1. UMKC Office of Student Involvement Be sure to sign the check-in form!

2. Introduction Funding Process Council Funding Request SAFC Funding Request Annual Budget Request Event By Event Request Travel Request Access Allocation P-Cards Check Requests/Reimbursements/Deposits Contracts/Honorariums Travel Closing

3.  Office of Student Involvement:  Coordinator for Student Organization Accounts-  Katie Baca  Fiscal Officer-  Dave Bohnert  Coordinator for Orientation/Student Organizations-  Gina Lichte  Student Government Association:  SGA Comptroller (2011-2012)  Komal Dasani  SGA Comptroller (2012-2013)  Katherine Carlino

4.  How to request funds?  Option 1- SAFC Annual Request  Option 2- Council Funding  Option 3- SAFC Event by Event and Travel  Option 4- Co-Sponsorship, Donations and Fundraising

5.  SAFC is the acronym for Student Activity Fee Committee.  This committee is formed to suggest allocations of student fees for organizational funding to Vice Chancellor Mel Tyler.  Annual Budgets must be submitted to the SGA Comptroller by the assigned deadline.  Annual Budgets are presented starting in July and continue through third week of fall semester.  Once you submit an Annual Budget you cannot return to SAFC to request additional funds for the remainder of the fiscal year.

6.  Divisional councils are required to submit their annual budgets one (1) week prior to the first (1st) summer meeting.  Secondary councils and organizations are required to submit annual budgets by the third (3rd) week of the fall semester.  Submitted via email to the Comptroller umkcsgacomptroller@umkc.edu umkcsgacomptroller@umkc.edu  Questions about appropriations contact Komal Dasani, SGA Comptroller at 235-1426 or via email  SGA Officer contact information is on the SGA website http://studo.umkc.edu/sga/

7.  If you have a council, go to them first. Then go to SGA if you need additional funding  No council…go straight to SGA to get funding.  If you have not petitioned your council for funding first, SGA will not consider your request  If you received an annual budget you can NOT go back to SGA to request money  You can spend nothing until you receive verification of your allocation. OSI gets the email as well and will not move forward without  the verification

9.  All requests are required to be strategically planned and should be ITEMIZED!  All organizations and councils requesting more than $5000 for one academic year must submit an annual budget request to SAFC.  Requests by organizations for annual budgets or event-by-event budgets will be judged based on: a. Available funds b. Past financial performance of the organization c. Thoroughness of the budget request d. Relevance to the organization’s mission e. The number of students likely to be involved or participate in the organization’s effort, impact the event will have on the students and university in general

10.  When trying to decide an annual food budget, please be consistent, precise and have your food related costs itemized. Budgets would not be supported if they do not accompany adequate documentation. Documentation can be in the form of quotes/prices by vendors. Also, some stores such as Price Choppers/HyVee offer donations in the form of food or supplies (plates, cups, cutlery). Please look at those avenues PRIOR to submitting a food related cost to SAFC.  All costs related to an annual budget (salaries, equipment costs, telephone costs, postage, honorarium, contract fee, food and catering costs, supplies, materials, advertising, rental, copies and programs and any misc. expenses) MUST be itemized and supported with detailed documentation. Screen shots of quotes/prices are acceptable by the SAFC.

11.  Event: Taco Night  Food: $200  Materials $50  Advertising: $25

12.  Event: Taco Night  Attendees: 50  Food: $200 (meat, rice, tortilla, taco shells, sour cream, onions, etc)  Materials $50 (spoons, forks, knives, etc)  Advertising: $25 (copies, flyers for event)

13.  Event: Taco Night  Attendees: 30 UMKC students, 10 alumni, 5 faculty members, 5 family members = 50 total  Food: $200 Meat $4.99/pound: 10 pounds = $49.99 Rice: $2.79/bag: 10 bags: $27.90 Sour Cream: $1.99/container: 5 containers: $9.95 …………. Total for Food = $200  Materials $50 Spoons $1.79/pack: 10 packs = $17.90 Forks $1.49/pack: 10 packs = $14.90……. Total = $50  Advertising: $25 ($.10/page for 100 flyers =$10, $.10/page for 100 brochures = $10, $0.05/page for 100 copies = $5, Total = $25) SUM Total = $275/30 = $9.17/person

14.  * Salary / Wage (in some cases)  * Equipment (if advances the organization’s mission)  * Travel  * Supplies  * Honoraria / Performance (need to be justified)  * Postage  * Telephone  * Printing  * Copy Service  * Maintenance of Equipment  * Rentals  * Food Service  * Advertising  * Box Office

15.  T-shirts  Gifts (especially gift cards)  Graduation honor cords for members  Other graduation materials  Senior Senior-Off Parties  Funds can only be used for events that serve UMKC students. Events for families, faculty members and alumni are not encouraged.

17. Option 2:  Request funds from your Council.  Attend and present at an allocations meeting.  Contact your Council for meeting details.  If the Council does not completely fund your request you can submit an additional request to SAFC to request funds.

18.  You must request funding from your Council before you can request funds from SAFC for Event by Event funding.  Submit a budget request electronically to the SGA Comptroller 3 weeks prior to the allocation meeting.  Funding for Travel from your Council – Travel Requests can and should be included in annual budgets in FY 2012-2013  No travel funding caps in annual allocations  If travel is not included in annual budget requests, caps for councils and organizations is $1500 and for individuals is $800.  SAFC can choose to deviate from these caps if necessary

19.  If you co-sponsor and event you must contact the Office of Student Involvement (Dave Bohnert) to transfer the funds to the appropriate organization account.  Donations and fundraising funds must be submitted to OSI to be deposited.  Reminder—SGA Executive Board can also help co-sponsor events!

20.  A P-card is a University Credit Card to be used for organization purchases.  Payments used by the P-card will automatically be charged to the organizations MoCode.  A P-card form must be filled out prior to using the P-card.  Advisor must approve all P-card purchases prior to checking out the P-card (email Katie Baca)  Submit 1 week notice for P-card use  2 in office and 2 can be taken out of office  Check out times 8:30am to 12pm and 1pm to 4:30pm  Reserve P-card for use by contacting the Office of Student Involvement at (816)-235-1407.

21.  Three Strike Rule: Strike One: Warning. You and your advisor will receive an email for OSI stating the violation. Strike Two: Your org will only be allowed to use the P-card In-House for the remainder of the academic year. Strike Three: Your org will not be allowed to use the P-card for the remainder of the academic year and your organizations funds will be frozen.

22.  Must be itemized and tax exempt  If lost, get another copy immediately—this is your responsibility  Must be turned in when P-card is returned  Types of receipts accepted: ◦ Traditional receipt ◦ Email receipt ◦ Letter from establishment

23.  Contact Dave Bohnert at 235-1466 or bohnertj@umkc.edu  Advisors must sign off on all reimbursements  Do not make purchases with own money…Never guaranteed reimbursement

25.  Gift cards are to be purchased solely for award or gift reasons per UM-System rules  Any gift cards purchased over $50 must be approved by OSI prior to purchase ◦ Include rational for purchase, for whom the card was purchased, what event, what vendor, & amount  Gift cards are not to be used for organization logistics (meeting expenses, food at meetings, etc.)

26.  If you want to know how much is in your account, contact Katie Baca. However, it is your responsibility to keep an accurate record of your account.  One of your noted P-card reps or advisor can check your balance.

28.  At least one member that will be traveling must meet with Dave prior to your trip (prefer at least three weeks prior).  After you have been approved for funding you need to contact Katie Baca.  Do not make any purchases without the permission from our office.

29.  Pay for hotel ◦ Reserve on P-card ◦ We will need:  Invoice with total amount, place and address of hotel (should already be on the invoice)  Federal Tax ID # from the accounting department at hotel ◦ Give Dave an invoice at least 3 weeks in advance in order to have a check cut ◦ If Dave does not get this, you will be responsible to pay for the hotel on your own ◦ Reimbursements are never guaranteed ◦ MUST stay at conference or recommended hotel in order to receive any funds from SAFC

30.  Come to OSI and we will reserve the car/van for you  Enterprise will direct bill us  You must go through the office to reserve a car or van due to insurance  You can be reimbursed for gas (save receipts)

31.  You will be reimbursed for mileage at 52.5¢ per mile, not gas.  Number of miles reimbursed is calculated using Google maps.  OSI prefers you use a rental car as you are covered by university insurance.

32.  Save all receipts  Conference in MO or KS must be tax exempt  All receipts should state date, who attended, etc…  Fraudulent purchases will not be tolerated and can result in individuals sanctions

33.  Food expenses will be reimbursed based upon the length of your trip  Policy is currently being changed and more details will be shared in your individual travel meeting with OSI  If food is available, you will not be reimbursed for food  A schedule must be turned in and if food is shown during the conference then no reimbursement will be given for that meal  Nothing will be reimbursed without a receipt

34.  SAFC will approve the travel request ONLY if the attendance at the events shows a direct impact upon the UMKC students, the event brings transparency to UMKC in form of: a. Competition b. Presentation c. Vote  d. Students running for national office/election e. Awards f. Community engagement (Trips where students volunteer to engage in community service activities) g. Placing bids to bring back conferences or events on UMKC Campus.  SAFC funds cannot be used to support travel expenses for faculty members, advisors or any administrators of the organization or individual.  All costs related to an travel budget (registration, transportation by plane or car, lodging, and any misc. expenses) MUST be itemized and supported with detailed documentation. Screen shots of quotes/prices are acceptable by the SAFC.

36.  Waldo Pizza 50%  UMKC Bookstore 20%  Various promotions companies Say you are with an org at UMKC

37.  Don’t forget to register your organizations on RooGroups!  http://roogroups.collegiatelink.net http://roogroups.collegiatelink.net  Will be OSI’s primary method of communication moving forward  Great way to attract new members to your organizations!

38. Office of Student Involvement 5100 Cherry Street Suite 320 Kansas City, MO 64110 www.umkc.edu/getinvolved getinvolved@umkc.edu (816) 235-1407 (phone) (816) 235-5590 (fax)