1. Making “Cents” of Finances Marci Nuñez Director for Student Involvement Student Leadership and Engagement

2. Introductions

3. In This Workshop…  Planning & Budgeting  Raising the Funds  Spending the Funds  USF Club Discounts  USF Forms  Tips  Questions

4. Planning Your Budget and Budgeting Your Plan  A budget is a reflection of a plan  Dream Big but…  Plan ahead!  Utilize resources  Spend wisely

5. What? How?

6. Outline Your Plan  Brochures and flyers to recruit new members  Banner for table at Involvement Fair  Executive Board planning retreat  Campus-wide event featuring well-known speaker  Thank you party for members

7. Potential Funding Sources  Club Copy Cards  ASUSF Funding Grants  Flexi Donations  Other fundraisers  Collaboration (other clubs, depts, etc.)  Member dues  Keeping your own supplies for future

8. Copy Copy Copy $100 per semester! $100 per semester! Copy Card Copy Card $10 increments, can be refilled $10 increments, can be refilled Copy Mill Copy Mill Brochures Brochures Fliers Fliers

9. ASUSF Funding Grants Internal Development Internal Development T-shirts, supplies, banner T-shirts, supplies, banner Travel Travel Professional Development Conferences Professional Development Conferences Campus-Wide Events Campus-Wide Events

10. Bon Appetit Catering Discount for Student Organizations = 33% Discount for Student Organizations = 33% Fill out the catering discount form Fill out the catering discount form Flexi Donations Flexi Donations Amounts over $50 need to be approved by Bon Appetit Amounts over $50 need to be approved by Bon Appetit

11. Fundraising Member Dues & Contributions Member Dues & Contributions Department Co-Sponsorship & Contributions Department Co-Sponsorship & Contributions Ticket Sales Ticket Sales Baked Goods or Food Sales Baked Goods or Food Sales Other Other Fill out the Fundraising Fill out the Fundraising Proposal Form

12. Making The Connection  About your organization  What’s your connection to the issue?  Do you have the skills and resources?  Why do you care?  Why should they care?

13. Finding Your Support Connected to you FriendsFriends FamilyFamily ClubsClubs ProfessorsProfessors DepartmentsDepartments BusinessesBusinesses Connected to issue GeographyGeography DemographicsDemographics CustomersCustomers Service ProvidersService Providers MissionMission

14. Putting It Together  How can you fund your plan?  Who can you approach for support?  Where will you invest for the future?  What will members contribute?

15. Plan….Budget…  Brochures and flyers to recruit new members  Banner for table at Involvement Fair  National organization professional conference  Campus-wide event featuring well-known speaker  Thank you party for members  Club Copy Funds  Apply for Internal Development Grant  Apply for Travel Grant  Apply for Event Grant, raise Flexi donations, co-sponsorship  Club account: member dues & fundraisers

16. Reasons to Plan Ahead  ASUSF Funding Grants – 6 weeks!  Fundraising Proposal Form – 10 days!  Catering Form – 10 days!  Processing Time

17. Discounts & Special Purchases  USF Catering  Copy Mill  Office Depot  Social Imprints  USF Bookstore

18. USF Funds = Club Purpose  Benefits the organization, not the individual  Follows University policies, state & federal laws, etc.  Proper documentation is needed (no cash advances)  Use the USF Financial Forms

19. Business Purpose  Name or description of event including date and location if applicable  Description of item purchased  Food purchases  Approx. # of attendees (15 or more)  Names of attendees (less than 15)

20. Support Documentation  Valid Contract  Performance Agreement  W-9 Tax Form  Original invoice or receipt:  Name of business & location  Date of purchase or invoice  Itemized list of items purchased  Total cost  In some cases, tax information needed

21. Approvals  Financial approvals by SLE staff only  Copy/print/promotion approvals require approval of design (i.e. posters, t-shirts)  Contracts approved by Legal, Risk/Liability, and signed by USF official  Travel requires approval in advance

22. Processing Time  Quick (1-3 days): Copy forms, petty cash  Long (3+ weeks): Performance Agreements, check requests, expense reports  Very Long (4+ weeks): Travel, other contracts, equipment

23. USF Financial Forms  Department Deposit Record (DDR)  Petty Cash Voucher  Non-Employee Expense Report Business & Finance website: University of San Francisco (USF) - Forms University of San Francisco (USF) - Forms

24. Completing & Submitting  Assistance from Peer Advising Team  Get signatures in advance (petty cash and expense report)  Provide all information  Submit to SLE desk on UC 4 th  Copies in club mailbox  Petty cash pick-up

25. Tips  1-2 people in charge of $$  Communicate  Plan in advance  When in doubt, ASK

26. For more help… Peer Advising Team SLE, UC 4 th Floor sle@usfca.edu (415) 422-7256