Making “Cents” of Finances Marci Nuñez Director for Student Involvement Student Leadership and Engagement

Introductions

In This Workshop…  Planning & Budgeting  Raising the Funds  Spending the Funds  USF Club Discounts  USF Forms  Tips  Questions

Planning Your Budget and Budgeting Your Plan  A budget is a reflection of a plan  Dream Big but…  Plan ahead!  Utilize resources  Spend wisely

What? How?

Outline Your Plan  Brochures and flyers to recruit new members  Banner for table at Involvement Fair  Executive Board planning retreat  Campus-wide event featuring well-known speaker  Thank you party for members

Potential Funding Sources  Club Copy Cards  ASUSF Funding Grants  Flexi Donations  Other fundraisers  Collaboration (other clubs, depts, etc.)  Member dues  Keeping your own supplies for future

Copy Copy Copy $100 per semester! $100 per semester! Copy Card Copy Card $10 increments, can be refilled $10 increments, can be refilled Copy Mill Copy Mill Brochures Brochures Fliers Fliers

ASUSF Funding Grants Internal Development Internal Development T-shirts, supplies, banner T-shirts, supplies, banner Travel Travel Professional Development Conferences Professional Development Conferences Campus-Wide Events Campus-Wide Events

Bon Appetit Catering Discount for Student Organizations = 33% Discount for Student Organizations = 33% Fill out the catering discount form Fill out the catering discount form Flexi Donations Flexi Donations Amounts over $50 need to be approved by Bon Appetit Amounts over $50 need to be approved by Bon Appetit

Fundraising Member Dues & Contributions Member Dues & Contributions Department Co-Sponsorship & Contributions Department Co-Sponsorship & Contributions Ticket Sales Ticket Sales Baked Goods or Food Sales Baked Goods or Food Sales Other Other Fill out the Fundraising Fill out the Fundraising Proposal Form

Making The Connection  About your organization  What’s your connection to the issue?  Do you have the skills and resources?  Why do you care?  Why should they care?

Finding Your Support Connected to you FriendsFriends FamilyFamily ClubsClubs ProfessorsProfessors DepartmentsDepartments BusinessesBusinesses Connected to issue GeographyGeography DemographicsDemographics CustomersCustomers Service ProvidersService Providers MissionMission

Putting It Together  How can you fund your plan?  Who can you approach for support?  Where will you invest for the future?  What will members contribute?

Plan….Budget…  Brochures and flyers to recruit new members  Banner for table at Involvement Fair  National organization professional conference  Campus-wide event featuring well-known speaker  Thank you party for members  Club Copy Funds  Apply for Internal Development Grant  Apply for Travel Grant  Apply for Event Grant, raise Flexi donations, co-sponsorship  Club account: member dues & fundraisers

Reasons to Plan Ahead  ASUSF Funding Grants – 6 weeks!  Fundraising Proposal Form – 10 days!  Catering Form – 10 days!  Processing Time

Discounts & Special Purchases  USF Catering  Copy Mill  Office Depot  Social Imprints  USF Bookstore

USF Funds = Club Purpose  Benefits the organization, not the individual  Follows University policies, state & federal laws, etc.  Proper documentation is needed (no cash advances)  Use the USF Financial Forms

Business Purpose  Name or description of event including date and location if applicable  Description of item purchased  Food purchases  Approx. # of attendees (15 or more)  Names of attendees (less than 15)

Support Documentation  Valid Contract  Performance Agreement  W-9 Tax Form  Original invoice or receipt:  Name of business & location  Date of purchase or invoice  Itemized list of items purchased  Total cost  In some cases, tax information needed

Approvals  Financial approvals by SLE staff only  Copy/print/promotion approvals require approval of design (i.e. posters, t-shirts)  Contracts approved by Legal, Risk/Liability, and signed by USF official  Travel requires approval in advance

Processing Time  Quick (1-3 days): Copy forms, petty cash  Long (3+ weeks): Performance Agreements, check requests, expense reports  Very Long (4+ weeks): Travel, other contracts, equipment

USF Financial Forms  Department Deposit Record (DDR)  Petty Cash Voucher  Non-Employee Expense Report Business & Finance website: University of San Francisco (USF) - Forms University of San Francisco (USF) - Forms

Completing & Submitting  Assistance from Peer Advising Team  Get signatures in advance (petty cash and expense report)  Provide all information  Submit to SLE desk on UC 4 th  Copies in club mailbox  Petty cash pick-up

Tips  1-2 people in charge of $$  Communicate  Plan in advance  When in doubt, ASK

For more help… Peer Advising Team SLE, UC 4 th Floor (415)