Student Organization Activity Fund Training 2019-2020 PART ONE: General Guidelines & Submitting a Budget Last Updated: July 19, 2019

General Guidelines

Who is eligible? Who is NOT eligible? University of Southern Indiana recognized and/or registered student organizations, who are in “good standing” as deemed by Student Development Programs. A student representative (the student organization’s treasurer and/or the primary person spending the funds) MUST COMPLETE Student Organization Activity Fund training. Training is not completed until student is notified by Student Development Programs that the training was completed. Who is NOT eligible? Honorary organizations that are not USI recognized and/or registered student organizations. USI student organizations who receive annual university funds from the student activity fee, including but not limited to, Student Government Association, Student Housing Association, Activities Programming Board, the Shield, the SPIN radio, Graduate Student Network and USI club sports. Who is eligible? Who is NOT eligible?

Student Organizations would be eligible for up to $1,000 per organization per adjusted academic/fiscal year 2019-2020 – Funding is available: August 1, 2019 - May 15, 2020 Spending must be completed by May 15, 2020 Funding requested must follow all university policies and federal, state, & local laws Student Organizations MUST HAVE an on campus agency fund to receive the funds General Guidelines

What CAN you spend it on? Physical Plant Setup costs Sodexo Catering IT Charges for Events Public Safety & Security Charges Speakers/DJs/Contracted Performers Office Supplies from BuyUSI (up to $300) Copy Services Requests (On Campus Only) Film Licensing Promotional Items (up to $500) Funding for apparel can be up to $200 of your $500 promotional items budget line Advertising in the Shield What CAN you spend it on?

What You CANNOT spend the Funding on? Transit, Lodging, Registration Fees, and any other travel-related expenses Purchase of alcohol or tobacco products and/or events where alcohol is served No Excessive spending on Membership ONLY events Ceremonial Items, Gifts, & Awards Internal & External fundraising, scholarships, or direct donations to outside organizations Events that are not held at the University Events that sell food or tickets Anything that does not align with the mission and values of USI What You CANNOT spend the Funding on?

Submitting a Budget

A Budget can only be submitted by student who has completed training Only 1 budget is submitted per academic year A student organization cannot begin to spend money until the budget is marked approved Try to get estimates of costs If you decide to spend your money differently later, you DO NOT need to submit another budget. Just explain the changes in the Payment Request. Budget Guidelines

Submitting a Budget Screen Shots Log into MyUSI and Click the EagleSync Icon

Submitting a Budget Screen Shots Find the organization you are submitting the budget for through the “My Memberships” tab

Submitting a Budget Screen Shots Under the “More” tab, Click on Treasury

Submitting a Budget Screen Shots Click on “Manage Budgets”

Submitting a Budget Screen Shots Make sure the correct term is selected and then Click “New Budget”

Submitting a Budget Screen Shots Budget title & Item title are the name of your organization Select the only option in Category

Submitting a Budget Screen Shots Once you complete the steps on the previous slide, this box will show up and ask you to fill out a form. Click on the “Fill out attached form” box and this will appear. YOU MUST FILL THIS OUT.

Submitting a Budget Screen Shots Select the appropriate line item for each selection Submitting a Budget Screen Shots Add a Description To Delete a line item, click the “X” on the right. Add dollar amount (actual or estimated) You can only request a maximum of $1,000

Submitting a Budget Screen Shots Click “Submit” when you’re ready to submit the budget for approval

How to know your budget is APPROVED

Checking on Budget Approval Click on the Blue Hyperlink for more details You will see this when your budget is approved.

Checking on Budget Approval Notice your requested and approved amounts Click on the Blue Hyperlink for more details

Checking on Budget Approval To get use of the funds, click “Request Payment”. Check out Training Part Two for more information on requesting payment.