1. Associated Students Inc.
Budget Request Process
A guide to requesting a budget for fiscal year

2. Associated Students Incorporated (ASI)
Associated Students Incorporated is a non-profit auxiliary which exists to support the educational mission of CSU Channel Islands.
ASI facilitates learning and development through integrative and co-curricular approaches
Identifies and responds to major student issues and initiatives
Implements sound business practices which uphold the fiduciary responsibility associated with the management of student fees
Funds the operation and facility of the CI Student Union
ASI Board of Directors
The Board of Directors is comprised of nine students, three University Administrators, one University Faculty member, and one community member.
The ASI Board is responsible for the oversight and management of ASI, which includes the allocation of ASI funds.

3. BASC Budget Allocation and Spending Committee (BASC)
The BASC was created as a committee of the ASI Board of Directors tasked to oversee the process of ASI budget requests.
The BASC is comprised of six ASI Board Members—four students and two non-students.
The BASC presents all budgets to the ASI Board who can either approve, amend, or deny the budget requests.

4. Budget Allocation and Spending Procedure Guidelines
Prior to building your budget, please read the Budget Allocation and Spending Procedure, which can be found at:
You are required to turn in the BASC procedure signed acknowledgement (page 8 of BASC procedure) with your budget packet.

5. Is your organization/area eligible for funding?
The ASI Board of Directors oversees financial management of the Student Body Association Fee. Any campus recognized organization may request funding through ASI. ASI is committed to providing funding on a fair, equitable, and transparent basis. Funding is limited; therefore, allocations are made based on the following criteria:
Enhances the ASI Statement of Purpose.
Accessible to the entire student body and reaches as many students as possible.
Enhances significant out-of-classroom cultural, social, educational, or recreational opportunities.
Improves student life at CI.
ASI funding for student organizations is insufficient to meet 100% of the needs and requests for all CI student organizations. Budget requests should reflect effort to obtain funding through other means such as fundraising, participation fees, or donations. Efforts made to secure other funds will be considered in the allocation process

6. Is your organization/area eligible for funding?
Academic Departmental Organizations: An academic departmental organization may be considered for funding unless any of the following apply:
Students receive academic credit for membership.
Membership is limited to students from specific departments.
The organization’s primary purpose is to help students attain professional degree status.
The organization’s primary purpose is to help students attain an internship, scholarship or employment.
The organization has selective membership.
ASI funds cannot be used for events/requests connected to academic course requirements.

7. Is your organization/area eligible for funding?
Student Organizations: All student organizations seeking funding must be
registered with the University by Student Organizations and Involvement. Student organizations seeking funding must be open to membership to all CI students, regardless of race, color, religion, nationality, gender, national origin, age, disability, sexual orientation, economic status, marital status, veteran status, GPA or parenthood.
Athletic Organizations: The BASC shall not fund any sports club, as they are eligible to receive funding from the recreation and athletic fee.
Political Organizations: Organizations will not be considered for funding to advance any candidate or ballot issue in an off-campus election, or to finance off-campus lobbying or political activities of non-students.

8. Quick Facts

9. Budgeting for Food
Use of University Auxiliary Services (UAS): Please review the BFA Administrative Detail: # located at this link regarding use of UAS for all campus food purchases:
When budgeting for food and beverage, it is recommended that you base your pricing estimates on the most current UAS catering menu located at

10. Fall 2017 Budget Request Timeline
September 25: ASI budget packet available to internal entities and staff.
October 27: Requestors must Monica Campos completed budget packet no later than 5 p.m. Completed budget packet includes:
Budget Request Excel
Budget Request Power Point
Scanned copy of signed BASC procedures
NOTE: Budget packets turned in after the deadline will not be accepted.
October 30 – November 3: Budget requestors must sign up for a budget presentation time. Monica Campos will a sign up link to each requestor. Sign-ups are on a first-come, first-served basis.   
November 6 – November 17: Present budget Power Point presentation to the BASC during your assigned budget presentation time.

11. Budget Packet (Items you will need)
Signed BASC Procedures (page 8)
ASI Budget Request Excel
ASI Budget Request PowerPoint
All forms can be found at:

12. Budget Request Check List
Read, sign and scan ASI Budget Allocation and Spending Procedure
Complete ASI Budget Request Excel
Complete ASI Budget Request PowerPoint
Submit completed budget packet to by October 27 at 5:00 p.m.
Sign up for a budget presentation time. Monica Campos will send a sign up link to each requestor.
Present to the BASC during your assigned date/time.
If you would like a copy of your request or current budget report please or

13. How to complete the ASI Budget Request Excel
The summary sheet tab in the Budget Request Excel is pre-populated with formulas that will auto-populate as you complete your Budget Request Excel. Please do not type in the yellow highlighted areas of the Excel.
Begin completing your Budget Request Excel by first filling in the Division, Area, and Department Code at the top of the Summary sheet. This information will auto-populate on all tabs of your Budget Request Excel.
ASSOCIATED STUDENTS INC. CALFORNIA STATE UNIVERSITY CHANNEL ISLANDS
BUDGET REQUEST SUMMARY
DIVISION: AREA:
DEPARTMENT CODE:
Account
Proposed Budget
660002_Printing _Supplies and Services _Contractual Services _Professional Services _Honorarum Fees
660816_Membership Dues & Fees _Promotional Items _Awards & Gifts _Business Meals_Hospitality $ -
Total Request $ -

14. Budget Request Excel contd.
Your Budget Request Excel contains one tab for each of the accounts listed below. These nine accounts can be used for eligible expenditures (see BASC procedures for details on eligible expenditures). An example tab is included in your Budget Request Excel as a reference for how to complete each tab. Leave the tab blank if you are not requesting funds from that particular account.
660002_Printing
660003_Supplies and Services - Other
613001_Contractual Services
613801_Professional Services
613802_Honorarium Fees
660816_Membership Dues & Fees
660833_Promotional Items
660834_Awards & Gifts
660820_Business Meals_Hospitality

15. How to complete the ASI Budget Request Power Point
Begin by completing slides 1, 2, 4 & 5 of the Power Point presentation by answering the prompts.
Slide 6 is an example slide to guide you in completing the remaining slides of your presentation. Slide 6 provides an example of the Legacy Awards event. Please note that it corresponds directly to the Example sheet on the Budget Request Excel.
Complete one “Initiative, Program or Event” slide for every individual initiative, program, or event in your budget request. Several blank slides have been provided for you, but feel free to duplicate the slides if more are needed. Non-event expenses such as student assistants or other services are considered an “initiative” and should be noted on an individual slide.

16. ASI Budget Request Power Point (continued)
The grid on the “Initiative, Program or Event” slide should be completed and totaled. To enter your expenses into the grid, double click the grid to pull up the linked Excel sheet. Enter your expenses (they will total automatically) and save. NOTE: The “Program/Initiative – Description” and ”Amount” sections on the grid should match the corresponding descriptions and amounts on your Budget Request Excel. See the Legacy Awards example on Slide 6 of the Power Point and the Example sheet on the Budget Excel for reference.
Account
Program / Initiative Name - Description
Amount
660002_Printing
Legacy Awards - Programs, posters,
invitations
$500
660003_Supplies and Services - Other
Legacy Awards – Centerpieces and linen for 30 tables
$250
613001_Contractual Services
613801_Professional Services
Legacy Awards – Musicians for event
613802_Honorarium Fees
660816_Membership Dues & Fees
660833_Promotional Items
Legacy Awards – Giveaway pens for 300 event attendees
660834_Awards & Gifts
Legacy Awards – Awards for 25 student recipients
660820_Business Meals_Hospitality
Legacy Awards - Desserts and coffee for 300 attendees
$1,200
TOTAL
$3,200

17. Presenting Your Budget
On October 30, Monica Campos will send all budget requestors a link to sign up for a presentation time slot with the BASC. Please sign up for a presentation time no later than November 3. Please note presentation sign ups are on a first-come, first-served basis.
Your Budget Request Power Point will be used to present your budget request to the BASC during your assigned presentation time. The ASI staff will have your Power Point ready and displayed on the screen during your assigned presentation time, so you do not need to bring a copy.
Each presenter will have 10 minutes to present their requested budget and 5 minutes for questions and answers with the BASC.
Please be on time and prepared for your presentation.

18. After Your Presentation
After hearing all budget presentations, the BASC will determine an allocation amount to recommend to the ASI Board. Please note that funds are not guaranteed.
In April 2018, the ASI Board will review the BASC’s recommended budget allocation and provide a final budget recommendation to the University President for approval.
Once final budget approval is received by the University President (typically in June) ASI budget requestors will be notified of their final approved budget allocation.
ASI will provide all budget requestors with a completed budget Excel containing approved allocated funds.
Approved allocated funds will be available upon university presidential approval after July 1, Time frame may vary and is subject to change.

19. Questions Please contact Monica Campos, ASI Budget Coordinator ator
Thank you!