1. Financial Training Module # 1 Overview
2017 – 2018
Financial Training Module # 1 Overview
12715 Pegasus Drive. SU Bldg. 52. Room 215
Orlando, FL 32816

2. Abbreviations Activity & Service Fee (A&SF)
Conference, Registration, and Travel (CRT)
Financial Allocations for Organizations (FAO)
Office of Student Involvement (OSI)
Operations Review Committee (ORC)
Purchase Order (PO)
Purchase Request Form (PRF)
Registered Student Organizations (RSO)
Student Development & Enrollment Services (SDES)
Student Government Association (SGA)
Travel Request Form (TRF)

3. Allocation Request Timeline
Complete A&SF Financial Training
CRT Allocation
Complete & Submit Knight Connect Allocation Request Form
Attend CRT Committee Meeting to present program
Allocation read in to the minutes at Student Senate Meeting
Receive ASFBO with checklist
COME SEE A&SF BUSINESS OFFICE ACCOUNTANT
Senate Bill Travel
Receive from Senate Pro Tempore with assigned Senator
Meet with Senator
Receive SGA Bill Approval
Attend Senate Meetings
1st Reading
(1 week)
2nd Reading
3rd Reading
Signature Process
(5 weeks)
FAO Allocation
Submit any Promotional Item Artwork
Attend FAO Committee Meeting to present program
Senate Bill FAO

4. Financial Training Fiscal Year 2017-2018
All Registered Student Organizations (RSO) receiving funding from Student Government Association (SGA) must have at least two (2) authorized officers, be registered with the Office of Student Involvement (OSI), and successfully complete Financial Training.
Funding provided by SGA does not imply or express liability. Students and RSO utilizing Activity & Service Fee (A&SF) funds for travel are not covered by University of Central Florida (UCF) insurance unless travel is for official SGA business.
Conference, Registration, and Travel (CRT) Allocations, Senate Bills, etc. are not official SGA business.
IMPORTANT: There will be no reimbursement for items purchased prior to receiving approval from the A&SF Business Office.

5. Financial Training Fiscal Year 2017-2018
STEP 1: Register and complete A&SF Financial Training Modules
Module # 1 – Overview
Module # 2 – Purchase Procedures
Module # 3 – Travel Procedures
STEP 2: Complete and submit CRT or Financial Allocations for Organizations (FAO) Allocation Request Form through KnightConnect.
The link can be found on the SGA website (
STEP 3: Attend FAO or CRT Committee Meeting in SGA Office
Check the posting board outside of SGA Office or SGA website ( for updated times
Come prepared to explain your funding request, provide details, and vendor quotes.
STEP 4: Complete paperwork to begin processing funding allocation
Complete Purchase Request Form (PRF) or Travel Request Form (TRF) and Group Travel Roster as needed.
Meet with A&SF Business Office accountant.

6. Types of Funding There are two (2) types of funding available:
Allocations that are for CRT and FAO
Conference, Registration, and Travel (CRT) Allocation
Individual – Maximum of $ one time per fiscal year
Registered Student Organizations (RSO) – Maximum of $3, one time per fiscal year
Note: Fiscal Year is July 1st – June 30th
Financial Allocations for Organizations (FAO) Allocation
Events & Promotional Items – Maximum of $1, per semester
Summer, Fall, and Spring
2. Senate Bill

7. CRT Allocation Conference, Registration, and Travel (CRT)
Registration, lodging, and primary transportation expenses only
Individual – Maximum of $ one time per fiscal year
RSO – Maximum of $3, one time per fiscal year
After CRT committee approval, RSO cannot receive additional funds if more students wish to attend the conference. If less students than originally requested attend the conference, the allocation amount will be pro-rated based on the actual number of students who traveled.
Note: Students can receive funds for a conference with an RSO or an individual allocation, but not both.

8. FAO Allocation Financial Allocations for Organizations (FAO)
Purchases related to a specific event and promotional items
Events & Promotional Items – Maximum of $1, per semester
Summer, Fall, and Spring

9. Senate Bills
RSO typically apply for funding through the Senate Bill process when requesting an amount that is more than $3, for a specific event and/or travel expenses.
Plan ahead if you would like to receive funding for a specific event or travel expenses through the Senate Bill process.
The Senate Bill process generally takes eight to ten (8-10) weeks from 1st reading until final approval by the Vice President of Student Development & Enrollment Services (SDES). This does not include the time that the A&SF Business Office accountant needs for processing funding.

10. Step-By-Step - Senate Bills
STEP 1: Register and complete A&SF Financial Training Modules.
STEP 2: Complete and submit Senate Bill for Organizations (FAO) Allocation Request Form through KnightConnect.
STEP 3: Receive notification from the Senate President Pro Tempore indicating your assigned Senator and the date and time of the Senate Meeting.
STEP 4: Attend Committee and Senate Meetings.
You will need to attend the Senate meetings. This process usually takes approximately three (3) school weeks. During the summer, Senate meets every other week
Come prepared to explain your funding request and provide details.

11. Step-By-Step - Senate Bills (cont.)
After the Bill is passed, it must be signed by the Student Body President and the Vice President of SDES. This usually takes approximately five (5) weeks. After the Bill is signed and the RSO receives notification of signature approval, then the funds become available and you may proceed to Step 5.
Do not contact the A&SF Business Office until you receive confirmation from SGA Secretary that your bill has been approved and signed.
STEP 5: Complete paperwork to begin the processing of funding
Complete PRF or TRF and Group Travel Roster as needed.
Meet with A&SF Business Office accountant.

12. A&SF Proviso Language
The A&SF Budget Bill ( contains Proviso Language, which include general guidelines that apply to all A&SF funding.
Registered Student Organizations shall not spend any allocated funds on property classified as OCO.
State law defines OCO as nonexpendable, tangible items with a shelf life of more than one year and that cost over $5,000, either as a single item or as a unit.
UCF Faculty, UCF Staff, and current UCF Students shall not be eligible to receive speaker and professional service honorariums.

13. Senate Funding & Reversion Policies
Review committee policies before requesting funding.
Allocated funds that are not spent by the assigned reversion date are considered a reversion. If you revert more than a certain percentage of your funding, you will be placed on fiscal probation. If this occurs, you must meet with the Operations Review Committee (ORC) about your reversion, and the committee will determine what action to take.
These policies can be found on the CRT, FAO, and ORC Committee page on the SGA website.

14. Post Funding Requirements
Post Funding Forms are to be completed no later than five (5) days after the reversion date of the allocation or Senate Bill.
The forms are to be submitted to ORC.
There are two types of Post Funding Forms:
Allocation for FAO or CRT Post Funding Form
The form will assist in providing feedback on the funding process
Individuals or RSO officer(s) may provide suggestions for improvement of the allocation request system
The form will be used to provide comments regarding processing of the request
Senate Bill Post Funding Form
RSO officer(s) will be required to provide documentation for their portion of purchase(s) made by the organization for promotional materials, event(s), or travel

15. Post Funding Requirements (cont.)
If all allocated funds were not expended, the individual or RSO officer(s) will be required to provide an explanation.
The description will include why the funds were not used, which resulted in the revision.

16. Things to Remember
Refer to the Proviso Language determined by SGA for additional information on specific prohibited expenses.
Expenditure of funds should only be processed after the A&SF Business Office receives the approved allocations and bills from Senate.
DO NOT purchase anything, as we do not offer reimbursements. See an accountant for purchases.
Each RSO should update its registration information and officer information with OSI (SU 208) each year and after officer elections, and be active registered status in order to request the use of funding.

17. Things to Remember (cont.)
Individuals or RSO officers should familiarize themselves with all Student Government Statutes and use Title VIII: The Finance Code, for reference, which is on the SGA & A&SF Business Office websites.
All unused funds will revert back to SGA after the assigned reversion date, they can not be used after that time, and will not roll over to the next fiscal year.

18. Helpful Links A&SF Business Office Website http://asf.sdes.ucf.edu/
SGA Website
Forms (PRFs, TRFs, Group Travel Roster, W-9 Form, etc.) – A&SF Business Office
Forms (FAO Allocation, CRT Allocation, ORC Promotional Approval, etc.)

19. Helpful Links (cont.) Find Your Senator – SGA Website
Staples
UCF Office Plus
Student Union

20. Contact us…
Physical Address: Pegasus Drive. SU Bldg. 52. Room Orlando, FL 32816
Front Desk:
Fax:
Accountants:
Jerry Archambault –
Latchmin Jaggernauth
Rose Mai –
Maria Joey Modi
Fran Uddo