Florida International University Student Government Association Activity & Service Fee FY 2018-2019 Budget Request Training

This training is only for SGA (A&S Fees) Request Overview Strategic Budgeting Performance Funding Student Affairs prioritization 2017-2018 Allocation Detail and Accountability 2018-2019 Budget Request Repeated Funding New Funding FIU Online Hearings/Deliberation Information Budget Information Deadlines Monthly budgeting and input This training is only for SGA (A&S Fees) Request

Performance Metrics FIUBeyondPossible2020 Annual Accountability Report https://stratplan.fiu.edu/docs/Strategic%20Plan.pdf Annual Accountability Report https://aim.fiu.edu/annual_report.htm Main metrics: Retain students Student graduation

2017-2018 Allocation Detail Total allocation for FY 2017-2018 must match the allocation number as listed in the final letter sent June 28, 2017. Summarize main uses of the FY 17-18 allocation to support expenditures of the budgeted amount. Totals are formula driven, however, double check the amount.

2017-2018 Accountability List the events/items from the 17-18 Allocation Detail section. Identify how the number of participants were counted. (Ex: card swipe, attendance sheet, etc) this is important to show relevance of the event. If an event/item has not occurred note accordingly If the amount budgeted differs from amount expended – explain the variance. If you anticipate unused FY 17-18 budget, please advise the SGA Comptrollers in order for the funds to be strategically redistributed. MMC (305)348-2121 and BBC 305-919-4835

To be used only for events/items that have been previously funded 2018-2019 Recurring Requests To be used only for events/items that have been previously funded Input the 2018-19 amount requested for the recurring event. Input the expected number of participants (if applicable). Detail the reason for any difference in funding from the previous year. A 5.5% shared services amount will be automatically calculated and reflected as part of the request. This amount is subject to change. The 2018-2019 total of requested amounts will be summed for you. The request will be formula driven adding recurring and new requests. Online requests need to be done in the green tabs

2018-2019 Budget Request New Funding List event/items which have never been funded. Remember to bring estimate/quotes to the SGA hearing as back up for the cost estimate. Note the estimated number of participants and how they will be counted. Specify how the new request contributes to the Strategic and/or Performance Metrics. Provide detail justification for the request, an additional tab named detail justification has been provided.

2018-2019 Detail Justification Information What are the benefits to the student body? What type of students are you targeting with this new event ? Are you targeting undergrad, grad, or general student population? Are you targeting a specific academic discipline or student affairs service? What is the estimated cost per student for this event? How was the estimated cost determined? For example – past experience, vendor quotes, etc. Are you anticipating this event to be subsidized by another source of funds?

2018-2019 Requests for FIU Online Online budget requests should be proposed to address the needs of the online students who may want to participate in on-campus programs or services. Green tabs should be used for requests related to FIU online programs and/or services. All new request and/or previous requests need to be listed on the online forms.

Requirements for Online Requests Hardware and Software These requests can be made to purchase technical needs to engage online students. Recording These requests can be made to record programs and events to live stream or show at a later date. Online Programming These requests will address the needs of online students directly and indirectly. Training and/or Professional Development This is to assist staff in professional growth involving further trainings as it relates to online engagement.

Hearing guidelines Hearings will be ten minutes for presentation and five minutes of Q&A. Extended time will be given for base budget requests. Remember that requested funds need to highlight main use of funds and how it benefits the student body. Please explain your request and remember to have back up documentation like quotes, estimates, etc, for the request. Please make sure to be ready and be on time.

Hearings and Deliberation Schedules Time and date for both hearings and deliberations will be determined within the next few weeks and will be emailed to all requesters.

Budget Request - Deadline Completed Requests are due Monday – December 18, 2017 Please submit all electronic copies for University Wide, MMC and BBC Requests to Silvana Rogelis (rogeliss@fiu.edu) Please contact the A&S Business Office @ 305-348-3077 to schedule hearing time. Thank you.

Tentative Budget Deadlines A&S Allocation document due to VP Student Affairs by mid March 2018. We anticipate the FY 2018-2019 SGA budget allocation cycle to be approved by the beginning of April 2018. Estimated input in the PS system from April 9 – April 13.

2018-2019 Budget Request monthly budgeting Activity numbers with fund 451 need to submit the monthly budget. The spreadsheet will automatically calculate the *5.5% shared services Cash transfers will be scheduled for October 2018 and April 2019. *shared services @5.5% for FY 18-19, subject to change.

Budget Input in PS system Preliminary budget allocation are distributed by Mid March (subject to change) The A&S Business Office will work with the budget personnel in order to input the allocations in fund 451 in the PS system. All others are entered by the departmental budget manager Fund 452 Training for the University’s budget process and additional information is announced during the budget kick-off meeting held by the Office of Financial Planning

Expense and Other Capital Outlay Estimate the monthly expenditures to the best of your knowledge Estimate any purchase for OCO and place in the month where this expenditure is planned Remember OCO is the cost of equipment greater than $5,000 and with a life expectancy of more than one year

Salary Request Use the salary tab for: Those areas that have requested new positions Salaries requested from A&S allocation and paid from A&S activity numbers, but not considered “off the top” If you have salaries “off the top” (University Wide) this information will be entered for the department for funds 451.

Any Questions??