1. Fall 2016 Budget Workshop for July 1, 2016 – June 30, 2017 Budget* Provided by: The ASUNM Finance Committee ASUNM Office, SUB RM 1016 Sen. Sally Midani, Chair www.unm.edu/asunm The Student Government Accounting Office SUB RM 1018 Phone: 505-277-7888 www.unm.edu/sgao

2. asunmfin@unm.edu

3. Deadlines Packets will be passed out once the email address of each organization is received and Standing Rules are finalized. Packets are due by *Wednesday, September 14 th by 5pm. The Budget Hearing Schedule will also be posted by *Wednesday, September 14 th. Budget Hearings will be the weekends of: » 9/17/16 - 9/18/16 » 9/24/16 – 9/25/16 Please arrange with the finance chair and committee with date and or time constraints. Make sure your organization is chartered through the Student Activities Center prior to your Budget Hearing.

4. Overview of the Budget Process Have one Undergraduate Member attend one Workshop. After attendance, receive Budget Request Excel Document. Budget Workshops Student Organization presents budget. Committee makes recommendations Deliberations. Budget Hearings – Finance Committee Present Budget Bill at Full Senate. When passed, Presidential signature authorizes spending. Budget Approval – Full Senate

5. What is the Fall Allocation Process? The Fall Allocation Process is a system the ASUNM Senate uses to distribute a percentage of student fees to students groups in order to provide for: Basic operating expenses of groups for the fiscal year (July 1, 2016 – June 30, 2017). For groups, the Fall Budget Process consists of:  Attending a Budget Workshop.  Turning in a complete, accurate and legible Budget Request.  Attending a Budget Hearing.  Receiving funds, and then accessing those funds through the Student Government Accounting Office.

6. What criteria will be used to determine the amount of funding Student organizations will receive? In determining how much funding a group will receive, the Finance Committee may use a few standard questions. However, the amount any group receives will be based on a case by case basis. In other words, besides the Finance Committee Standing Rules, there are a few other consistent guidelines the committee follows. The few standard questions your group can anticipate answering are the following: – How many undergraduates comprise your organization? – How many undergraduates does your organization serve? – What other source(s) of funding does your group have? Or, what does your group do to initiate outside fundraising? The Finance Committee will look favorably upon those groups who have spent the time to show a genuine interest in presenting accurate, neat, and detailed budgets. Refer to Instructions for Budget Request for tips on presenting a solid budget. New Student Organizations will be eligible to receive no more than $750.00.

7. Is there anything that Student Organizations cannot request funding for through this process? Unfortunately, yes! You may not request one-time capital outlays (ex: computers, large equipment). Travel expenses are also excluded from this process (annual detailed trips are at the decision of the Finance Committee).  However, funding for these items may be requested through an appropriation. Cannot request: Computers Tee-shirts Decorations Furniture Fundraising (Materials or Advertising) Funding for Personal Gifts If you are questioning whether any specific items are permitted, please direct you questions to the Chair or another member of the Finance Committee.

8. Instructions for Fall Budget Requests 1.Download a copy of the Budget Request Form attached via email from the Finance Chair. 2.Save the download as your Student Organization’s Full Name-F2016 3.Fill out all forms completely. On the bottom of the form you downloaded be sure to complete the tab labeled “ Budget Questionnaire” and as many of the tabs needed for your request labeled “Budget Detail Sheet.” Incomplete packets will not be accepted. 4.The organizations must submit an electronic copy of the request to the ASUNM Finance Chair. They should also make a copy for their reference during their budget hearing.

9. Instructions for Fall Budget Requests (Continued) 5. Submit the electronic copy by emailing it to asunmfin@unm.edu. Be sure it is sent by Wednesday, September 14 th, 2016 by 5pm (MST). The electronic version will serve as the primary Fall 2016 Budget Request. Check Student Organization’s email for a reply from the ASUNM Finance Chair. This reply will act as a confirmation, therefore, please print this email out and bring it to your hearing in case any problems arise. 6. All budget requests should be rounded to the nearest dollar amount (i.e. $19.54 should be rounded to $20.00). The Committee will round up requests with “cents” included. 7. The detail sheet should be as detailed as possible. If necessary, break it down into several lines.

10. Budget Request Example CategoryDetailed Description Unit Cost Total Units Total Honorarium 1 Guest Speaker during the year$50.001 Advertising2 Display Ads at $10$10.002$ 20.00 Refreshments8 Meetings during the year$15.008$120.00 Suggestions: Feel free to use multiple lines to describe a single item. Feel free to skip a line or two between different categories or items. This should make your request look more presentable to the committee Keep all requests within the guidelines outlined in the Finance Committee Standing Rules: Be on time to your scheduled Budget hearing! Before your Budget Hearing, review your Budget Request.

11. Questions? Packets will be electronically distributed on Wednesday, September 7 th, 2016. Please sign in to the event. The link is located on our website. Clearly enter the email that is best to reach your student org. Please list your phone number where you would like to be contacted. We will call this number if you fail to attend the hearing. asunmfin@unm.edu