FINANCIAL WORKSHOP NICOLAI ROBINSON, SGA TREASURER SGA OFFICE SC 319 EX: 3254 JAIME OYOLA, FINANCIAL MANAGER OFFICE: SC- 321 EX: 2481

EVENTS: ON CAMPUS Know: Who, What, When, Where Free Events Include: Lectures, Edu. Events, Game Night, Ect. Require a Ticket Dinner Dance, Fashion Shows, Comedy Shows, Ect. OFF CAMPUS Know: Who, What, When, Where And Pickup time/Location Tickets Required Students get a discount rate and before guest. Advisor Required Bus Service Required Ticket Price Formula: Student: If the Price of the ticket is $100 or under: Total Price/ # of tickets sold x15% If the Price of the ticket is $ or over: Total Price/ # of tickets sold x40% Guest:If the Price of the ticket is $100 or under: Total Price/ # of tickets sold x50% If the Price of the ticket is $ or over: Total Price/ # of tickets sold x75%

SGA CLUB On-Line Purchasing Process Financial request submitted by Pres/Treas. Meet with you Advisor Meet with CASL for Approval Attend Finance Committee Request Approved by SGA Financial Manger P.O Issued

FINANCIAL REQUEST INFORMATION: Event Request Each event you are requesting funds for requires its own individual financial request. Vendor Information Required Common vendors are loaded into the system Other vendors must be input on the request PRE-CONTRACTS (will be signed by you and a CASL Advisor) Lectures/ Speakers Bands DJ’s Other Vendors coming and performing on campus

FOOD FOR EVENTS: All Food for events MUST be supplied by Sodexo (The school have a contact with them) To Request food for an event, you must set up an appointment with Hosp. Serv. And then fill out a food service quote form Put the Quote information that YOU gathered and have a copy of to the online financial request and food service quote form to SGA Contact for questions: ROOM REQUEST: All Room Selections must be confirmed and a verification . You must provide Event Information Put the Approved room to the online financial request and Location form to the SGA Contact for questions:

QUOTE INFORMATION: - Quotes are required for every item(s) or service -Consistent with the philosophy of obtaining the best value for general services or items… clubs/org. should include 3 quotes for items or services over $ Examples include: -Bus Service -Stage/Sound/Lighting -DJ’s -Complete Quote Information on-line, however 3 paper quotes ( , fax, letter) must be attached or submitted to SGA

Co-Sponsoring-Time Line - IMPORTANT (SO STOP TEXTING) Financial Request Amount# of Clubs $ $4, (One) $4, $8, (Two) $8, $12, (Three) $12, $16, (Four) $16, $20, (Five) $20, $24, (Six) $24, $28, (Seven) $28, and over8 (Eight) Cost # of weeks prior to the activity. $ $ Weeks $ $5, Weeks $5, $20, Weeks $20, Over8 Weeks

CONGRATULATION!!! YOU PASSED AND NOW HAVE A P.O. Follow up with the vendor and give them the P.O. number(s) Confirm the Date Time and Service Major Request (Pre Contact) Confirm with Jaime on the day of the event. that he has the check!!!! All WPU Services are paid after the event Minor Request (SGA Credit Card)(3 hours) Bring P.O. number to CASL office and request to sign out the SGA Credit Card Bring back the card and receipts to CASL

Club O.P. Funds O.P. funds are funds raised independent of SGA funding (proceeds from a bake sale, donation, etc). O.P. funds may be accessed by the Club President/Treasurer by submitting an online request and completing the 5 stage approval process. Timing requirements for requesting these funds is the same as all other funding requests. The only exception are requests under $250, which can be submitted 1 week before the event.

Other information & tips Campus Activities will assist you in the planning process Plan ahead…………….remember 2, 3, 5 and 8 weeks for approval Students cannot enter into any formal agreements (signing contracts, agreements, invoices) when using SGA funds Please submit any contracts, invoices, or other financial information to SGA Financial Manager Clubs are not permitted to have off-campus bank accounts (You have an OP account) -$$$$- Deposits -$$$$- Ticket sales, fundraising proceeds should be deposited with Financial Manager/SGA Bookkeeper the next business day If ordering items on-line, please use the SGA office as the mailing address Post Evaluation Form: You have 3 days to submit the form through Pioneer Life Please refer to the SGA Financial Guidelines for further information Violations of the guidelines can result in financial sanction, suspension, or de- chartering……..we don’t want that!