 – 2018 Financial Training Module # 1 Overview 12715 Pegasus Drive. SU Bldg. 52. Room 215 Orlando, FL 32816 407-823-5548

Abbreviations Activity & Service Fee (A&SF) Conference, Registration, and Travel (CRT) Financial Allocations for Organizations (FAO) Office of Student Involvement (OSI) Operations Review Committee (ORC) Purchase Order (PO) Purchase Request Form (PRF) Registered Student Organizations (RSO) Student Development & Enrollment Services (SDES) Student Government Association (SGA) Travel Request Form (TRF)

Allocation Request Timeline Complete A&SF Financial Training CRT Allocation Complete & Submit Knight Connect Allocation Request Form Attend CRT Committee Meeting to present program Allocation read in to the minutes at Student Senate Meeting Receive ASFBO email with checklist COME SEE A&SF BUSINESS OFFICE ACCOUNTANT Senate Bill Travel Receive email from Senate Pro Tempore with assigned Senator Meet with Senator Receive SGA Bill Approval email Attend Senate Meetings 1st Reading (1 week) 2nd Reading 3rd Reading Signature Process (5 weeks) FAO Allocation Submit any Promotional Item Artwork Attend FAO Committee Meeting to present program Senate Bill FAO

Financial Training Fiscal Year 2017-2018 All Registered Student Organizations (RSO) receiving funding from Student Government Association (SGA) must have at least two (2) authorized officers, be registered with the Office of Student Involvement (OSI), and successfully complete Financial Training. Funding provided by SGA does not imply or express liability. Students and RSO utilizing Activity & Service Fee (A&SF) funds for travel are not covered by University of Central Florida (UCF) insurance unless travel is for official SGA business. Conference, Registration, and Travel (CRT) Allocations, Senate Bills, etc. are not official SGA business. IMPORTANT: There will be no reimbursement for items purchased prior to receiving approval from the A&SF Business Office.

Financial Training Fiscal Year 2017-2018 STEP 1: Register and complete A&SF Financial Training Modules Module # 1 – Overview Module # 2 – Purchase Procedures Module # 3 – Travel Procedures STEP 2: Complete and submit CRT or Financial Allocations for Organizations (FAO) Allocation Request Form through KnightConnect. The link can be found on the SGA website (https://ucf.collegiatelink.net) STEP 3: Attend FAO or CRT Committee Meeting in SGA Office Check the posting board outside of SGA Office or SGA website (http://ucfsga.com/branches/legislative/committees) for updated times Come prepared to explain your funding request, provide details, and vendor quotes. STEP 4: Complete paperwork to begin processing funding allocation Complete Purchase Request Form (PRF) or Travel Request Form (TRF) and Group Travel Roster as needed. Meet with A&SF Business Office accountant.

Types of Funding There are two (2) types of funding available: Allocations that are for CRT and FAO Conference, Registration, and Travel (CRT) Allocation Individual – Maximum of $250.00 one time per fiscal year Registered Student Organizations (RSO) – Maximum of $3,000.00 one time per fiscal year Note: Fiscal Year is July 1st – June 30th Financial Allocations for Organizations (FAO) Allocation Events & Promotional Items – Maximum of $1,000.00 per semester Summer, Fall, and Spring 2. Senate Bill

CRT Allocation Conference, Registration, and Travel (CRT) Registration, lodging, and primary transportation expenses only Individual – Maximum of $250.00 one time per fiscal year RSO – Maximum of $3,000.00 one time per fiscal year After CRT committee approval, RSO cannot receive additional funds if more students wish to attend the conference. If less students than originally requested attend the conference, the allocation amount will be pro-rated based on the actual number of students who traveled. Note: Students can receive funds for a conference with an RSO or an individual allocation, but not both.

FAO Allocation Financial Allocations for Organizations (FAO) Purchases related to a specific event and promotional items Events & Promotional Items – Maximum of $1,000.00 per semester Summer, Fall, and Spring

Senate Bills RSO typically apply for funding through the Senate Bill process when requesting an amount that is more than $3,000.00 for a specific event and/or travel expenses. Plan ahead if you would like to receive funding for a specific event or travel expenses through the Senate Bill process. The Senate Bill process generally takes eight to ten (8-10) weeks from 1st reading until final approval by the Vice President of Student Development & Enrollment Services (SDES). This does not include the time that the A&SF Business Office accountant needs for processing funding.

Step-By-Step - Senate Bills STEP 1: Register and complete A&SF Financial Training Modules. STEP 2: Complete and submit Senate Bill for Organizations (FAO) Allocation Request Form through KnightConnect. STEP 3: Receive email notification from the Senate President Pro Tempore indicating your assigned Senator and the date and time of the Senate Meeting. STEP 4: Attend Committee and Senate Meetings. You will need to attend the Senate meetings. This process usually takes approximately three (3) school weeks. During the summer, Senate meets every other week Come prepared to explain your funding request and provide details.

Step-By-Step - Senate Bills (cont.) After the Bill is passed, it must be signed by the Student Body President and the Vice President of SDES. This usually takes approximately five (5) weeks. After the Bill is signed and the RSO receives notification of signature approval, then the funds become available and you may proceed to Step 5. Do not contact the A&SF Business Office until you receive confirmation from SGA Secretary that your bill has been approved and signed. STEP 5: Complete paperwork to begin the processing of funding Complete PRF or TRF and Group Travel Roster as needed. Meet with A&SF Business Office accountant.

A&SF Proviso Language The A&SF Budget Bill (http://A&SF.sdes.ucf.edu/financials) contains Proviso Language, which include general guidelines that apply to all A&SF funding. Registered Student Organizations shall not spend any allocated funds on property classified as OCO. State law defines OCO as nonexpendable, tangible items with a shelf life of more than one year and that cost over $5,000, either as a single item or as a unit. UCF Faculty, UCF Staff, and current UCF Students shall not be eligible to receive speaker and professional service honorariums.

Senate Funding & Reversion Policies Review committee policies before requesting funding. Allocated funds that are not spent by the assigned reversion date are considered a reversion. If you revert more than a certain percentage of your funding, you will be placed on fiscal probation. If this occurs, you must meet with the Operations Review Committee (ORC) about your reversion, and the committee will determine what action to take. These policies can be found on the CRT, FAO, and ORC Committee page on the SGA website. http://ucfsga.com/branches/legislative/committees

Post Funding Requirements Post Funding Forms are to be completed no later than five (5) days after the reversion date of the allocation or Senate Bill. The forms are to be submitted to ORC. There are two types of Post Funding Forms: Allocation for FAO or CRT Post Funding Form The form will assist in providing feedback on the funding process Individuals or RSO officer(s) may provide suggestions for improvement of the allocation request system The form will be used to provide comments regarding processing of the request Senate Bill Post Funding Form RSO officer(s) will be required to provide documentation for their portion of purchase(s) made by the organization for promotional materials, event(s), or travel

Post Funding Requirements (cont.) If all allocated funds were not expended, the individual or RSO officer(s) will be required to provide an explanation. The description will include why the funds were not used, which resulted in the revision.

Things to Remember Refer to the Proviso Language determined by SGA for additional information on specific prohibited expenses. Expenditure of funds should only be processed after the A&SF Business Office receives the approved allocations and bills from Senate. DO NOT purchase anything, as we do not offer reimbursements. See an accountant for purchases. Each RSO should update its registration information and officer information with OSI (SU 208) each year and after officer elections, and be active registered status in order to request the use of funding.

Things to Remember (cont.) Individuals or RSO officers should familiarize themselves with all Student Government Statutes and use Title VIII: The Finance Code, for reference, which is on the SGA & A&SF Business Office websites. All unused funds will revert back to SGA after the assigned reversion date, they can not be used after that time, and will not roll over to the next fiscal year.

Helpful Links A&SF Business Office Website http://asf.sdes.ucf.edu/ SGA Website http://ucfsga.com/   Forms (PRFs, TRFs, Group Travel Roster, W-9 Form, etc.) – A&SF Business Office http://asf.sdes.ucf.edu/forms Forms (FAO Allocation, CRT Allocation, ORC Promotional Approval, etc.) https://ucf.collegiatelink.net

Helpful Links (cont.) Find Your Senator – SGA Website http://ucfsga.com/branches/legislative/ Staples http://www.staples.com/   UCF Office Plus https://officeplus.ucf.edu/index.html Student Union http://studentunion.ucf.edu

Contact us… Physical Address: 12715 Pegasus Drive. SU Bldg. 52. Room 215. Orlando, FL 32816 Front Desk: 407-823-5548 Fax: 407-823-6356 Accountants: Jerry Archambault – Jerrya@ucf.edu 407-823-5783 Latchmin Jaggernauth - Ljaggern@ucf.edu 407-823-5648 Rose Mai – Huong.Mai@ucf.edu 407-823-2530 Maria Joey Modi - Maria.Modi@ucf.edu 407-823-0452 Fran Uddo - Fran.Uddo@ucf.edu 407-823-6354