Agenda Introduction Budget and Allocations Committee A&S Budget Process Accessing your Annual Budget University Policies and Procedures PCard and Reimbursement Questions and Comments?

Budget and Allocations Committee B&A Committee comprises of the Chair, Christopher Thrasher, and seven Senators representing COB, COPS, and CAS Robin Zimmern, Assistant Dean of Students, acts as the advisor for the Budget and Allocations Committee

A&S Budget Process The Activity and Service Fee is collected on a per credit hour basis; Current Rate: $13.30 The fee is paid by each student in their tuition and is used to benefit the student body as a whole Every spring the Budget and Allocations Committee formulates annual budget recommendations to be passed by the Senate Allocations range from UCSA operations and Student Programming to Recreation and Student Organizations Student Orgs and departments are funded about $4 million through SGA

Ways to get money from SGA Annual Budget Organizational, and Travel Grants

If your Student Org has an Annual Budget for 2012 To access your budget, make an appointment with SGA Graduate Assistant Bhavna Shetty, Declare and maintain up-to-date information on primary contact(s) of your student organization through Argo Pulse Primary contacts are: Presidents, Treasurers, and Advisors. Primary contacts are the ONLY person(s) allowed to contact SGA regarding spending your annual budget. Reports on starting budget allocated, available cash balances, summary of expenditures, and any possible encumbrances will be sent to the corresponding Presidents, Treasurers and Advisors at the end of every month. You must turn in the completed “UWF SGA Student Organization Annual Budget Spending Form” at least two (2) weeks before the date of the event/trip. If you are ordering t-shirts or other promotional items it may take up to a month for those items to arrive, so plan accordingly.

Grants If your organization did NOT receive an annual budget, you may receive funds through Organizational and Travel Grants. Organizational Grants: Available for one-time activities. Organizations may receive three grants per fiscal year for an aggregate total not exceeding $3, Travel Grants: Available for students travelling to advance their educational experience. Students may receive a maximum of $500 per trip. Groups of three students or more travelling for the same purpose may receive a maximum of $1, Request forms can be found in the SGA office at the front desk. Contact Lauren Fagler,

PCard and Reimbursement PCard purchases: The state allows use of a Master Card credit card (known as a PCard) to purchase allowable items for use by student organizations. Items purchased are to be used for student organization’s purposes only, NO PERSONAL ITEMS! Presidents, Treasurers, and/or primary contacts will directly contact PCard Purchaser: Bhavna Shetty, GA-SGA Reimbursement: Organizations are required to submit all ORIGINAL receipts and/or invoices that you wish to get reimbursed from your annual budget. (No Receipts= No money) When the request for reimbursement is processed, you will be notified via to pick up your check. You must personally sign off the check that you received at the SGA office.

Budget Request Tips and Checklist for Budgets due: January 8 Begin working on a “Statement of Purpose” as early as you can. This information will impact the strength of your request. Your request should include: SGA Budget & Allocations Cover Sheet Statement of Purpose of Organization Summary of Accomplishments/Events for Current Year Goals for Following Year Itemized Budget Final SGA Budget & Allocations Sheet

Promoting Your Purpose “Statement of Purpose” should address: Why does the organization exist on campus Brief history of organization including past achievements Mission statement What effects are you having on the students and campus Membership information (# of members, dues, fundraising, etc.) Goals/Plans for next year What do you hope to accomplish in the coming year and how will you achieve this? How will the organization increase its membership? How will information be passed down to next year’s officers?

Budget Request Review Process Budget Requests will be due in the second week of January. The Budget & Allocations Committee will review requests from January 11 until the end of February. The Senate will review and approve the budget in early March. If your organization will have funds left over at the end of the fiscal year, you may submit requests in May that these funds be carried forward. The B&A Committee will review these requests over the summer. Please note carry forward requests will only be honored for extenuating circumstances.

University Policies and Procedures Funds must be used to benefit UWF students. A&S funds cannot be used to purchase items intended for re- sale. Your budget funds may NOT be used for alcoholic beverages, firearms, or illegal substances. All advertising/promotional materials including posters, banners, t-shirts or any other items must say “Funded through SGA” with the SGA logo. Exemptions may be approved by the Budget & Allocations Chair. All ORIGINAL receipts must be submitted or you will NOT get reimbursed.

Contact Information Bhavna Shetty Graduate Assistant-SGA Phone: Office Hours: M,W,TH 10:00AM-3:00PM Lauren Fagler Office Specialist-SGA Phone: Office Hours: M-F 8AM-5PM Christopher Thrasher Budget & Allocations Chair Phone: Office Hours: M 11:30AM-1:00PM, 2:15-4:15PM W 11:30AM-1:00PM