1. Spring 2018 Yearly Budget Training
USGA Treasurer: Gabriella Palmeri
USGA Assistant Treasurer: Ian Maloney

2. Overview The Yearly Budget process happens every Spring Semester
RSOs are requesting money for the NEXT Fiscal Year ( )
The Fiscal Year runs from July 1st - June 30th
The Budget Committee reviews all YB requests, then their final decision is brought to USGA Legislature for a vote

3. Important Dates Monday February 5th - Yearly Budget Process BEGINS!!
What does this mean for you?
This is when RSO Treasurers can begin working on their yearly budgets. The paperwork will be made available on Charger Connection starting on this day.
Tuesday, March 20th at 11:59pm - Yearly Budgets are DUE!!!
This is the absolute LATEST time you can submit your yearly budget paperwork to Charger Connection.
LATE PAPERWORK WILL NOT BE ACCEPTED
You can submit anytime you want to

4. Requirements YB Supplement Sheet YB Spreadsheet
This is where the bulk of the work is. You will be required to describe in detail all of your RSO’s anticipated expenses
Separated by the different budget lines (see next slide)
Also includes your mission statement and your dues collection process
YB Spreadsheet
This is where you breakdown the total amount you are requesting by budget line
DO NOT FORGET TO PUT YOUR RSO NAME ON THE SPREADSHEET

5. Budget Lines - What goes where??
Budgets are broken down into 7 lines
Apparel/Uniform
All in the name
Does not need to include t-shirts being used as “supplies” (ex: Tye-Dye event)
Can include hats, socks, etc.
Membership apparel = apparel only being given to members of a club
Event apparel = apparel that will be handed out to ANYONE at an event
Follow the standard!! Update your Charger Connection Roster!!

6. Budget Lines cont’d Supplies/Publicity Travel/Lodging
Anything your RSO needs to decorate, publicize, or run your event
Be specific as possible!
Includes apparel that may be used as supplies (ex: Tshirts for a Tye-Dye Event)
The more exact, the better
Travel/Lodging
Buses, train tickets, plane tickets, uber fees, hotel rooms, etc.
Use the gas reimbursement standard - 54 cents per mile
Give your best estimate or use last year’s prices - we know things can change

7. Budget Lines cont’d Professional Costs Food Services
Anything that uses a contract (ex: DJs, Comedians, hired Entertainment, Party People, keynote speakers)
Doesn’t have to be 100% specific about who it is going to be
Food Services
Any food that will be used at an event including Sodexo, non-Sodexo, and delivery night food supplies
Use shoestring menu to estimate prices
Do not put paper plates/utensils in this line - they go in supplies

8. Budget Lines - Last one!! Other Expenses Coaches/Officials
This is not a place to just throw in some extra money
Prizes and tickets (except travel tickets)
Co-sponsoring/Socials
Coaches/Officials
Coaches, referees, trainers
We do not pay undergraduate students as coaches
Some club sports use RecSports budget - talk to Ryan/Alycia about what they want

9. Mission Statement
Your main goal when writing your YB is to relate everything back to your mission statement
The Budget Committee cannot use their outside knowledge about your club - they only know what your mission statement tells them
Use descriptions to relate product you are requesting to mission statement

10. Presentations
You will have the opportunity to do a brief presentation for the Budget Committee about your budget
These will take place from March 21st - March 23rd
Some presentations will be mandatory, but not for everyone - More information to follow

11. Standards The standards are being voted on next week at USGA
You will be notified of what they are
Last year, many standards were made after budgets were submitted
This year, we are going to try to create as many as we can prior to the deadline
Examples:
$300 DJ Standard - for a basic DJ package
No funding for internal socials
Membership apparel Standard: $15.00 per member for Gold, $10.00 per member for Blue (UPDATE YOUR CHARGER CONNECTION ROSTER!!!)
Standards will act as a “cost guide”
Avoids over requesting and saves time

12. Penalties The penalties will also be voted on next Friday at USGA
You will be notified of them as well
The penalties are a way to reward those who take time on their budgets, and to take away from those who don’t
Types:
Modified
This is if you change the format, highlight, or don’t use the correct font/color
Incomplete
This is if you leave something blank or forget to write something
Not Following Standard
This is if you do not follow the standards voted on at USGA
Late
NO LATE PAPERWORK WILL BE ACCEPTED - if you are late, you will not have a budget

13. What to look out for... The standards/penalties - After this Friday
Different workshops/extra office hours
Ex: Revamp your Mission Statement
Presentation sign ups - and who is required
Announcements will be made at USGA - talk to your reps!!!!
Overall: Pay attention to your RSO !!!!

14. Final Notes Don’t be afraid to ask us questions - we can help you!
Make appointments during office hours or just stop by
If you are confused, it’s okay, but it is better to let us know BEFORE they are due
Try to submit before it’s crunch time - you don’t want to have technical difficulties at 11:58pm
Overall: Communication with us is KEY!

15. Questions??? usgatreasurer@newhaven.edu usgaattreas@newhaven.edu