Fall 2018 Fiscal Training and Budget Process A Little About Me u - - PowerPoint PPT Presentation

Fall 2018 Fiscal Training and Budget Process

A Little About Me

u Ambrose Gonzalez u Senior in WSM u Finance Major

u Aspiring Financial Analyst

u From Bronx, NY u I like to play/watch

basketball

u Favorite team is the Knicks

Who are YOU?

u

Introductions

u Name u Major u Year u Organization you are representing

Types of Requests

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Expenditure Request Form

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To use money from miscellaneous account

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Contingency Request Form

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To use if flights and venue locations increase

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Special Programming Form

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Copy Request Form

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Digital Kiosk Request Form

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Fall to Spring Rollover Request Form

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Only applicable to request rollover of Miscellaneous funds

All forms are available via Orgsync!

Important to know

u

Finance Board funds by the event

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Finance Board only approves up to 8 similar events per semester.

u

Funds that were designated for one event can not be used for another without permission of Comptroller.

u

If you do not plan to put on the same event that you proposed, the Finance Board reserves the right to retract any and all designated funds

Updates Regarding Flyers

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Accommodations Clause

u Must be on all flyers in order to be approved moving forward u “If you require any accommodations, please contact [your contact email] by [date

• appx. a week before your event]

u Flyers without this clause will be denied

Why You Want To Submit a Budget

u

To finance initiatives, events, and objectives you want your organization to achieve

u

Because every year students pay a Student Activity Fee for such events and initiatives to happen

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To help organizations reach their own individual goals or chapter requirements

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To foster community among Syracuse University students

Special Programming

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OPEN NOW!

u

Special Programming is for programming/events that will occur this semester (current semester)

u

How does it work?

u First-come, first-serve u You may apply today for new events in which you have not previously submitted a

budget

u Voted on a weekly basis (every Friday) until depletion u Submit by Friday at 12:00pm any week

Fall 2018 Budgets

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Organization plans out events for Fall 2018

u

What do you need to do?

u Retrieve all necessary confirmations/invoices u Submit semester budget via OrgSync u Attend mandatory budget hearing

How to submit a budget Via Orgsync

u

Enter Orgsync credentials

u Same as myslice

u

Click ‘My memeberships’ and select your respective

• rganization for the budget

submission

u

Once on your respective Orgsync Page, click ‘More’ tab and you’ll see a drop down menu

u Then, click ‘treasury’

where a;; financial

• perations of the
• rganization can be found

u

After clicking ‘Treasury’- click ‘Manage Budgets’ where all budgets submissions can be found

u

You will be prompted to the budget submission screen

u Please select the appropriate

budget period for submission

u Since this is for the Fall 2018

semester budget allocation, please select the appropriate budget for your organization

u i.e. Fall 2018 semester

Allocation EVENTs, Fall 2018 Semester allocation PUBLICATIONS, etc.

u Budgets filed under the

wrong category will be automatically denied

u

When the appropriate budget period is selected, please begin the budget submission by selecting ‘New Budget’

u PLEASE NOTE: You must make

a new budget for every event. If different events are complied under one budget, it will be automatically denied.

Budget Hearings

u

Student organizations MUST attend budget hearings

u Budget AUTOMATICALLY DENIED if you miss the hearing.

u

The chance to give further details of your budget

u Publications must bring a copy of a recent issue

u May be asked inventory amount, publication rotation, etc., so know these numbers or

bring a record of this u

Answer Finance Board’s questions

Ways to help your budget

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Meet with the Comptroller or Finance Board Representatives during Office hours

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Double check prices and make sure to show Proof of Cost

u

Keep cost per student in mind

u $45 per student is maximum for events

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Keep in mind the budget is for ALL RSOs

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The appeals process is another opportunity to realize your budget

Common Mistakes

u Missing proof of cost u Failure to provide talent/space confirmation u Cost per student above $45.00 u Assuming the finance board knows what you mean u No SCPS venue confirmation u Unmatching dates

Restrictions

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No food (unless requested by honorarium)

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No clothing

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No decorations

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No printing/ads (other than kiosk)

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No prizes/trophies

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No student travel

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No student lodging

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No student DJ/Artist

Supplies Policy

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SA does not fund for supplies

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The Finance Board will fund for supplies if they are essential to your group’s PURPOSE.

u Theater orgs can get props, Formula S.A.E gets car parts, etc. u Supplies must be essential for the organization to operate

Important Information & Rates

u

Sheraton Hotel Room Rates

u Single: $150 u Double: $160

u

Shuttle buses from airport to Sheraton Hotel are FREE

u

Kiosks: $89.30 (may request for up to two per event)

u

Box Office Tickets: $40 (online form)

u

Conference

u Funding is limited to 8 students if registration fee is less than $250 u 4 students if greater than or equal to $250

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Publication

u At least 3 different quotes – one of the quotes MUST match to what you received last

semester

u Ranking u Latest copy of your publication (unless you’re new)

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Programming

u Co-sponsorships – details of roles and responsibilities of each organization u SCPS Proof of Cost must be provided

Appeals

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Make the recommended changes from the Finance Board

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ONLY for organizations that were not funded

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Less money allocated during this period

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No budget hearing or Q/A with Finance Board

Don’t Forget To Keep in Mind T4CD

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Tier System

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Cost per Student

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Confirmation of Venue

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Confirmation of Talent/Artist

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Confirmation of Travel

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Donation Policy

Tier system

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Tier 1 – Up to $10,000

u little to no programming capital

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Tier 2 – Up to $20,000

u a few successful programs, but do not have extensive experience

u

Tier 3 – Up to $40,000

u several successful programs at the preceding levels

u

Tier 4 – Above $40,000

u clearly proved themselves capable of programming by putting on multiple

successful programs at each of the previous levels

Cost per Student

$45 per student

u Sample calculation:

Event cost: $10,000.00 Expected SU students: 100 students Total cost per student: $10,000.00 / 100 students

$100.00 per student

Cost per Student

$46 > $45

Budget will not be approved!

Confirmation of Venue

u If you must pay for the space, you must get an estimate

from SCPS with the date of the estimate matching the date of the event.

u If it is a free-of-charge space (academic room), you must

STILL get confirmation that you have reserved the room for the day of your event. Scps.syr.edu

Confirmation of Talent/Artist

u For any funds requested to bring any person or act or

talent to campus, there must be a legitimate invoice, email, or contract with the following information:

u Person must confirm availability on the date of the event u Person must confirm the cost of their services u Person must confirm whether or not this cost includes travel, meals or

lodging, or if they need this in addition

Confirmation of Travel

u Plane ticket cost from Orbitz, Expedia, Travelocity, etc. u Bus ticket cost from Greyhound, Wade, etc. u Train ticket cost from Amtrack, etc. u National rate for gas mileage reimbursement, with a map

showing the distance traveled by artist to be reimbursed

Donation Policy

u Intentions to donate proceeds must be submitted

with the budget. Items stated on the budget must include:

• 1. Yes/No to Donating Proceeds
• 2. Percentage of Proceeds to Donate
• 3. Charitable Organization(s) Donating To

Co-curricular

u The co-curricular fee fund was developed with the Division of Student

Affairs to provide financial resources for student-generated initiatives that promote and enhance the out-of-classroom experience for Undergraduate Students.

u Co-curricular funds for things SA does not (Food, transportation,

awards, etc.)

u Upcoming deadlines (Work in Progress)

u Early October u Around Mid-November (for early spring, 2019 events)

Copy Request Forms

u

Copy request forms, again, are only submitted through OrgSync!

u

To Submit Your Request

u Log into your OrgSync account u Click on your name in the right hand corner u Click on ‘Activity’ in the drop down menu u Click on ‘Copy Request Form’ within the window

Evaluation Form

Questions?

u

Please feel free to contact me with any questions or concerns you may have

u

aagon100@syr.edu