REQUESTING FUNDS THROUGH AFAB ............ 2
20 1 2 - 20 1 3
S PENDING FUNDS ....... 4
FUNDRAISING ............. 6
Advisor
Student Organization
“HEALTHY FINANCES W ILL ENSURE A STRONG FUTURE FOR YOUR ORGANIZATION BY ALLOW ING YOU TO RECRUIT MEMBERS, PLAN ACTIVITIES, AND DEVELOP YOUR O R G A N I Z A T I O N ’ S V I S I O N ” SOURCE UNKNOWN
Organization Finances
One challenge groups face is developing a plan to be fiscally responsible with their funds. A budget can be a helpful method to track cash flow. A BUDGET IS: -A tool for planning and controlling organizational funds. -A formal written guideline describing the organization's future goals expressed in financial terms within a set period of time. -A detailed statement of estimated income and expenses. -A historical record of the organization's activities during a given periods. A BUDGET CAN: -Help refine goals that reflect the realistic resource environment. -Compel organization members to use funds efficiently and appropriately. -Provide accurate information to adjust, analyze, and evaluate programs and activities. -Aid in decision making. -Provide a historical reference to be used for future planning. Adapted from Leader Bits, The University of Kansas
Student Organizations Budgeting Graduate Assistant The Office of Student Life would like to introduce to you our Budgeting Graduate Assistant. Rocio Bonilla is excited to work directly with the student organizations while they spend their funds. Please feel free to contact her directly regarding the spending process and to make large purchases using invoices. Rocio may be contacted by email: maria.bonillamadrigal@my.uwrf.edu.
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Funding Requests
AFAB: Who Are They? The Allocable Fee Appropriation Board (AFAB) is maintained and developed by UWRF’s Student Senate. Made up of current students at the institution, AFAB meets to discuss new student organizations, single-event funding, and annual budget requests. This committee holds open meetings weekly and can distribute funds to all organizations who meet the necessary criteria. Eligibility: All student organizations must be registered on OrgSync and in goodstanding with the Office of Student Life in order to be eligible for funding from AFAB. Mission Statement: The Allocable Fee Appropriation Board (AFAB) is a standing committee of the Student Association and serves to recommend an equitable distribution of the allocable portion of the Segregated University Fees (SUF). Student Segregated Fees are used to give support to programs and activities that serve to promote the best interest of the student body and the university, as determined by the members of the UW-River Falls Allocable Fee AppropriaOffice of Student Life tion Board.
Funding requests are available to Student organizations after being active for at least one semester. These requests must be filled out completely and submitted to AFAB. The requests should be specific and include detailed information. There are two types of requests: Single Event Funding Requests and Annual Funding Requests. SINGLE EVENT FUNDING REQUESTS Single event funding can be applied for on a one-time event basis. Organizations which do not receive or apply for an annual budget are eligible for Single Event funding. Each student organization may apply a maximum of 3 times per semester. Restrictions: The requesting organization must contribute a minimum of 50% to total travel costs (registration fees, transportation and lodging) Limit of $1500 or three events (whichever comes first) per organization per academic year. Requests must be submitted at least 30 days prior to the event. A representative from the requesting organization must appear at an AFAB meeting to discuss request and answer questions.
ANNUAL FUNDING REQUESTS When applying for annual funding, the student organization will be requesting funds for the following academic year. Student Senate may invite the student organization to attend a hearing, where the budget can be further explained. Incomplete or late submissions will be denied.
How To Request Funds Go to AFAB website to see detailed funding instructions http://uwrf.orgsync.com/org/studentassociationstudentsenate/Documents
Download and fill out Budget Request Form Explain all projected expenses and revenue in full detail
Create projected budget with expenses and revenue in an Excel document Instructions: http://uwrf.orgsync.com/org/studentassociationstudentsenate/Documents
Update Constitution and Bylaws Include with funding request
Update OrgSync account Renew all information including contacts, officers, Advisor, and organization information
Submit all materials to AFAB President and Student Organizations & Leadership Coordinator Kayla Edstrom (kayla.edstrom@my.uwrf.edu) and Anna Hunter (anna.hunter@uwrf.edu) 2
Budget Request Checklist Completed Request Form Form “Front Page” Detailed description of expenses Detailed description of revenue (if any) Recertification materials Up-to-date Constitution and Mission Statement Letter of intent to remain recognized Names of five organization members Names of two organization leaders responsible for reserving space Excel spreadsheet containing itemized projected expense requests Excel spreadsheet detailing projected revenue (if any)
Timeline October
student organization training for Annual and Single Event Budget Request procedures
November
Annual budget requests due to fund the following year
Early December
Budget Hearings for annual funding requests
Early February
AFAB annual budget deliberation
Mid February
Initial annual budget request sent to Student Senate
Early March
Secondary AFAB annual budget deliberation (if necessary)
Mid/Late March
Provided budget is passed by Student Senate, official allocation letters sent to Student organizations
August
Money transferred into respective student organization accounts *Specific dates will be posted on OrgSync as soon as they are confirmed
Funding Priorities Highest priority is given to “On-campus programmatic events and services that are open to the general University Community.”
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After that, approval of funding for events and organizations will have priority based on: Level of student inclusivity – Events that allow as many students as possible to attend. Promotion of the University – Events that most directly benefit or promote the University and its students. Engagement in the Community – Events that most directly benefit the River Falls community. CAN FUND Operations, activities and programs by recognized student organizations Concerts & lectures Operating/Overhead costs of Student Government University Newspaper, Radio, or Television Support for University personnel hired Cost of leasing Non-University facilities (with stipulations) Cost of contractual services that benefit all students (with stipulations)
CANNOT FUND Academic credit-producing activities Student services considered “essential to basic mission of the University” Personal food or Advisor expenses For complete policies, see the AFAB’s website: www.uwrf.edu/studentsenate/ allocablefeesappropriationboard.cfm
UW-River Falls
Office of Student Life
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Spending Funds In order to maintain updated records and consistency in the Office of Student Life and Accounts Payable, all spending must be signed by the Office of Student Life. There are two ways that student organizations can spend their funds: Invoicing and Reimbursements.
Services or Hiring
Supply Expenses
PAYMENT TO INDIVIDUALS
REIMBURSEMENTS
Any time that your student organization is planning to pay an individual, there are very strict payment policies to follow. Payments for services include, but are not limited to:
The institution will reimburse the student for purchases with funds from the student organization Account. Reimbursements work well for small purchases. Any large purchases should be processed through an invoice.
Services Lectures Performances
Facilitators Trainers Guests
STEPS 1) Contact the Budgeting Graduate Assistant before making any commitment to the service 2) Provide the Budgeting Graduate Assistant with the individual’s name and contact information 3) The Budgeting Graduate Assistant will work with you to fill out the: Pre-contract Worksheet Payment to Individual Report W-9 Tax Form 4) The Budgeting Graduate Assistant will contact the individual providing services to complete the respective forms *Please note that no student organization may pay for any service directly under any circumstances.
Travel Expenses TRAVELING Your organization has the ability to get many aspects of your travel paid for before you leave through invoicing. This will not only minimize the amount you will need to get reimbursed, but also ensure you have the appropriate expenses for your travel. STEPS 1) Research and plan all aspects of your travel 2) Contact the Budgeting Graduate Assistant before your travel 3) Work with the Budgeting Graduate Assistant to prepare and pay invoices 4) Be sure to get an itemized receipt 5) Fill out a Travel Expense Report 6) Bring the Travel Expense Report and itemized
receipt to the Office of Student Life 7) Meet with the Budgeting Graduate Assistant 8) Wait for the reimbursement check in the mail
STEPS 1) Contact the Budgeting Graduate Assistant to ensure that the purchase is appropriate and to receive a Travel Expense Report 2) Make the purchase 3) Be sure to get an itemized receipt 4) Fill out a Travel Expense Report 5) Bring the Travel Expense Report and itemized receipt to the Office of Student Life 6) Meet with the Budgeting Graduate Assistant 7) Wait for the reimbursement check in the mail INVOICING The institution will pay for large purchases through an invoice to avoid students, staff and faculty using their personal accounts or pro-cards for these purchases. These purchases will be paid for by funds from the student organization Account. Any small purchases should be processed by using reimbursements. STEPS 1) Research and decide on your purchase 2) Contact the Budgeting Graduate Assistant to ensure that the purchase is appropriate 3) Work with the Budgeting Graduate Assistant through the invoicing process to order your supplies
Important: All reimbursements and invoicing must be completed and turned into the Office of Student Life prior to the end of each semester in order to ensure the payment may be processed. Reimbursements and invoices that are turned in later than the end of the respective semester may not be paid. 4
Travel Expense Report Travel Expense Reports (TER) are used to reimburse individuals for small supply expenses as well as travel expenses. Contact the Student Organization Budget Graduate Assistant to receive a TER.
Instructions Form must be completed by the student/person getting reimbursed. Fill in the yellow highlighted cells as shown below.
ADDRESS - Name and CAMPUS address to be placed in address area. Please utilize the organization's campus mailbox for all mail. You may use personal addresses if you are requesting reimbursement over a break only. ACCOUNT NUMBER - Your organization account number needs to be placed on top of the page FUND - Will ALWAYS be "128" JUSTIFICATION BOX - Make reference to your attached annual/single event budget and the line-item that your reimbursement pertains to. DATE AND TIME - Date and time of travel or purchase EXPLAINATION - Provide explanation of purchase or purpose of travel ATTACHMENTS - Attach a copy of your budget allocation, any added justification and copies of each receipt ** Make sure you keep copies of all items submitted CLAIMANT’S SIGNATURE - Student signature SUPERVISOR APPROVAL - Advisor signature and printed name
Turn in your completed TER and appropriate attachments to the Office of Student Life and the Budget Graduate Assistant will take it from there. 5
Fundraising Fundraising events can be a lot of fun for all involved. It is important to make the fundraising project a group effort and to get as many people involved as possible. Not only will you have more help to accomplish your goals, but you will also get more people interested in giving money. The key to being successful in fundraising is to be creative and to keep your goal in mind.
PROHIBITED FUNDRAISING ACTIVITIES The Office of Student Life encourages student organizations to participate in philanthropic and service related activities; however, all activities are subject to all University of Wisconsin – River Falls policies and procedures. Those involved are obligated to read and understand policy before planning a fundraising event. Any activity or event that involves the “sale” of people or services (date auction or service auction events) is prohibited. Although these events may not be designed to inflict harm, they do use language and structure consistent with slavery. There activities may intentionally or unintentionally demean students on our campus, create unsafe situations, and are not consistent with UW-River Falls institutional values. Any questions about these policies should be forwarded to the Director of Student Life. NON-COMPETE WITH VENDING MACHINE PRICING Any items sold that are also available in a campus vending machine cannot be sold for less than the vending machine price for the item. Items must be priced on a prorated basis considering volume or size. Examples include: cans or bottles of soda, bags of chips, candy bars, gum, cookies, etc. RAFFLES A raffle is a great way to earn money, however there are legal constraints that must be followed, including the use of a legal raffle license. Requirements to Hold a Raffle Using the University Raffle License 1) Set up a face-to-face meeting with the Student Organizations and Leadership Coordinator at least 30 days before the date of the event. At this meeting the rules for conducting a raffle within the guidelines of the State of Wisconsin will be explained and the initial application will be completed. 2) Each organization conducting a raffle will be charged $10 to cover the use of the raffle license. This $10 charge represents the estimated amount of money that an organization will need to pay. At the end of the year, the total cost of the license will be divided between the number of organizations using the license and each organization will pay that amount (up to $25). 3) Upon approval of a raffle application, the organizers will be given a raffle packet which includes: A Raffle Summary Sheet, A diagram of sample ticket formats, Raffle Requirements, A copy of the raffle license held by the University, A copy of the approved raffle application, An envelope for holding printed (both used and unused) raffle tickets, receipts for prizes purchased or donated, receipts for printing costs and other costs associated with the raffle, and all other paperwork. 4) At the completion of the raffle, each organization will be responsible for submitting the aforementioned envelope with the required paperwork. 5) Any organization which fails to complete all required paperwork in the allotted amount of time OR which fails to follow the policies and procedures for conducting a raffle will forfeit the ability to do raffles for the 12 months. 6) Upon the drawing for raffle prizes, the copy of the approved raffle application and the copy of the raffle license must be displayed. 7) The University reserves the right to deny a raffle application for any reason or to revoke the raffle license at anytime.
WHAT TO ASK FOR:
Product: Straight-product contributions for samples to give to participants or for door prizes. Most companies have their products in trial sizes just for this purpose. Printing: Underwriting the cost of printing posters, flyers, or t-shirts. In return, put their name and logo on all printer material. Ads for Ad Books, Calendar or Program: Sell ad space in a campus calendar or program that is given out at the event you are sponsoring. Think about giving free ads to companies who donate products or supplies and materials. At an Event: Hang ads with logos on banners or posters for a fee. This is an excellent source of income at sporting events or anywhere there is a place to hang a poster during an event. 6
Fundraising - Temporary Food Stand Food stands are encouraged for fundraising on campus, however, there are many risks involved. In order to reduce the risk, student organizations must follow specific steps if they would like to sell food.
STEP 1: At least one organization representative must take, and pass with 90% accuracy, a Food Safety Quiz on OrgSync. This representative is expected to provide guidance to other members who prepare and/or staff the temporary food stand for their group. Information discussing the assurance of food safety (the material needed to pass this quiz) is listed in the Student Organizations Policies and Procedures Manual. STEP 2: Fill out a Food Stand Application, which is available on OrgSync. This application must be filled out fourteen (14) days before the food stand is to take place. Organizations are limited to three (3) food stands per year. If you are wishing to have more than three food stands per year, your organization must work with Pierce County Public Health to obtain a Temporary Food Stand Permit. STEP 3: The Food Stand Application will be reviewed by the Office of Student Life. A lack of detailed answers may result in the denial of the application. The Office of Student Life will then let the student organization know whether their application has been approved or denied through OrgSync. If the application is approved, a copy of the Food Stand Application will be placed in the organization’s mailbox in the University Center. If food being served is required to maintain a specific temperature, a Food Temperature Recording Chart will also be placed in the mailbox. STEP 4: Display the application at all times during the food stand. STEP 5: The Food Temperature Recording Chart must be completed and turned in to the Involvement Center desk within fourteen (14) academic days after the completion of the food stand. Failure to do so will result in the loss of food stand privileges for the organization for one year. IMPORTANT NOTES: The approval of a Food Stand Application does not guarantee a space for the stand. Food stands are not allowed to take place in the University Center. Student organizations must work with other campus buildings to reserve a space for their food stand. Any items sold that are also available in a campus vending machine cannot be sold for less than the vending machine price for the item.
Food Safety Quiz: https://orgsync.com/18446/forms/22451 Food Stand Application: https://orgsync.com/18446/forms/17368
For additional information regarding Student organization fundraising, please refer to the Student Organization Policy and Procedures Manual. 7