1. The Allocations Committee and Process: An Introduction
101 Session
The Allocations Committee and Process:
An Introduction
Cory Stillman
Allocations Chairman

2. The Allocations committee

5. Contact Us (Actually Though)
Cory Stillman (267)
@sgballocations
848 William Pitt Union
(Back left corner office)

6. Who are we, and what do we do?
We are a committee within the University of Pittsburgh’s Student Government Board implemented to distribute a portion of the Student Activities Fund to registered student organizations. We do so with the intention of mitigating clubs’ operating costs in order to facilitate the existence of a diverse array of student experiences on Pitt’s campus.

7. Who are we, and what do we do?
Hold office hours
Five by each liaison
Ten by the Chair
Work as Liaisons
Advising groups (walk-in or appt.)
Go Over Requests
Discuss Requests and Send Decisions

8. What we’ve helped groups do in the past
Pay team or national chapter dues
Offset the cost of practice expenses
Host free cultural and/or educational programs for Pitt students
Travel to service sites
Attend national conferences
Participate in athletic and academic competitions

9. Your Liaison
SAAGs Cory Stillman #-B Pooja Humar C Ellie Bell D-G Natalie Cheuk
H-L
Stanley Umeweni
M-O
Ethan Gertzman
P-Pa
Erin McMahon
Pb-Pitt K Gabby Galterio Pitt L-Pitt Z Matt Jones Pitta-Pz Ricky Hollenbach
Q-Sp
RESERVED
Sq-T
Jenna DeVivo
U-Z

10. Fiscal Year 2015 Usage Numbers
Our Budget
Fiscal Year 2015 Usage Numbers
Requesting Organizations:
209
Total Funds Requested:
$1,400,000
Fiscal Year 2015 Budget
Student Activities Fund
$2,600,000
(SGB Overhead Budget)
(Programming [PMADD, Nordy's…])
(Pitt Program Council)
(WPTS-FM)
(PittServes)
Distributed Student Activities Fund (DSAF)
$900,000

11. Our Philosophy in the Face of Scarcity
Given the budget constraint that the Committee faces, we adhere to a policy of shared responsibility. Groups which demonstrate a concerted effort to help offset their costs through implementation of dues, active fundraising, out of pocket expenses, etc. are more likely (but never guaranteed) to receive funding.

12. Shared Responsibility, cont.
Groups with closed membership and whose benefit is primarily internal will be held to higher standards of shared responsibility than groups which directly impact larger numbers of Pitt students.

13. The allocations process

14. Prerequisites for Funding
SORC Certification
Mainly non-CGS composition
Not a recognized social fraternity or sorority
Do not have an outside bank account

15. But how do I get the money?!
Two ways of obtaining funds
Budget submissions
Supplemental requests

16. Budgeting Process: Non-SAAGs
Optional
Designed for long term planning into next semester and or fiscal year
Good for groups which:
Have the same expenses each fiscal year
Know exact costs and can document them well in advance
Occur once per semester

17. Budgeting Process: SAAGs
Required for SAAGs, as it is their only source of funding SGB
Typically allocate comparable funds from year to year
Occurs semesterly
Budgets submitted in the spring are either for the fall or the next fiscal year
SAAGs which submit only a semester budget in the spring may submit another in the fall for the next spring

18. Budgeting Process- Appeals
SAAG budgets are automatically appealed to the Board for final approval
Appeals hearings typically take place the week following budget hearings
Appeals are optional for non-SAAGs

19. Budget Modifications SAAGs only
If money earmarked during budgets goes unused, it may be repurposed via the budget modification process.
To repurpose funds, you must fill out both:
An online supplemental request form found on the Allocations page at
A hardcopy budget modification form found on the same page

20. Funding Release Process
Funds which are not used sit earmarked in organizational accounts
Can return unspent funds with Funding Release form
Clears up any committed cap space
Allows for the funds’ redistribution
Must be filled out in the Allocations office

21. Supplemental Process
Requests for as-needed funding with weekly submission deadlines
Supplemental hearings occur weekly on Thursday nights

22. Supplemental Process Submission Submit online form by 5pm Wednesday
Receive confirmation
Allocations Hearing
Receive on Wednesday with time to appear
Meet with Committee during Thursday night meeting
Receive decision by Friday at 2pm
Money in SORC account on Friday
Reheard following week if postponed
Public Meeting
If over $1200
Appear in front of Board at 8:45pm on Tuesday
Money in SORC account on Wednesday

23. SORC Student Organization Resource Center
Each club has its own “bank account”
All allocated funds are channeled through here
Various payment methods
Check
Payment card
Out of pocket and reimbursement

24. Summer Operations Not officially operational in the summer
Reach out to Chair with questions

25. Allocations policies

26. Viewpoint Neutrality
SGB does not consider the viewpoint of a group’s program when making funding decisions; any and all viewpoints are welcome to apply for funding. Also, a denial of funds should not be viewed as a denial of permission- if we aren’t able to provide funding, the show can still go on!

27. General Submission Requirements
Completeness
All expenses related to one event, program, competition, etc. must appear on one request
Cannot ask for more later
Cannot split parts of a request among different groups
Collaborate on one request
Timeliness
Submit ASAP (meet with liaison re: timeline)
“Proximity to an event date will not be considered a compelling reason to act on a request”

28. Documentation ALL requested expenses must be documented
Documentation must:
Be from the source
Exactly match the requested amount
Be contemporary
We are unable to fund requests with incomplete or invalid documentation

29. In order for a request to be processed:
It must be submitted no later than 5:00pm on Wednesday
The submitting organization must be SORC- certified
Dates must be within FY, contract, and process guidelines
Documentation must be attached
It must not contain elements from previous requests submitted that FY

30. In order for a request to be put on the agenda:
All math and documentation must be exactly correct
All documentation must be contemporary
All proposed purchases must include an itemized breakdown of unit cost and quantity

31. SGB is unable to fund for:
Programs that duplicate or compete with PPC
Donations or personal gifts
Scheduled substances
Any expense related to the appearance of a candidate for public office
Salaries, stipends, honoraria, or any remunerations to advisors, coaches, officers, or members
Travel expenses for non-undergraduate student members
First class airfare
Any request requiring travel outside of the continental US
Spring Break travel unless required
Expenses covered by SORC
Off-campus leadership retreats (SAAG exception)
Alternative spring break programming
Individual membership dues
Expenses related to academic requirements
Social or recruiting events

32. Deficit Spending
We are unable to fund for any expenses which have already been paid for or for which the group has already contractually agreed to pay.

33. SGB is also unable to fund for:
Previously denied requests
On-campus conferences and competitions
Expenses judged to be individual or the responsibility of a sponsoring department or unit
Programs which are primarily a fundraiser for the group or a third party

34. Admission Fees and Charging
Programs or items for which Pitt undergraduate students will be charged to attend or to receive are ineligible for Student Activity Fund money
Groups may add a fundraising component to programs funded in part or in full by the Student Activity Fund during or after the event (not at the door)

35. Generally Applicable Policies
When multiple rooms are requested for lodging, SGB will fund for hotel rooms at no less than a 4:1 person-to-room ratio
Ground transportation using personal vehicles is fundable according to the following:
Vehicle Type
Reimbursement Rate
University Vehicles
University Mileage Rate
Rental and Personal Student Vehicles
IRS moving reimbursement rate
Personal Guest of Honor Vehicles
IRS corporate reimbursement rate

36. Conference Policies $2000 per fiscal year cap [$5000 for SAAGs]
Max of four delegates’ expenses will be approved per conference [no max for SAAGs]
One room allocated for lodging
No meals
What do we look for?

37. Policies, cont. Competitions Food and Purchases
$5000 cap per fiscal year
(non-club sports)
Food
Educational purposes only
Must substantively relate to event
$2.50/ Pitt student attending
Purchases
Typically scrutinized for reusability and storage

38. SAAG Policies E-Board Retreats $2000 cap per fiscal year
Governance Group Conferences
$2000 cap per fiscal year
Must provide documented proof of advisor’s attendance and agenda
All advisor and meal costs are responsibility of group or sponsor
May fund for expenses related to a SAAG hosting a conference for its governed organizations
May approve food at $2.50/ Pitt student
Must provide agenda with request

39. Requests Involving Contracts
Required for visiting performers/ entertainers/speakers
Contracts must be submitted to SORC at least ten business days prior to event
Contracts cannot be approved until funding has been approved
Plan ahead!

40. Club sports policies

41. Impetus and Goal
Disproportionate funding increases resulted in deficit
Ultimately, cap eligibility determined by contributions to SORC account in previous fiscal year
Greater club autonomy
Clubs may opt in or out

42. Club Sports Policy

43. Club Sports in Fiscal Year 2016
Fall 2015
Cap determined by:
Spring 2015 Deposits + Projected Fall 2015 Deposits
Spring 2016
Spring 2015 Deposits + Actual Fall 2015 Deposits
Thereafter, previous fiscal year deposits will be used.