1. SGA BUDGET LABS 2016-2017 Presented by The SGA Finance Committee

2. Click on the My Memberships Tab Click on YOUR Organization Step 1: OrgSync Homepage

3. 1. Click on the “More” drop down Tab 2. Click on the “Treasury” tab in the “More” drop down Step 2: Treasury Tab #1 #2

4. Click on the “Budgets” Square that says “Manage Budgets” at the bottom. Step 3: Manage Budgets

5. 1)Select the 2016-2017 SGA Budget Period. 2) Click “New Budget” Step 4: Creating a New Budget Request #1 #2

6. 1) Name Budget with FULL NAME of organization. MAKE SURE THAT THE BUDGET PERIOD IS SET FOR 2016-2017 OR IT WILL NOT COUNT!!!! Step 5: Naming Budget #1 #2

7. You are able to select all of the following above for a budget category. If your Budget Category has a “Fill Out Form attached”; fill out the requested information. Online Purchases, Catering, and On Campus Printing have forms. If you are unable to at that time, put in some form of information and then you can go back to it later to update it. Step 6: Budget Categories/“Fill Out” Form

8. Choose the appropriate Line Item from the drop-down menu. Input a description of the line item. Input the requested amount for the line item. For example, for the category “Online Purchase”, a line item would be “Office Supplies”. The description would include pens, paper, etc. Step 7: Line Items

9. For guest speakers, travel (lodging, gas, airfare); you MUST upload emails or other documents for confirmed price quotes and estimates. (If prices change through time, that is expected) For apparel requests, you MUST input at least TWO different price quotes for the apparel being requested for funding Step 8: Use correct prices/ Upload quotes and estimates

10. Once you are finished with one request, click on the “Add Budget item” button to add another. Step 9: Add Multiple Budget Items

11. Upload price quotes for each line items, specifying which line item it belongs to. For example, travel map print outs, conference registration prices, speaker price quotes, 2 apparel price estimates, catering invoices, etc. It is strongly encouraged to include invoices and receipts from your CURRENT budget for anything you are requesting again for this new budget (i.e. annual events). Step 10: Upload Price Quotes

12. Optional: If you want to leave a comment to provide further explanation for something on your budget, there is a comment box. If you have completed your budget request, double check your budget to make sure it is complete and falls under the correct budget period, then click Submit. Or click Save & Finish Later if you need to come back later. Step 11: Comments, Save & Finish, or Submit

13. Points and Standards are organizational requirements for all organizations that are recognized by Student Government Association in order to receive an annual budget. Points and Standards have an impact on how much money an organization will receive. POINTS AND STANDARDS

14. 1. Attend at least one Budget Workshop (Fall or Spring) 2. Attend at least one LSI Leadership Lecture Series (See LSI Calendar) 3. Hold at least one Community Service Event per year 4. Hold at least one Event per year 5. Hold at least one Co-Sponsored Event per year 6. Participate in Relay for Life 7. Hold at least six Meetings per year 8. Hold at least one Philanthropy Event per year (separate from Relay for Life) 9. Attend either the Fall or Spring Involvement Fair (or Fall or Spring Graduate Student Orientation) 10. Participate in at least one Homecoming Event (Partnered with the Homecoming Organization or the Student Recreation Center) POINTS AND STANDARDS

15. 1. Apply for an annual budget. 2. Finance Committee Overlooks your application and allocates you full/partial of the amount requested. 3. Points and Standards comes into effect. 4. Receive your upcoming annual budget POINTS AND STANDARDS PROCESS

16. 1. ABC Club: Requested $1,000 Finance committee over looks application Budget Consultation Allocation of $900 POINTS AND STANDARDS EXAMPLE 2.Points and Standards comes into effect  Organization met 9/10 points  90% 3.Allocation 3.Organization will receive 90% of what the Finance Committee had allocated ($900/$1000). ORGANIZATION WILL RECEIVE AN ANNUAL BUDGET OF $810

17. What if I don’t submit my budget on time?  If an organization does not submit a budget request by the deadline, they must contact the Finance Director with the following criteria:  Name of organization that tried to submit budget  Reason for not being able to submit budget on time, (it needs to be serious enough to merit review. “I forgot” will not be excused)  Screenshot at attempt of creating budget request (to prove you were actually in process of submitting a budget)

18. If you did Points and Standards, but did not submit budget by deadline….  You are still able to submit a budget on Monarch Link, however…  Your organization will only be eligible for a standard allocated sum based on the amount of Points and Standards completed. 100%= $300.00, 90%= $270.00, 80%= 240.00, etc.  Your organization must submit Points and Standards by the deadline to be eligible for this option.  SGA portal page, “Forms”, 2015-2016 Points and Standards  Sunday, April 17 th by 11:59PM  Contact Justin McLawhorn, Director of Student Organizations at jmclawho@odu.edu with any questions regarding P&S.jmclawho@odu.edu

19. Budget Consultations  As per the Financial Bylaws, student organizations requesting an SGA Budget must sign up for a budget consultation.  After your workshop, sign-up for one of the following Budget Consultations at the SGA Office between 12:00 – 7:00 PM  Each time slot is an hour long  Time slots from 5pm-7pm are reserved for organizations that receive stipends or receive an annual budget of $5,000.00 or more.

20. Supplemental Form  If your organization is unable to sign up for a Budget Consultation, a Supplemental Form must be submitted.  This Supplemental Form can be found in the LSI page of Monarch Link under “Forms”  Title: 2016-2017 SGA Budget Supplemental Form

21. Supplemental Form Instructions  The Supplemental Form has been updated this year to allow for more detail for organizations regarding their events and purchases.  This new form includes questions for the following:  Name of organization  Mission Statement of organization  Type of organization  Top 3 on-campus programming events  Top 3 conferences  Top 3 catering requests  Top 3 online purchases  If your organization does not have any of these just put “N/A” for your responses.

22. The supplemental form for this year will be under this tab Step 1: Click on “Forms” in organization portal

23. Simply type in the search bar “Budget Supplemental Form” Step 2: Accessing form

24. The first option that pops up will be the correct supplemental form. Step 3: 2016-2017 SGA Budget Supplemental Form

25. This will be the home page of the form. Once you begin, it will ask you to answer the questions that were stated in slide 23. Step 4: Begin the form

26. Each section of questions asks for the same information. Name of event, if it is co- sponsored, description, File Upload. Step 5: Filling out the Form

27. QUESTIONS?

28. Contact us Leadership & Student Involvement 1071 Webb Center 757-683-3446 Student Government Association U-Center, Webb Center 757-683-3438 Erin Kyer Fiscal Technician orgbudget@odu.edu Justin McLawhorn Director of Administrative Affairs jmclawho@odu.edu Lydia Burch Director of Finance sgafinance@odu.edu