Organization Resource Group

Organization Resource Group
Finance Training

Outline General Information Travel Funding General Expense Funding
Organization Resource Group Websites Funding Overview Deadlines Travel Funding General Expense Funding Event Service Funding Reminders Questions Outline General Information Organization Resource Group Websites Funding Overview Deadlines Travel Funding General Expense Funding Event Service Funding Reminders Questions

Organization Resource Group
Office for Student Engagement 8 Student Staff members, 1 Graduate Assistant, and 1 Full-Time Staff member Goals Allocate Funding Help student organizations be successful Promote Involvement Recognize new organizations Organization Resource Group Office for Student Engagement 8 Student Staff members, 1 Graduate Assistant, and 1 Full-Time Staff member Goals Allocate Funding Help student organizations be successful Promote Involvement Recognize new organizations

Websites www.getinvolved.missouri.edu www.orgsync.missouri.edu

Funding Overview ORG is funded by the Student Activity Fee
Approximately $300,000 available for allocations each year 3 Budget Deadlines each Semester Budgets Submitted on OrgSync by officers of organizations 3 Categories of Funding Travel General Expense Event Services (formerly known as Honorarium) Funding Overview ORG is funded by the Student Activity Fee Approximately $300,000 available for allocations each year 3 Budget Deadlines each Semester Budgets Submitted on OrgSync by officers of organizations 3 Categories of Funding Travel General Expense Event Services (formerly known as Honorarium)

Eligibility for Funding
In order to be eligible for ORG funding, your organization must Be primarily supported by the ORG office Have officers attend both Administrative and Finance Training Update OrgSync portal once per academic year Organizations not eligible for funding IFC/PHA Fraternities & Sororities Single Gender Organizations 501(c)7 Club Sports Organizations funded by their own Student Activity Fee (MSA/GPC) Eligibility for Funding In order to be eligible for ORG funding, your organization must Be primarily supported by the ORG office Have officers attend both Administrative and Finance Training Update OrgSync portal once per academic year Organizations not eligible for funding IFC/PHA Fraternities & Sororities Single Gender Organizations 501(c)7 Club Sports Organizations funded by their own Student Activity Fee (MSA/GPC)

Student Organization Allocation Committee (SOAC)
Group of students tasked with reviewing budgets to make funding decisions Mission: SOAC is a viewpoint neutral group responsible for allocating travel, general expense, and honorarium funds to recognized student organizations Student members chosen via application 1 MSA representative 1 GPC representative Broad scope of majors and interests Student Organization Allocation Committee (SOAC) Group of students tasked with reviewing budgets to make funding decisions Mission: SOAC is a viewpoint neutral group responsible for allocating travel, general expense, and honorarium funds to recognized student organizations Student Members chosen via application 1 MSA representative 1 GPC representative Broad scope of majors and interests

How to Access Request Form
Request Forms are only open during the week of the deadline Open each Monday at 8:00 am prior to Friday deadline Must be listed as an administrator on OrgSync to view/submit requests From Homepage of OrgSync: Hover over “My Memberships” Select organization Hover over “More” tab Select Treasury Select Manage Budgets Click Green “New Budget” Button How to Access Request Form Request Forms are only open during the week of the deadline Open each Monday at 8:00 am prior to Friday deadline Must be listed as an administrator on OrgSync to view/submit requests From Homepage of OrgSync: Hover over “My Memberships” Select organization Hover over “More” tab Select Treasury Select Manage Budgets Click Green “New Budget” Button

Example Budget Request Form
Name of Budget Name of Organization Select Category Enter the cost of line item Example Travel Request Form Select the item(s) you are requesting Example= $200 Provide a brief description Example: 4 $50 each Note: Uploads Section Below this Form on OrgSync

Travel Funding Travel Funding

Travel Budget Requests Dates
September 15 Travel beginning Oct. 21, 2017 – Dec. 31, 2017 November 3 Travel beginning Jan. 1, 2018– June 30, 2018 February 9 Travel beginning between March 17, 2018 – June 30, 2018 April 6 Travel beginning between July 1, 2018 – October 31, 2018 Travel Budget Requests Dates September 15 Travel beginning Oct. 21, 2017 – Dec. 31, 2017 November 3 Travel beginning Jan. 1, 2018– June 30, 2018 February 9 Travel beginning between March 17, – June 30, 2018 April 6 Travel beginning between July 1, 2018 – October 31, 2018

Travel Funding Overview
Events, conferences, or competitions that directly relate to your organization’s purpose 3 Categories of Funding Transportation Airfare if destination is >600 miles Mileage if destination is < 600 miles Lodging Registration Travel Funding Overview Events, conferences, or competitions that directly relate to your organization’s purpose 3 Categories of Funding Transportation Airfare if destination is >600 miles Mileage if destination is < 600 miles Lodging Registration

Travel Funding Policies
Cap of $2,000 per organization per fiscal year No funding for non-MU students Only one form of travel is funded Choose either mileage OR airfare based on mileage to destination No metro cards, taxi fare, shuttle to airport, etc. Travel allocation is typically based on maximum of 4 attendees Your organization can choose to send more than 4, but this means the allocation will decrease per person Exception: competitions Calculate costs based on leaving from Columbia, MO Travel Funding Policies Cap of $2,000 per organization per academic year No funding for non-MU students Only one form of travel is funded Choose either mileage OR airfare based on mileage to destination No metro cards, taxi fare, shuttle to airport, etc. Travel allocation is typically based on maximum of 4 attendees Your organization can choose to send more than 4, but this means the allocation will decrease per person Exception: competitions Calculate costs based on leaving from Columbia

Travel Funding Policies
Truth in Travel Policy Check this box on funding request form Reimbursement based on the number of attendees, not the number in your original request If fewer attend than requested, reduction to allocation Travel Itinerary Form Emergency contact info and travel details Submit this form on OrgSync prior to departure Failure to do so results in a 25% reduction to allocation Travel Funding Policies Truth in Travel Policy Check this box on funding request form Reimbursement based on the number of attendees, not the number in your original request If fewer attend than requested, reduction to allocation Travel Itinerary Form Emergency contact info and travel details Submit this form on OrgSync prior to departure Failure to do so results in a 25% reduction to allocation

Information Needed to Apply
Documentation to support all costs requested Screen shots that show prices Attach in Uploads Section of Budget Request Form Proof of Event Documentation Screen shot that proves event exists and dates of event Answers to questions in pop-up Form Trip description, dates, impact, justification Information Needed to Apply Documentation to support all costs requested Screen shots that show prices Attach in Uploads Section of Budget Request Form Proof of Event Documentation Screen shot that proves event exists and dates of event Answers to questions in pop-up Form Trip description, dates, impact, justification

Travel Reimbursement Process
Travel Reimbursement Form on OrgSync Located in the Files Section of ORG Membership Portal Attach: proof of expense and proof of payment for each approved item, and proof of attendance Due within 45 days of return Must be turned into ORG Office Not accepted via Check to Organization’s Bank Account ORG strongly recommends organizations send check to the organization’s ORG mailbox (2500 MU Student Center). Travel Reimbursement Process Travel Reimbursement Form on OrgSync Located in the Files Section of ORG Membership Portal Attach: proof of expense and proof of payment for each approved item, and proof of attendance Due within 45 days of return Must be turned into ORG Office Not accepted via Check to Organization’s Bank Account ORG strongly recommends organizations send check to the organization’s ORG mailbox (2500 MU Student Center).

Before & After Trip To-Do
Submit Travel Itinerary Form on OrgSync Purchase categories that were approved (airfare, registration, lodging) Save Receipts Open bank account Request ORG Mailbox from ORG Office Managers After Submit Travel Reimbursement Form with cost documentation to ORG Not accepted via or if incomplete Cover sheet available on OrgSync Proof of expense (receipt), proof of payment (bank statement), proof of attendance Due within 45 days of return Before & After Trip To-Do Before Submit Travel Itinerary Form on OrgSync Purchase categories that were approved (airfare, registration, lodging) Save Receipts Open bank account Request ORG Mailbox from ORG Office Managers After Submit Travel Reimbursement Form with cost documentation to ORG Not accepted via or if incomplete Cover sheet available on OrgSync Proof of expense (receipt), proof of payment (bank statement), proof of attendance Due within 45 days of return

General Expense Funding

General Expense Request Dates
October 13 General Expense to be spent between Jan. 1, 2018 – June 30, 2018 February 9 General Expense to be spent March 17, 2018 – June 30, 2018 March 2 General Expense to be spent July 1, 2018 – Dec. 31, 2018 General Expense Request Dates October 13 General Expense to be spent between Jan. 1, 2018 – June 30, 2018 February 9 General Expense to be spent March 17, – June 30, 2018 March 2 General Expense to be spent July 1, – Dec. 31, 2018

General Expense Funding Overview
Categories funded by ORG Copies Advertising: MU Info or Maneater Ads On-Campus Rentals Room reservations, Disability Services Reusable supplies critical to your organization’s purpose Categories not funded by ORG Dues to national organizations Personal Items (apparel, name tags, business cards, etc.) Food Anything pertaining to fundraisers General Expense Funding Overview Categories funded by ORG Copies Advertising: MU Info or Maneater Ads On-Campus Rentals Room reservations, Disability Services Reusable supplies critical to your organization’s purpose Categories not funded by ORG Dues to national organizations Personal Items (apparel, name tags, business cards, etc.) Food Anything pertaining to fundraisers

Copies Describe how the copies will be used and amount of copy funding your organization would like to request MU Info ($50) Describe what you will be advertising and the number of ads your organization is requesting Maneater Ad ($78) Describe how the ad will be used and justify visual advertisement as well as number of ads your organization is requesting Information Needed to Apply Copies Describe how the copies will be used and amount of copy funding your organization would like to request MU Info ($50) Describe what you will be advertising and the number of ads your organization is requesting Maneater Ad ($78) Describe how the ad will be used and justify visual advertisement as well as number of ads your organization is requesting Rental Event description and room reservation fee from Unions Website

Supplies Explain why the item critical to your organization’s purpose Document price of the item(s) Note: Items purchased by ORG must be stored on campus Note: Only books not available in the library Note: Comparable prices for items exceeding $250 Information Needed to Apply Supplies Explain why the item critical to your organization’s purpose Document price of the item(s) Note: Items purchased by ORG must be stored on campus Note: Only books not available in the library Note: Comparable prices for items exceeding $250

How to Spend Allocation
Copies Stop by the ORG office to get a Digiprint Form MU Info MU Info Request Form on OrgSync Submit one week before desired publication date Maneater Stop by the ORG office to get a Maneater Request Form Supplies Submit Approved Supply Order Form on OrgSync Do not purchase these items on your own, ORG cannot reimburse Rental Have Unions bill ORG directly or bring Invoice to the ORG Office How to Spend Allocation Copies Stop by the ORG office to get a Digiprint Form MU Info MU Info Request Form on OrgSync Submit one week before desired publication date Maneater Stop by the ORG office to get a Maneater Request Form Supplies Submit Approved Supply Order Form on OrgSync Do not purchase these items on your own, ORG cannot reimburse Rental Have Unions bill ORG directly or bring Invoice to the ORG Office

Equipment Inventory Policy
ORG requires an annual status update of previously purchased items Equipment Inventory Form on OrgSync Due before first General Expense Deadline of the Fall semester Failure to submit this form will result in denial of new general expense funding SOAC reviews these forms when allocating funds Equipment Inventory Policy ORG requires an annual status update of previously purchased items Equipment Inventory Form on OrgSync Due before first General Expense Deadline of the Fall semester Failure to submit this form will result in denial of new general expense funding SOAC reviews these forms when allocating funds

Event Services formerly known as “Honorarium”

Event Service Request Dates
September 15 Event Services for events between Oct. 21, 2017 – June 30, 2018 October 13 Event Services for events between Nov. 18, 2017 – June 30 ,2018 November 3 Event Services for events between Dec. 16, 2017 – June 30, 2018 February 9 Event Services for events between March 17, 2018 – June 30, 2018 March 2 Event Services for events between April 14, 2018 – June 30, 2018 April 6 Event Services for events between July 1, 2018 – June 30, 2019 Event Service Request Dates September 15 Event Services for events between Oct. 21, 2017 – June 30, 2018 October 13 Event Services for events between Nov. 18, 2017 – June 30 ,2018 November 3 Event Services for events between Dec. 16, 2017 – June 30, 2018 February 9 Event Services for events between March 17, 2018 – June 30, 2018 March 2 Event Services for events between April 14, 2018 – June 30, 2018 April 6 Event Services for events between July 1, 2018 – June 30, 2019

Event Service Funding Overview
The “Event Services” budget request, formerly known as “Honorarium”, allows organizations to apply for funding that would cover Speaker/Artist/Performer fees, advertising, rentals, room reservation fees, interpreting services, and other event-related needs. Advantages: Teach other students about the organization Recruit new members Provide services to help organizations events more accessible to the Mizzou community Teambuilding through Venture Out Event Service Funding Overview The “Event Services” budget request, formerly known as “Honorarium”, allows organizations to apply for funding that would cover Speaker/Artist/Performer fees, advertising, rentals, room reservation fees, interpreting services, and other event-related needs. Advantages: Teach other students about the organization Recruit new members Provide services to help organizations events more accessible to the Mizzou community Teambuilding through Venture Out

Categories Funded in Event Service Requests
Expenses Related to a Speaking Event Speaker Fees Speaker’s Travel Expenses - transportation and lodging Speaker’s Meals - $30/day Room Reservation Fee Advertising – MU Info, Copies, Maneater Ads Event Rental Requests Quote from the vendor (MSA/GPC Tech, MUPD, A-1 Rentals, etc.) Venture Out Course Cost to attend desired Venture Out program Categories Funded in Event Service Requests Expenses Related to a Speaking Event Speaker Fees Speaker’s Travel Expenses - transportation and lodging Speaker’s Meals - $30/day Room Reservation Fee Advertising – MU Info, Copies, Maneater Ads Event Rental Requests Quote from the vendor (MSA/GPC Tech, MUPD, A-1 Rentals, etc.) Venture Out Course Cost to attend desired Venture Out program

Event Service Policies
Events must cater to MU Students Events must be free to all attendees Events must be held on campus 10% of total allocation must be reserved for advertising purposes $7,000 cap per organization, per fiscal year (includes advertising) $3,500 Cap per event If the cost exceeds this amount, the event must be co-sponsored by a department on campus Student organizations cannot sponsor other student organizations Event Service PoliciesEvents must fit with the organization's purpose Events must cater to MU Students Events must be free to all attendees Events must be held on campus 10% of total allocation must be reserved for advertising purposes $7,000 cap per organization, per fiscal year (includes advertising) $3,500 Cap per event If the cost exceeds this amount, the event must be co-sponsored by a department on campus Student organizations cannot sponsor other student organizations

Guest Speaker/Artist/Performer Policies
Include 3rd party credentials for all speakers with budget request Newspaper article, trade journal, etc. No self-promoting websites If requested speaking fee exceeds $1,000 Price quote from comparable speaker must be included with budget request Meet with VC Finance of ORG to check-in each month Guest Speaker/Artist/Performer Policies10% of total allocation must be reserved for advertising purposes Include 3rd party credentials for all speakers with budget request Newspaper article, trade journal, etc. No self-promoting websites If requested speaking fee exceeds $1,000 Price quote from comparable speaker must be included with budget request Meet with VC Finance of ORG to check-in each month

Guest Speaker/ Rental Policies
Do not offer a speaker, performer, or rental vendor a specific amount of funding for their service If so, you will be responsible for fulfilling this contract whether it is approved by the funding committee or not Prospective speaker must provide a quote of how much their services cost University Policy If your speaker requires payment at the time of the event please contact the ORG Vice Chair of Finance prior to having the speaker/artist/performer complete the contact paperwork. Guest Speaker/ Rental Policies Do not offer a speaker, performer, or rental vendor a specific amount of funding for their service If so, you will be responsible for fulfilling this contract whether it is approved by the funding committee or not Prospective speaker must provide a quote of how much their services cost University Policy If your speaker requires payment at the time of the event please contact the ORG Vice Chair of Finance prior to having the speaker/artist/performer complete the contact paperwork.

All organizations approved for Event Service funding must meet one-on-one with the Vice Chair of Finance to discuss their event on campus. to set up a time. Discuss Advertising Plan to ensure your organization’s event will be successful. Discuss timeline between your organization and our office for your honorarium event. Answer questions your organization may have about the process. Event Service Policies All organizations approved for Event Service funding must meet one-on-one with the Vice Chair of Finance to discuss their event on campus. to set up a time. Discuss Advertising Plan to ensure your organization’s event will be successful. Discuss timeline between your organization and our office for your honorarium event. Answer questions your organization may have about the process.

All organizations approved for an Event Service funding must utilize the following OrgSync tools to advertise and promote their event. Create an OrgSync Event Check-out a Card Swipe Reader from the Organization Resource Group and Track the Participation of your approved event Any organization that does not utilize OrgSync could face funding penalties in the future. After the event has taken place, the organization is required to submit a description of the event and attendance numbers within three business days. Event Service PoliciesAll organizations approved for Honorarium funding must utilize the following OrgSync tools to advertise and promote their event. All organizations approved for an Event Service funding must utilize the following OrgSync tools to advertise and promote their event. Create an OrgSync Event Check-out a Card Swipe Reader from the Organization Resource Group and Track the Participation of your approved event Any organization that does not utilize OrgSync could face funding penalties in the future. After the event has taken place, the organization is required to submit a description of the event and attendance numbers within three business days.

Venture Out Office in the Office of Student Engagement specializing in teambuilding and experiential learning Visit ventureout.missouri.edu for more information Please do not schedule a Venture Out Course until you have been approved for funding. Info needed to apply: Number of students wishing to attend with justification Names and ID numbers of those wishing to attend Why this activity will benefit your organization Venture Out Office in the Department of Student Life specializing in teambuilding and experiential learning Visit ventureout.missouri.edu for more information Please do not schedule a Venture Out Course until you have been approved for funding. Info needed to apply: Number of students wishing to attend with justification Names and pawprints/ID numbers of those wishing to attend Why this activity will benefit your organization

Speaking Event Speaking fee quote Documentation of travel expenses 3rd Party Credentials for Speaker Comparable speaker quote if speaking fee > $1,000 Co-Sponsorship agreement if event cost > $3,500 Event Details – description of topics covered, appeal to other students, etc. Rental Services Upload a quote from vendor. Teambuilding Number of attendees Student ID numbers of attendees Information Needed to Apply Speaking Event Speaking fee quote Documentation of travel expenses 3rd Party Credentials for Speaker Comparable speaker quote if speaking fee > $1,000 Co-Sponsorship agreement if event cost > $3,500 Event Details – description of topics covered, appeal to other students, etc. Rental Services Upload a quote from vendor. Teambuilding Number of attendees Student ID numbers of attendees

General Information Honorarium Funding

Appeals If your request is initially denied, there are two chances to appeal the decision Budget Appeal Form on OrgSync Due 5:00 pm on Friday following decision date Respond to SOAC’s Comments Most Common reasons budgets are denied Out of Date OrgSync Portal Officers did not attend training sessions Missing Documentation Appeals If your request is initially denied, there are two chances to appeal the decision Budget Appeal Form on OrgSync Due 5:00 pm on Friday following decision date Respond to SOAC’s Concerns Most Common reasons budgets are denied Out of Date OrgSync Portal Officers did not attend training sessions Missing Documentation

Timeline of Budget Requests
Week Monday –Thursday Friday Saturday/Sunday 1st Budgets Accepted Budgets 5 SOAC Review 2nd Data compiled; memos prepared Memos ed to officers 3rd Appeals Accepted Appeals 5 4th Appeal Committee meets Appeal memos sent to officers 5th Secondary Appeals accepted Secondary Appeals 5 6th Notified when decision is made Timeline of Budget Requests

Reminders All budgets are due by 5:00 pm on OrgSync on the deadline
Budgets open Monday prior to deadline at 8:00 am Not accepted via or paper copy Funds do not transfer from one period to the next Only spend funds as they are allocated in your request If your request is initially denied, there are two chances to appeal Comments Section below Budget Request Forms are not considered by the funding committee Visit the ORG Office to have your budget reviewed Reminders All budgets are due by 5:00 pm on OrgSync on the deadline Budgets open Monday prior to deadline at 8:00 am Not accepted via or paper copy Funds do not transfer from one period to the next Only spend funds as they are allocated in your request If your request is initially denied, there are two chances to appeal Comments Section below Budget Request Forms are not considered by the funding committee Visit the ORG Office to have your budget reviewed

Travel or General Expense Questions?
Cameron Elbert, ORG Chair Travel Reimbursement Questions Michael Pavich Travel Questions? Cameron Elbert, ORG Chair Travel Reimbursement Questions Michael Pavich

Event Service Questions?
Allison Benney, Vice-Chair of Finance for ORG Honorarium Questions? Allison Benney, Vice-Chair of Finance for ORG

Questions? Email studentorgs@missouri.edu Call 573-882-2630
Visit ORG Office 2500 MU Student Center (CSI) 8 am – 5 pm Monday - Friday Questions? Call Visit ORG Office 2500 MU Student Center (CSI) 8 am – 5 pm Monday - Friday

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