1. FY18 Budgeting Workshop 1/25/17 – 1/26/17, 7:30 pm
Jacquelyn Langham, Treasurer
Jake Guarino, Finance Chair

2. Outline Timeline Tier System Creating your budget request
Categories of budget request
Budget submission instructions
Hearings
Appeals Process
Inventory Sheet, Contractual Agreement
Summary

3. Timeline January 25 and 26, 2017 February 3, 2017 February 4, 2017
Budget Workshop
February 3, 2017
Budget Requests are due
February 4, 2017
Budget hearings begin. Appointment will be made by the Finance Committee with each club as it deems fit.
February 24, 2017
Budgets ed to club-signers for review.
February 27, 2017
Appeals process begins.
March 21, 2017
Budgets sent to SGA Senate for approval.
April 13, 2017
All summer financial paperwork due to Finance Office.
May 5, 2017
Spending for School Year (FY17) will close unless a written request is submitted to the SGA Treasurer.
June 9, 2017
SGA Finance Office will close all FY17 spending.
June 30, 2017
End of Fiscal Year 17.

4. Maximum Budget Request % of Requested to Fundraise
Tier System
Tiers are determined based on the AMOUNT REQUESTED by the club
Tiers dictate the amount that a club must fundraise
Includes budget AND General Supplemental requests
Tier
Maximum Budget Request
% of Requested to Fundraise
Tier 1
$50,000+
15%
Tier 2
$20,000 - $49,999.99
10%
Tier 3
$5,000 - $19,999.99 8%
Tier 4
Under $5,000 5%
Tier E
No Budget Request
Must fundraise all funds

5. Purpose of Tier System Maintain control of budget inflation
Accurately allocate funds based on need
Increase responsibility of spending
Promotes financial sustainability

6. How to create your budget request:
Materials available at under “Club Resources”
Shortcut on right sidebar of SGA homepage

7. Creating your budget request
Look at the categories before you begin
Fill out “Summary” tab where indicated
Request on tabs only

8. Creating your budget request
Do NOT change the formulas
Discuss with future leaders
Be realistic
Use current year expenses
Use notes!
Explanations
Calculations
Prioritize

9. Categories of the budget request
Wages: For contracted employees (i.e. coaches…NOT referees)
Services and Honorarium: For invoiced or billed services
Travel: Hotels, vans, and buses
Events: Hosted by the club (i.e. workshops, seminars, tournaments)
Registration: Entry fees, dues, and registrations
Equipment
Capital Funding Projects: let us know if you have large purchases coming up and will be planning on using capital funding in FY18
Other: Expenses that do not fit the previously listed categories (i.e. facility rentals)

10. Allocation Rates The Finance Committee will allocate UP TO:
$1,000 for airfare for 2 club members ($500/member) ONCE a year
$90 a day on van rentals
SGA rate is $70/day
$120 for a hotel room for 4 people/night

11. What NOT to Request Fundraising activities
Food (unless waiver granted)
Gas
Uniforms
Nationals/Qualifiers
Student Hires (without consulting Finance Office)

12. Inventory Required for all clubs List all assets worth $50 or more
If none, submit with “none”
List all assets worth $50 or more
Includes cumulative value

13. Contractual Agreement

14. Late Submissions will NOT be Accepted
All forms due by 3PM February 3rd, 2016
ed to
Budget Request (saved as ClubName_Budget_FY18)
Food Request (saved as ClubName_FoodBudget_FY18)
Inventory Sheet (saves as Club_Name_Inventory_FY18)
Printed, Signed and Turned in to Sara in SGA Office
Contractual Agreement
Late Submissions will NOT be Accepted

15. Hearings REQUIRED: for requests >$20,000 (Tier 1 & 2)
Optional for all others
Sign up sheets available now and in SGA February 1-3
Hearings will be on February 4th and 5th

16. Appeals Process Reasons to appeal: How to Appeal:
If club feels the SGA Financial Policies were not followed
Feels that the FC misinterpreted a financial request
The allocation was unjust in any way
How to Appeal:
A formal appeals letter must be sent to the Finance Chair (Jake Guarino) by March 1st at the latest
A hearing will be scheduled to review the allocation in question

17. Updates
Update us on Club-Signer Changes
Roster
Foundation Campaigns